Real estate isn’t just about location anymore. It’s about speed, structure, and staying organized across every deal, client, and listing. When using Zoho in your real estate business, you’re able to centralize your entire operation into one customizable system.
No more juggling lead sources, showings, signed docs, and agent updates in ten different tools. With the right Zoho setup, everything—from marketing to deal tracking to reporting—lives in one connected environment.
Zoho CRM Customized for Real Estate Teams
Most CRMs aren’t built with real estate in mind, and Zoho is no exception at first. But that’s where its strength lies.
With the right configuration, Zoho CRM becomes a tailored workspace for your team’s actual process, not a generic sales model.
- Create custom modules and fields for buyers, sellers, landlords, and tenants
- Build pipelines around real estate stages like: Inquiry → Site Visit → Offer → Closed
- Automate lead assignment, follow-ups, and status updates
- Log calls and SMS using Twilio, RingCentral, or Zoho PhoneBridge
- Use Canvas Views to create visual layouts for agents in the field
Zoho doesn’t assume how your business works—it lets you define it.
Lean Property Management—Built Your Way
Most property management software comes bloated with features you’ll never use. With Zoho Creator and Canvas, you can build only what your team needs—and nothing more.
- Track property listings, availability, and lease status by unit or location
- Schedule showings and assign agents with automated notifications
- Tie contracts, NOCs, and IDs to the right property and contact
- Use Canvas views for a cleaner, more visual property dashboard
When managing properties with Zoho, you’re not locked into someone else’s system—you build your own.
Keep Showings and Site Visits Running Smoothly
If you’re still juggling showing schedules over group texts or spreadsheets, Zoho can help you move to a structured field operations flow.
- Use Zoho FSM to schedule visits, track location check-ins, and collect digital notes
- Allow agents to capture client signatures and inspection notes on-site
- Coordinate in real-time with Zoho Cliq—like Slack, but fully integrated
For distributed teams, these tools promote accountability and visibility, eliminating the need for back-and-forth communication.
Centralize Your Marketing and Lead Capture
When using Zoho in real estate, your marketing tools all talk to each other—no more duct-taped platforms.
- Build listing pages and lead forms using Zoho Sites or Zoho LandingPage + Zoho Forms
- Promote properties and open houses through Zoho Social
- Send email sequences and newsletters from Zoho Campaigns or Zoho Marketing Automation
You can also integrate lead sources like Facebook Ads, Google Ads, or Zillow directly into your CRM via API, Zoho Flow, or Zapier. Everything flows into your deal pipeline automatically.
Automate Transaction and Payment Workflows
Chasing down signatures and sending manual invoices eats up hours. With Zoho’s finance tools, that work gets done behind the scenes.
- Use Zoho Sign for e-signatures on offers, leases, and closing documents
- Track commissions, rent, and vendor payments with Zoho Books
- Set up automated billing for tenants using Zoho Billings
Stripe, Razorpay, ACH—it all connects, so your team can focus on closing deals instead of chasing them.
Turn Your Data Into Decisions
Spreadsheets don’t scale. With Zoho Analytics, your data becomes a real-time dashboard that’s actually useful.
- Track ROI by lead source so you know which ads work
- Monitor agent performance across stages and territories
- Analyze occupancy, turnover, and forecasting trends
Whether you’re selling, leasing, or managing, real-time reporting keeps you ahead of the curve.
Let Clients Help Themselves With Portals
Stop answering the same emails over and over. With CRM or Zoho Creator portals, your clients can log in and get what they need.
- Tenants can pay rent or submit maintenance requests
- Buyers can track the status of their deals
- Landlords can view statements or signed leases
Portals reduce the noise—and improve the client experience at the same time.
Handle Post-Sale Support Like a Pro
Support doesn’t end when the deal closes. Zoho Desk gives your team a structured way to track ongoing service requests.
- Manage maintenance tickets, complaints, and general inquiries
- Set SLAs, escalation paths, and resolution timelines
- Track team performance on post-sale support
This isn’t customer service on sticky notes—it’s structured, reportable, and scalable.
Automate the Busy Work
You don’t need more staff—you need better systems.
- Use Zoho Flow to automate tasks across apps (e.g., new lead form → CRM → notify agent via Cliq)
- Let Zia AI suggest call times, score hot leads, or flag risky conversations
With the right setup, your team runs like you’ve got an in-house ops department—without the overhead.
Keep Data Secure and Stay Compliant
Handling sensitive data like IDs, contracts, and banking info comes with risk. Zoho gives you the tools to manage it securely.
- Role-based access for agents, admins, and third-party vendors
- Territory-based controls for multi-office operations
- GDPR and compliance tracking tools to match local laws
Security isn’t a feature—it’s built into the foundation.
Real Estate Teams Already Winning With Zoho
Keller Williams Heritage Pioneers Apartment Locating Model With Custom Zoho Build
Keller Williams Heritage in San Antonio launched the first apartment locating division within the KW brand—breaking new ground without existing systems to guide them. Their 18-person team faced major hurdles in structure, CRM, and invoicing while scaling a new transaction model.
After a failed attempt at building their own platform, they partnered with Zenatta to develop a tailored solution using Zoho CRM, Zoho Sign, and Zoho Analytics.
Key Highlights:
- Customized CRM Blueprints walked agents through complex workflows, including linking leads to multiple apartments and generating branded apartment lists via mail merge.
- Referral automations ensured accurate fee tracking between referring and servicing agents.
- With Zoho Sign, clients could select movers digitally, and apartment complexes could confirm leases through a dedicated form that fed back into CRM.
- A custom commission calculator built in Zoho Analytics allowed precise calculations across deals, factoring in fees, referrals, and agent-specific variables.
“Zenatta took my vision and built a single platform that does it all—from CRM to invoicing, forms, and automation. Their ability to turn ideas into reality made this process effortless.”
— Rami Rafeh, Owner, Keller Williams Heritage
Coldwell Banker Town and Country Replaces 20-Year System With Zoho
With four offices and over 200 agents, Coldwell Banker Town and Country had relied on GoldMine CRM for over two decades. But as the Inland Empire-based firm expanded its real estate, property management, and escrow services, they needed a more modern, flexible solution.
Zenatta migrated and reimagined their entire system—importing over 100,000 records and 600 custom fields, consolidating and restructuring the data into a leaner, more effective Zoho CRM environment.
Project Milestones:
- Complete data cleansing and migration of leads, contacts, properties, and groups into Zoho
- Rebuilt and simplified 250 workflows for improved automation and usability
- Expanded implementation across marketing, meetings, surveys, and communication tools—replacing legacy platforms with Zoho Campaigns, Social, Meeting, Surveys, and Cliq
The Results:
- CRM extended across real estate, escrow, and property management divisions
- Field agents benefited from full mobile CRM adoption
- Estimated annual savings of over $20,000 in software and hardware costs
“We weren’t sure anything could replace 20 years of customization. But Zoho exceeded expectations. It’s changed how we work across every part of the business—and it’s the best technology decision we’ve ever made.”
— Lance Martin, Broker/Owner, Coldwell Banker Town and Country
Ready to use Zoho for your business?
Zoho isn’t a plug-and-play real estate solution—but that’s a good thing. You’re not boxed in by someone else’s process.
With the right customization, Zoho gives you a flexible system to handle property sales, rentals, management, and marketing—all in one place.
You define the workflow. Zoho powers it. And we deliver the best-in-class implementation.
Quick FAQ
Can Zoho replace our current CRM and property tools?
Yes—and in most cases, it can consolidate 3–5 tools into one connected platform.
Is it only for big agencies?
Not at all. We’ve helped solo agents and 100-person teams. Zoho scales up or down.
Can it handle rentals and property management?
Yep. Especially when paired with Books, Subscriptions, FSM, and Creator.
Can it integrate with Zillow or Realtor.com?
Not out-of-the-box, but it can be done via API or tools like Zapier.
