Real Estate CRM Software: Custom Build, Modules and Cost

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What a real estate CRM must do for Indian brokers and developers, how portal, ad and WhatsApp leads reach it, RERA details it should hold, and a planning range.

Organisation
WavX Solutions
Telephone
+919310079927

Description

Solution Real estate CRM, custom built for brokers and developers

A real estate CRM catches every enquiry from portals, ads, WhatsApp and calls, assigns it, tracks site visits and follow-ups, and for developers carries on into unit inventory, bookings and payment demands. Small broker teams are usually better served by a ready-made CRM. WavX builds custom real estate CRMs; the WavX cost model puts them at roughly ₹5.3 lakh to ₹15.4 lakh.

Tell us what you need built Last updated 2 October 2026

Who should build one, and who should not

Real estate sales has two shapes. A brokerage sells many owners' properties and lives on fast follow-up of enquiries. A developer sells units in its own projects and needs the CRM to carry on after the site visit: unit blocking, booking, the payment plan and demand letters. Ready-made CRMs handle the first well. The second is where a custom system usually pays for itself.

Your situation

Better choice

Why

Broker or small team, leads from two or three sources, a simple pipeline

Ready-made CRM

Capture, reminders and a pipeline work on day one

Brokerage with many agents, routing by locality, budget or project, and a manager who needs response-time reports

Custom, or a configurable CRM with integration work

Routing rules and portal connections are where generic setups break

Developer with one or more projects, live unit inventory, bookings and payment plans

Custom

Leads, units, bookings and collections in one record, with no double-sold units

Developer working through channel partners

Lead ownership, partner registration and brokerage payable tracked against each booking

You already use a general CRM and only need portal leads in it

Integration, not a new CRM

Cheaper to connect the sources than to replace the system

The real estate CRM cost guide compares subscription prices with custom builds in more detail. For CRM work outside real estate, see custom CRM development .

Where leads come from, and how each reaches the CRM

Most leads that are lost were never entered. The first job of a real estate CRM is to make capture automatic for every source.

Source

How it reaches the CRM

What to check

Property portals (99acres, MagicBricks, Housing.com and others)

Forwarded by the portal to the CRM where your advertiser account allows it; otherwise read from the portal's enquiry notification emails

Ask each portal's account manager what your plan supports before the build

Meta lead ads (Facebook and Instagram)

Meta's documentation describes a webhook notification for each new lead, after which the CRM fetches the lead's details; a bulk read is also available

Permissions on your Facebook Page and ad account

Google Ads lead forms

Google's documentation describes an HTTP POST of each submitted lead to a webhook URL you configure, with a key to validate it

The webhook URL and key are set on each lead form

Your website

Form posts directly to the CRM, with the page and campaign recorded

Spam filtering and duplicate detection

WhatsApp

Click-to-chat and replies to your business number, through the WhatsApp Business Platform

Which conversations become leads automatically

Phone calls

From a cloud telephony provider's call log, or entered by the agent

Whether your provider sends call events to other systems

Walk-ins and site visitors

Entered on a tablet or phone at the site office

Who owns a walk-in who first came through a portal

Every lead is checked against existing ones by phone number, so a buyer who enquires on two portals and then calls is one lead with three touches, not three leads assigned to three agents.

Modules WavX builds

WavX builds real estate CRMs as web applications in React and Node.js with PostgreSQL, with an optional app for sales staff on site, in React Native.

Module

What it does

Broker

Developer

Lead capture

All sources above, with duplicate check and source tracking

Yes

Assignment and routing

Round robin, by locality, budget, project or language; reassignment if not contacted in time

Follow-up

Call outcomes, next action dates, reminders, WhatsApp templates

Site visits

Scheduling, confirmation messages, visit outcome, revisit tracking

Property listings

Owner details, listing status, matching listings to buyer requirements

No

Project and unit inventory

Towers, floors, units, sizes, price list, availability, blocking with expiry

Booking

Application, KYC documents, allotment, cost sheet

Payment plan and demands

Construction-linked or time-linked schedules, demand letters, receipts, overdue follow-up

Channel partners

Partner registration, lead ownership window, brokerage payable per booking

Some

Reports

Leads by source and cost, response time, visit-to-booking rate, collections

The unit inventory is what separates a developer CRM from a broker one. Two sales staff must never be able to block the same unit, and a blocked unit must free itself if the booking does not follow within the agreed time.

RERA details the CRM should hold

The Real Estate (Regulation and Development) Act, 2016 shapes what a developer's or agent's records carry. Under section 11(2), a promoter's advertisement or prospectus must prominently mention the website address of the Authority and the project's registration number. Registered real estate agents are given a registration number by the Authority, which the Act requires them to quote in every sale they facilitate. In practice the CRM:

Stores the RERA registration number and Authority website for each project, and prints them on brochures, cost sheets and WhatsApp templates generated from the system.

Stores each channel partner's RERA agent registration number, and can refuse to register a partner without one if that is your policy.

Keeps a dated record of the price list and payment plan shown to each buyer.

State rules under the Act differ, so your legal adviser should confirm what each project needs. The CRM keeps these as settings per project.

WhatsApp in a real estate CRM

WhatsApp is where most buyer conversations happen, which makes it the most important integration after lead capture. Meta's documentation says template messages are the only type that can be sent outside a customer service window, and that a template must be approved before use. A real estate CRM therefore keeps a set of approved templates (site visit confirmation, brochure, price update, payment reminder) and logs every conversation against the lead. The WhatsApp CRM integration page covers the setup in detail.

Planning range

These figures come from the WavX cost model behind the software cost estimator . The range is the subtotal less 15% to the subtotal plus 25%. It is a planning range, not a quote.

Scenario

Cost model inputs

Subtotal

Timeline band

Brokerage lead and site-visit CRM

Custom web application base ₹4,50,000; roles ₹60,000; third-party integrations ₹60,000; exports and reporting ₹50,000

₹6,20,000

₹5,27,000 to ₹7,75,000

8–14 weeks

Developer CRM with inventory, bookings and payment demands

ERP/CRM base ₹9,00,000; roles ₹60,000; third-party integrations ₹60,000; payments and billing ₹90,000; notifications ₹70,000; exports and reporting ₹50,000

₹12,30,000

₹10,45,500 to ₹15,37,500

14–22 weeks

Assumptions: small scale (multiplier 1.0), standard interface design. A field app for sales staff is ₹2,00,000 in the model and is added to the subtotal before the spread. WhatsApp, telephony and portal subscriptions are paid separately. Yearly maintenance is 15–25% of the build cost, as set out in the maintenance cost guide . The engineering side of the same build is described in real estate CRM software development in India .

How the build runs

Lead audit. List every source, how leads arrive today, and how many go uncontacted. Confirm with each portal what it can forward.

Capture and assignment first. All sources flow into one list with routing and reminders. This is often the version that goes live first.

Follow-up and site visits. Call outcomes, WhatsApp templates and visit scheduling.

Inventory and bookings. For developers: units, blocking, booking, cost sheets.

Payment plans and demands. Schedules, demand letters, receipts and overdue follow-up.

Channel partners and reports.

Data migration. Existing leads and bookings imported from spreadsheets or the old CRM, checked against the source before the old system is switched off.

The source code and the data belong to you at the end.

When not to build

You are a broker with a small team. A ready-made CRM is cheaper and ready now.

Your problem is only lead leakage from one or two portals. Connect them to the CRM you already have.

You have one project and few units left to sell. A spreadsheet with a disciplined process may see the project out.

Real estate CRMs are one of the systems WavX builds for real estate and property businesses , under custom software and business systems .

Frequently asked questions

What does a custom real estate CRM cost in India?

The WavX cost model gives a planning range of about ₹5.3 lakh to ₹7.8 lakh for a lead and site-visit CRM for a brokerage, and about ₹10.5 lakh to ₹15.4 lakh for a developer CRM with unit inventory, bookings and payment demands. These are planning ranges, not quotes. A field app for sales staff adds ₹2,00,000 to the subtotal in the model.

Can leads from 99acres, MagicBricks and Housing.com come in automatically?

It depends on what your advertiser account with each portal allows. Where a portal can forward enquiries to an external system, the CRM receives them as they arrive. Where it cannot, the CRM reads the enquiry notification emails. We confirm the method for each portal with your account before quoting.

Can it capture Facebook, Instagram and Google lead form leads?

Yes. Meta lead ads can notify a CRM through a webhook when a lead is submitted, and Google Ads lead forms can send each lead to a webhook URL you configure. Both land in the CRM within moments, with the campaign recorded so you can see which ads bring buyers.

Is a custom CRM worth it for a small brokerage?

Usually not. A ready-made CRM handles lead capture, follow-up reminders and a pipeline for a modest monthly fee per user. Custom is worth it for developers who need inventory and payment schedules tied to leads, or for larger brokerages whose lead routing and channel-partner rules no ready-made product follows.

How long does it take?

Both scopes above fall in the cost model's 10 to 16 week band. WavX's stated typical timeline for complex CRM platforms is 3 to 6 months. Lead capture and follow-up usually go live first, with inventory and bookings after.

Sources

Meta for Developers: Retrieving leads (lead ads webhooks and bulk read) · read 2 October 2026

Google Ads: Lead form webhook overview · read 2 October 2026

Meta for Developers: WhatsApp message template guidelines · read 2 October 2026

India Code: The Real Estate (Regulation and Development) Act, 2016 · read 2 October 2026

Related

Real estate CRM software cost in India

Custom CRM development

Real estate and property

WhatsApp CRM integration

Software cost estimator

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Reference material from WavX Solutions

Related questions WavX has answered

What does a custom real estate CRM cost in WavX Solutions' published cost model?

The ERP/CRM line starts at ₹9,00,000 in WavX Solutions' published cost model (₹7.65L–₹11.25L base), and the worked example with roles, an analytics dashboard and reporting is about ₹9.3L–₹13.6L over 14–22 weeks. Add-ons include integrations at ₹60k, real-time features at ₹70k and a companion mobile app at ₹2L. A smaller brokerage can start with a lead tracker as an internal tool, from ₹2,00,000. Maintenance is modelled at 15–25% of build cost per year. These are calculator figures, and WavX will negotiate on price after a free consultation. Source

I'm a builder in Noida with two projects and about 300 units. Leads come from portals, hoardings and around forty channel partners, and everything is in Excel and WhatsApp. I can spend about ₹10 lakh. What should be built first?

Build lead management and unit inventory first, together: all sources into one CRM, channel-partner tagging, follow-up reminders, site-visit tracking and a live unit grid. Payment schedules and a partner portal wait for phase two. An ERP/CRM starts at ₹9,00,000 in WavX's published cost model, and the example with roles, dashboard and reporting is about ₹9.3L–₹13.6L over 14–22 weeks, so ₹10 lakh fits a tight phase one. State that ceiling upfront and the scope is negotiated around it. WavX builds your own software, fully custom, with a pricing model that fits you; see /contact. Source

How long does a custom real estate CRM take to build?

Three to six months is the range WavX Solutions publishes for complex CRM and ERP builds, and its worked CRM example with roles, dashboard and reporting is 14–22 weeks. A lighter lead tracker for a brokerage sits in the 4–8 week band. The four stages are discovery, design with Figma prototypes, development with regular demos, and launch. Timelines stretch mainly when lead-source integrations depend on third parties, or when existing leads in spreadsheets need cleaning before import. Source

What is a channel partner portal in real estate?

A channel partner portal is a login area where outside brokers work with a developer's sales team. Partners register and are approved, see live unit availability and price sheets, submit client leads, and get a time-stamped record that the lead is theirs for an agreed period. They then follow each client through site visit, booking and payment, and see commission due and paid. For the developer it replaces WhatsApp groups and disputes over who brought the buyer with one auditable record. Source

How does site-visit scheduling work inside a real estate CRM?

The agent picks a slot from the CRM calendar while speaking to the buyer, and the system does the rest. It sends the buyer a confirmation with the location pin, reminds both sides before the visit, and tells the site team who is coming and which units to show. After the visit the agent records the outcome and the next step, which is what managers actually need. Reports then show visits booked, visits done and bookings per agent and per lead source, exposing where leads drop. Source

What is a real estate crm and how is it different from a normal crm?

A real estate CRM is a customer system built around properties and long sales cycles instead of generic deals. Beyond contacts and follow-ups it links each lead to projects and specific units, records site visits, tracks the source portal or broker, and carries the buyer through booking, agreement and payment milestones. A general CRM can be bent to do this, but unit inventory, channel-partner attribution and payment schedules are usually missing. For builders, the CRM and the inventory of units need to be one system. Source

I run a lettings agency in Bristol managing about 400 properties. Our lettings software is fine for rent and accounts, but tenants report repairs by phone and email and things get lost. Should I replace the software or add a custom maintenance portal?

Add a portal; do not replace software that handles rent and accounts well. A maintenance portal lets tenants log a repair with photos, routes it to a contractor, shows landlords the quote for approval and links each job to the property. The deciding question is whether your lettings software offers an API or export. An internal tool starts at ₹2,00,000 in WavX's published cost model, roughly £1,600–2,300 base, an approximate conversion of an INR quote. Adding to what already works keeps the spend down, and the figure is open to negotiation. Source

Same buyer entered twice by different agents in crm duplicate leads?

Duplicate buyers appear when the CRM accepts a new lead without checking phone and email against existing records. The fix has three parts: normalise phone numbers on entry so country codes and spaces do not hide a match; block or merge on a match and show the agent who already owns the lead; and set a written ownership rule, such as first valid contact within a set number of days, that the system enforces. Then run a one-time clean-up to merge existing duplicates and their histories. Source

WavX starting prices (base scope, before add-on features)

From the cost model behind the WavX calculators. A quote follows a scoping call; features, integrations and scale move these figures. Annual maintenance is typically 15–25% of the build cost.

BuildStarting priceTypical timeline
Landing pagefrom ₹40,0003–6 weeks
Business websitefrom ₹50,0003–6 weeks
E-commerce storefrom ₹1,50,0003–6 weeks
Internal tool / dashboardfrom ₹2,00,0003–6 weeks
Custom web applicationfrom ₹4,50,0006–10 weeks
SaaS productfrom ₹7,00,00010–16 weeks
ERP / CRM systemfrom ₹9,00,00010–16 weeks
AI chatbotfrom ₹1,50,0003–6 weeks
RAG assistant (your data)from ₹3,50,0006–10 weeks
AI agent / automationfrom ₹5,00,0006–10 weeks
AI feature in an appfrom ₹2,50,0003–6 weeks

Calculators: website, software, AI, mobile app. Pricing explained: https://www.wavxsolutions.in/pricing.

About WavX Solutions

WavX Solutions (WAVX — Web Application & Venture Exchange) is a remote-first, 100% custom software development company founded in 2022 in Gurgaon, Delhi NCR, India. WAVX designs, builds, scales and maintains custom websites, web applications, iOS and Android apps, Shopify stores, ERP/CRM software, loyalty systems, AI integrations and performance marketing for startups, businesses, brands and institutions across India.