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The Best Real Estate Database Software

You may think you have a great database for your real estate business right now. Many people keep track of things like contact names and transactions in a spreadsheet or notes app. The bad news is that it’s not a database. 

A robust database is much more. It can be the backbone of a successful real estate business. Consider it a repository that manages clients, properties, transactions, and data. Savvy agents use a database to collect information on contacts and listings, manage transaction histories, and evaluate market analytics. A tailored real estate database can quickly become an agent’s best friend in a digital landscape. 

The necessity of a real estate database doesn’t make it easy to choose one. Which are the best real estate database software options? In this article, we’re breaking down our favorites. Below is a guide to the most impactful, most influential real estate database software solutions. 

Key Takeaways: 

• Data shows that it’s more profitable to rely on a database. Realtors earning over $100,000 in gross income are more than twice as likely to use some advanced technology than those who earn less.

• A database can help to streamline communication processes and automate emails. This is important because, according to a McKinsey Global Institute (MGI) study, workers spend 28% of their workweek managing email.  
• Look for crucial functionality that supports real estate in particular. Many CRM systems have a lot of great features, but only certain platforms cater to agents and their contacts (we cover them in the article). 

The Benefits of Using a Real Estate Database

Better Data Organization and Accessibility

You can miss opportunities and waste time when your information isn’t adequately organized or easy to find. One of the most apparent advantages of a real estate database is the enhanced ability to organize data. Traditional methods of managing client information, property listings, and transaction details are often cumbersome and prone to errors. 

A dedicated database centralizes essential information, allowing agents to access it quickly and efficiently. This streamlined organization saves time and reduces the likelihood of mistakes that could lead to lost opportunities, like misplacing notes on a lead. 

Client Management and Relationships

We all know that client relationships are the backbone of any successful real estate business. A real estate database helps agents track interactions, preferences, and transaction histories, enabling them to provide personalized service to clients. With comprehensive insights into each client’s needs and behaviors, agents can tailor their communication and offerings, ultimately leading to greater client satisfaction and loyalty. 

Additionally, features like automated follow-ups and reminders ensure that no lead falls through the cracks. With a robust database, agents can set up automated email sequences segmented by client type or neighborhood. Touchpoints to stay top-of-mind become much easier.  

Smarter Decision Making

Making informed decisions is vital in an industry where market trends can shift rapidly.  A real estate database allows agents to analyze actual data, identifying patterns and trends that can help guide their strategies. Agents don’t have to rely on their gut feeling – they can interpret numbers and past behavior to figure out the best path forward. 

Whether it’s understanding property values, tracking market performance, or evaluating client preferences, data-driven insights empower agents to make informed choices that can significantly impact their success. This analytical capability fosters a proactive approach to business, allowing agents to stay ahead of the competition.

Operational Efficiency and Time Savings

Efficiency is key in the real estate business, where every second counts. If you miss reaching out to a lead by a day or two, they may find another agent. Similarly, getting back to a buyer on an offer right away can prevent delays in the transaction. 

A real estate database automates many routine tasks, such as data entry, follow-ups, and reporting. This automation saves time and frees agents to focus on more strategic aspects of their work, such as nurturing client relationships and closing deals. A real estate database enhances productivity by streamlining operations, allowing businesses to grow without needing proportional resource increases.

The Top Real Estate Database Software Options

With numerous real estate database software options available, choosing the right one that aligns with your business needs is essential. Here are some top choices that stand out in the market:

Follow up Boss 

Follow Up Boss is designed for real estate professionals who want to streamline client management processes. It offers features such as automated follow-ups, lead tracking, and integration with various lead sources, making it easier to manage client relationships effectively.

Our favorite features: 

• Use various sources to manage leads, ensuring that no potential client slips through the cracks. 
• Agents can use automation functionality to create and send emails, texts, and phone calls quickly and effectively. These are all necessary functions for maintaining relationships and nurturing leads, and Follow Up Boss allows you to complete these steps seamlessly. 
• If you work as part of a team, using the software can help you to track activities. You can also gain insights into productivity and areas for improvement for your staff. 
• Activity monitoring means you can track websites and lead flow actions to stay informed on prospect interests and behaviors. This can be a really powerful tool for understanding where leads are at in the process and what their real interests are. 
• Many users love the comprehensive reporting offered by Follow Up Boss. Create detailed reports that you can export, including an overview of various activities, to aid decision-making. 
• Follow Up Boss has great customer support, meaning if you run into issues, they are more likely to be resolved promptly. This makes your database more reliable and valuable to your entire team.  

Top Producer

Top Producer is a well-established CRM solution specifically for real estate agents. It provides tools for managing contacts, tracking listings, and generating reports, all while offering customizable features to fit individual business styles.

Our favorite features: 

• One of the best features is the customizable dashboard. Top Producer has a streamlined dashboard that can be personalized to individual uses. This makes it easy to view key data, and each person on your team can set up a dashboard that’s valuable to them. 
• The “Market Snapshot” function provides updated, localized market data. Many agents find this invaluable in remaining informed on market realities in real time. 
• This software solution also boasts a strong customer service department, ensuring any queries or issues are addressed quickly. 
• There is a wide variety of lead generation options to cater to different target audiences and strategies. Once you’re comfortable with the system, take advantage of the lead generation tools by aligning them with your target demographic and preferred sales tactics.
• Top Producer facilitates touchpoints with clients using an automated messaging system. This saves time while supporting personalization, which can make a difference to contacts. 
• Top Producer allows agents to streamline transactions, making it easier to track and manage all the stages of the deals you’re working on. This is an important part of keeping stakeholders informed throughout the process, reducing the chances of delays or miscommunications. 
• The solution provides social media tools that help to create and manage social media campaigns, which is essential for enhancing online presence and engagement. 
• Many agents create their own websites through Top Producer, creating a consistent brand experience and streamlining the lead capture process. 

Read our full review of Top Producer.

Propertybase

Propertybase combines CRM functionality with property management features, making it a comprehensive solution for real estate professionals. Its user-friendly interface and robust reporting tools help agents manage their listings and client relationships with ease.

Our favorite features: 

• One of the things that sets this system apart is the integration with Multiple Listing Services (MLS), which enables real estate professionals to manage their listings more effectively. They can also create and automate marketing campaigns with MLS information in mind. 
• If you don’t consider yourself a marketing guru, then you can take advantage of the tools for designing marketing materials across print, email, and web. You can create a cohesive brand image and execute strategies that align with your overall vision, all in one place. 
• Many busy agencies rely on an office manager, and this system has special administrative tools to make their job easier. 
• They also offer commercial tools for professionals and brokerages that focus on that space. 
• In addition to standard contact management, Propertybase offers company management, with the ability to create and manage company profiles within the CRM. 
• The Quick Send feature enables email automation. This gives users the ability to engage leads and clients with more automated and personalized email outreach. 
• Use the dedicated inquiry management functionality to organize and respond to client inquiries faster, and make sure you have accurate information when preparing for conversations. 
• Users say they rely on visual dashboards to get an overview of key metrics and performance indicators in real time.

Wise Agent

Wise Agent is known for its simplicity and effectiveness. This CRM offers essential features such as contact management, transaction tracking, and task automation to help agents stay organized and focused on their goals.

Our favorite features: 

• One of the most commonly mentioned features is the intuitive interface that makes it easy for users to navigate. 
• Training and onboarding support are extensive. In addition to concierge onboarding where new users can receive personalized support to get started, there are also comprehensive training resources that help users get the most from the platform. 
• Wise Agent also offers 24/7 customer support to ensure that issues can be addressed, no matter what the time of day. 
• The option to create automated drip campaigns means that consistent communication with clients is much easier. 
• Take advantage of customizable landing pages that align with your brand identity and specific campaign goals. 
• A big perk is the unlimited document storage. This is especially valuable for ​​tracking transactions over long-term relationships.
• Built-in AI tools assist with content creation, saving valuable time on drafting communications or marketing copy. By saving time when creating content, you can focus on high-value priorities. 
• In addition to standard contact management, you can use transaction management to keep all of your transaction-related documents and tasks organized within the system. 

Zoho CRM 

Zoho CRM is a versatile platform that can be tailored for real estate use. With its extensive customization options, automation capabilities, and integration with other Zoho products, it’s suitable for agents looking for a comprehensive business management solution. Along with much of the functionality offered by the other real estate databases, there are a few things that set Zoho CRM apart. 

Our favorite features: 

• One of the most notable things about Zoho CRM is free plan availability – great for individuals or small teams just getting started. Other plans are also cost-effective and even the lower-tier options offer automation features. There’s even a money-back guarantee! 
• Zoho CRM integrates with various other software tools, which enhances its usefulness. 
• The platform is designed for user-friendliness, which is helpful for reducing the learning curve for new users. 
• A robust mobile application means agents can manage CRM activities and updates on the go. 
• Advanced analytics allow extensive reporting capabilities and informed decision-making. 
• The platform supports various communication channels to ensure engagement with clients in the ways that they prefer. 

Realvolve

Realvolve focuses on providing a collaborative environment for real estate teams. Its features include transaction management, customizable workflows, and robust reporting capabilities, making it a strong choice for agencies that prioritize teamwork. You can expect all of the contact and transaction features the other solutions offer, plus more. 

Our favorite features: 

• Realvolve has comprehensive tools for managing contacts and keeping detailed records of things like interactions, properties, important dates, and more. 
• Users can track all of their opportunities in one place to manage their pipeline more effectively. See where any potential deals are in the sales process and focus efforts where they’re needed most. 
• The software includes task and activity tracking so that real estate professionals and teams can stay organized and ensure nothing falls through the cracks. 
• Realvolve integrates seamlessly with email marketing tools, allowing users to send out targeted campaigns, newsletters, and other communications through the system.

Think of what being able to streamline processes, automate communications, and make data-driven decisions could do for your bottom line. The hardest part will be deciding amongst the best real estate database software options! We can help; be sure to reach out to our experts if you need tailored advice on which system is best for your business goals.