In a real estate agency, enquiries arrive from everywhere: portal messages, calls from a signboard, walk-ins, referrals from past clients. Each agent keeps their buyers in their own phone, follow-ups depend on memory, and when an agent leaves, their contacts often leave too.
Meanwhile you can't answer the questions that matter on a Monday: which deals are close, which sellers haven't heard from us in two weeks, and what commission is likely this month. This guide covers what software an agency actually needs, how Saauzi's real estate setup handles it, and what it doesn't do.
What software a real estate agency actually needs
Most small agencies don't need a sprawling platform. They need the basics working every day:
- One pipeline for buyers, sellers and landlords, owned by the agency, not each agent's phone.
- A named owner and a history of calls, viewings and notes on every lead.
- Follow-up tasks with due dates, so a promised callback happens.
- Deal values and expected close dates, to see what's coming.
- Team records and a cash book for commissions and marketing spend.
How Saauzi covers a real estate agency
When you pick Real Estate Agency at sign-up, Saauzi switches on CRM, Projects, HRM and Cashbook. Other apps can be installed from the hub later.
CRM: the centre of the agency
Each enquiry is a lead with contact details, company (for developers or corporate clients), source, deal value, owner and expected close date. Tracking the source (portal, signboard, walk-in, referral) shows over time which channels bring serious buyers.
You set your own stages. One set that works for both buyers and sellers: new enquiry, viewing or valuation, offer and negotiation, paperwork, then won or lost. A practical tip: enter your expected commission as the deal value, not the property price, so the numbers you look at are your agency's revenue, not headline prices.
Activities keep the story in one place. Log a viewing as a meeting, a price discussion as a call, and a note such as "wants three bedrooms, parking, near a school". Add a task with a due date to send the seller feedback after the weekend viewings, then mark it done. The leads list and board view let you run the Monday meeting from one screen. Our guide to the Saauzi CRM sales pipeline covers the app in detail.
Projects: the work after "offer accepted"
Once a deal is agreed, the steps to completion are a small project: legal checks, valuation, documents, handover. Create a project for the client with a due date and give each step a task and an owner. Projects also suit a developer who hires you to sell a block of units at a fixed price, or advisory work billed hourly. Raise the commission invoice from the project with taxes applied and track it to paid.
HRM: agents and the office
Keep departments such as sales, lettings and admin, and a profile per person with job title, employment type (full-time, part-time, contract or intern), join date, emergency contact and status. Agents request leave and a manager approves it, so viewings stay covered. To hire, post the role on your public careers page and move applicants through to offer.
Cashbook: commissions in, marketing out
Record commissions received into bank or wallet, and spending on portal fees, signboards, photography and fuel. Reconcile daily and export clean records for your accountant.
A hypothetical week at a five-agent agency
On Monday the board shows four deals in negotiation and two stuck in paperwork, and you reassign a departing agent's buyers to a colleague. On Tuesday a walk-in buyer is added with its source and an owner. On Wednesday three viewings are logged as meetings, and a seller gets a follow-up task.
On Thursday an offer is accepted, the lead moves to paperwork, and a project with handover tasks is set up. On Friday another sale completes: the lead is marked won, the commission invoice goes out, and when the money arrives you mark it paid and record it in Cashbook.
A checklist for choosing real estate CRM software
- Does every lead have one named owner that you can change?
- Can agents log calls, viewings and notes against the lead?
- Can you set your own stages, including won and lost?
- Do you need property listings? If so, plan for a separate tool.
Where Saauzi fits and where it doesn't
Saauzi fits a small or mid-sized agency that wants its pipeline, team and cash in one place. The limits:
- No property listings portal and no MLS integration. There are no property records with photos, and nothing is published to portals. Keep listings where they are today.
- No integrations or email and calendar sync. Portal enquiries don't flow in automatically; agents add leads themselves.
- No automations or marketing campaigns, so there are no automatic follow-up emails or SMS blasts.
- No e-signatures, document management or client portal for agreements.
- No payroll or commission-split calculations for agents.
If your agency also manages rented property, note that Saauzi has no rent, lease or tenant management; our article on software for property management businesses is plain about that. For the bigger picture, read what an ERP is for a small business.
What it costs
Your first app is free forever, so a solo agent could start with CRM alone at no cost. One flat subscription unlocks every Saauzi app: NPR 1,500 or US$20 per user/month, or NPR 12,000 or US$200 per user/year. For a hypothetical five agents plus a manager, that's NPR 9,000 or US$120 a month. There's no commission on your deals. Details are on the Saauzi page for real estate agencies.
FAQ
Can I list properties in Saauzi?
No. There's no listings portal or MLS integration. Saauzi manages the people and deals around your listings.
Can buyers and sellers share one pipeline?
Yes. You manage the stages, so design a set that works for both and use the source and notes to tell them apart.
Does Saauzi work out agent commission?
No. You can invoice commission to clients from a project, but agent commission splits and payroll are not included.
Your pipeline is the agency's most valuable asset, so give it a home that doesn't walk out the door with an agent. See the full setup on the Saauzi real estate agency industry page, or start with one Saauzi app free.
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