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How to use a real estate CRM for properties, rent and sales
How to use
How to use a real estate CRM for properties, rent and sales
Record properties and units, advertise them, book viewings, take offers, collect rent and sell units or plots on payment plans with the Real Estate App.
Checked against the product on 18 October 2026
How to use a real estate CRM for properties, rent and sales
Real Estate keeps a register of the property you own or manage: the buildings, the units inside them, the tenancies that occupy them, the rent each one owes and the repairs that keep them lettable. It also runs the sales side: adverts, buyers and tenants looking for a place, viewings, offers, and units or plots sold on payment plans.
Note for QA and support: the screens carry their own How to use panels, and this guide was written from them and from the menu. If a detail here disagrees with what a screen shows, the screen is right and this file needs updating.
Where everything lives
The menu has three working areas plus a Common area shared by all of them. You only see the pages your role allows.
Area
Pages
Buy, Sell & Rent
Start Here, My Properties, Sales, Rent, Adverts, Customers, Owners, Repairs
Plots
Start Here, Schemes & Plots, Plot Files, Plot Sales, File Instalments, Society Dues
Each area opens on a page that shows what is waiting for you and offers the common jobs as buttons.
Start Here
People, Companies, Documents, Staff and Follow Ups are shared records. A landlord, tenant or contractor entered here is the same record the CRM and the rest of the platform use. It is one entry, not two.
Fitting the App to your market
Choose a market preset in Settings before you add property. A preset adds the area units, defaults and labels a market commonly uses, and only adds what is missing. It never overwrites your own changes.
Defaults: the currency, country and area unit a new property or unit starts with, and the words used for each level of a locality.
Area units: square meters, square feet, acres and hectares are always there. You can add your own with how many square meters one unit is.
Reference numbering: a prefix, the next number and padding for properties, units and tenancies. A reference left blank is numbered for you.
Localities
A town holds areas (called societies on the menu) and each area holds sections such as phases, sectors, blocks and streets, as deep as you need. A property sits in that tree, and a plot scheme is laid out on the same tree. A town in use cannot be deleted; rename it instead.
Recording properties and units
Add the property, add its units, then record who owns it. Occupancy, rent and sales all hang off the unit.
Add the property. Give it a reference you will recognize and a name. The address is shown on adverts. Notes are stored encrypted.
Add its units. A unit is the part that is let or sold: a flat, a house, a shop, an office floor. A house let as a whole is still one unit.
Record the owners. Owners are people or companies from the shared records, each with a share. Together they hold at most 100 percent on any day. When an owner sells, give them an end date so the history stays.
Add photographs and plans. Images and PDF floor plans count against your workspace storage.
Occupied is set by a tenancy, never by hand. Export downloads the properties matching your filters as a spreadsheet, with notes left out on purpose.
Valuations are dated opinions of value on a stated basis by a named valuer. They are never edited, never shown on an advert, and only people who can see property financials can read them.
Advertising a property and working with buyers and tenants
Create an advert as a draft, publish it, share its public page, and handle the enquiries, viewings and offers that come in.
Adverts
Create the advert as a draft. Choose the property and unit, to let or for sale, and write a headline and description. Nothing is public while it is a draft.
Publish it. Publishing has its own permission. A unit somebody still lives in cannot be advertised to let from a date their tenancy covers.
Share the public page. It shows the headline, description, price, rooms, area, locality and the photographs you chose. It never shows the owner, the occupier, notes or internal references.
Republish after edits. Changing a live advert does not change the page until somebody publishes the changes. Withdrawing stops the page straight away.
Customers
A customer (an applicant) is a person or company from the shared records, or one created when somebody enquires on an advert. Record what they want: bedrooms, types, cities, towns and a budget. Matches compare a budget only in the same currency and rent frequency, and nothing is converted. Enquiries arrive on the Enquiries tab; mark each one handled once somebody has replied.
Viewings
Choose the advert, the customer and the agent. An advert or an agent cannot be booked twice for overlapping times. A time asked for on the public page arrives as a request and holds no slot until somebody confirms it. Afterwards, mark it attended or not, choose an outcome and write feedback, which is stored encrypted.
Offers
An offer is never edited. A different figure is a counter offer, kept beside the one it answers. Only one offer on an advert can be accepted, and accepting puts it under offer. If the deal falls through, record it and the advert goes back on the market with its other offers still waiting. An accepted offer to let becomes a draft tenancy with the unit, rent and tenant filled in.
Tenancies and rent
A tenancy names who occupies a unit, on what terms and for how long. Rent is raised from the tenancy on its schedule and receipts are set against it.
From draft to occupied
Create the tenancy with a lettable unit, the dates and the rent. Every tenancy starts as a draft, and a draft changes nothing on the unit.
Add the parties: tenants, guarantors, occupiers and agents from the shared records. At least one tenant is needed before it can be agreed.
Agree it, then start it. Agreeing reserves the dates, so an overlapping tenancy on the same unit is refused. Starting it makes the unit occupied.
Record notice, reviews and the end. Ending needs its own permission. A renewal is a new tenancy that copies the terms forward as a draft.
Charging and collecting rent
Set up a charge schedule on the Schedules tab: the tenancy's own rent, or another charge such as a service charge or parking.
Let the rent run raise the charges. It runs nightly or when you press Run rent now. Running it twice raises nothing twice.
Record each receipt. Money goes to the oldest unpaid charges in the same currency unless you choose the charges yourself.
Read arrears. Arrears are unpaid charges due on or before the date at the top, aged into the buckets set in Settings, and totaled per currency.
A charge is never edited: a wrong one is written off with a reason. A bounced payment is reversed, not deleted. A part period at the start of a tenancy is charged by actual days, a thirty day month, or as a whole period, and each charge says which.
Deposits
A deposit is the tenant's money you are holding, never income. It is kept apart from rent and never appears in arrears. Record where it is protected, propose deductions at check out, and release it once every deduction is agreed. The App records where the money is; it never moves it.
Repairs, inspections and certificates
Log the fault, raise a job for the work, approve the cost, then resolve and close.
Report the fault on a property or unit with a title, category and priority. A respond by date is set from the priority.
Raise a job for a contractor company or a member of staff, with a date and an estimate. Record quotes and accept one.
Approve the cost before work starts, unless the fault is an emergency.
Resolve, then close. A request resolves only when every job on it is completed or cancelled. Nothing is deleted; a request logged by mistake is cancelled.
Inspections (check in, mid term, check out or routine) record a condition for every item. A completed inspection cannot be changed, because a deposit deduction is argued from it, and you can compare it with the one before.
Certificates keep a unit lettable. Nothing is built in: add the types your portfolio must hold, how long each lasts and whether a lapse stops a unit being let. When such a certificate expires, every unit it covered is marked as not lettable with the reason, and recording the renewal clears it.
Meters and keys are recorded too: meter readings at move in and move out, and each set of keys with one holder at a time.
Landlord statements and commission
Record expenses, choose the landlord and period, preview, then issue the statement.
Collected is money received and allocated in the period. Unallocated money and deposits are left out.
A property with several owners gives each landlord their own share, and the shares add up to the whole exactly.
An issued statement never changes. A correction is a new version that names the one it corrects.
Share statement creates a read only link for the landlord that you can revoke.
Fee rules decide what a statement deducts: a percent of money collected, a fixed fee, or a fee per event such as a new let. Commission records what a staff member or introducing agency earned. Somebody other than the proposer approves it, and Real Estate never pays anybody: you pay through payroll, your bank or invoicing and record the reference.
Selling units and plots on a payment plan
Reserve the unit, generate the plan, confirm it, then record what the buyer pays until the sale completes.
Reserve the unit for a buyer at an agreed price. A unit can have only one live sale.
Generate the plan from a template or by describing it: a booking, a down payment, instalments, balloon payments and a payment on possession. The lines always add up to what is payable.
Confirm the plan. After that a line moves only by rescheduling.
Record receipts. They go on the oldest dated lines first, and part payment is normal.
Give possession, complete, and record the transfer of title as separate steps.
Worth knowing:
A line due on a milestone has no date until the milestone is reached, so it is never overdue before then.
A discount counts only once somebody other than its proposer approves it.
Cancelling never deletes anything. The unit becomes available again and any refund is recorded as money going out.
An invoice for a line is raised in the Invoicing App when the line falls due.
The availability grid shows every unit as a tile: available, held by a live sale, or sold. Press Reserve on an available unit to start a sale.
Plots and land
A scheme is laid out as plots. A plot file is an entitlement to a plot of a given size before a particular plot is assigned, so a file with no plot is normal. A ballot matches files to plots and runs once per reference. Plot Sales, File Instalments and Society Dues track the money on plots and files.
Construction
Start a project, issue work orders to contractors, certify their claims and track faults to handover. The contractor claims an amount and you certify an amount, and both are kept. Retention held back from each certificate is released on dated milestones.
Your website and portals
My Website is one public page for your business, built from ready sections. Press Create My Website, fill in Your Business, Properties, Plots, Enquiry Form and Contact Details, then press Put Live. It shows your live adverts and free plots on its own, and every enquiry from it becomes a customer. Owners, tenants, notes and plot holders are never shown.
Portal access lets tenants and landlords sign in to see their own records. A tenant sees what is due, a statement, how to pay, their faults and shared documents, and can report a fault. A landlord sees occupancy, charges, receipts, expenses and shared documents. Each sign in needs a password and a six digit code sent by email. A portal user is not a team member and uses no seat.
Letters and reports
Letters prints standard letters such as allotment and possession letters. Reports lists every report the App can produce, as a spreadsheet or a finished document.
Frequently asked questions
Does Real Estate work outside one country? Yes. Currency, area units, locality levels and labels come from Settings and market presets, so the App fits the way your market describes property.
Is a landlord here the same as a contact in the CRM? Yes. People and companies are shared records across the platform.
Why is a unit marked as not lettable? A certificate of a type that stops letting has lapsed. Record the renewal and the block clears.
Can I edit a statement after issuing it? No. Issue a correction, which is a new version linked to the original.
Does the App take rent or sale payments? No. It records payments made through your own bank or payment method.
Why are two currencies never added together? Because the total would mean nothing. Money is always shown per currency.
Something here not matching what you see on screen? The screen is right and the guide is what needs correcting. Tell us and we will fix it.
