WhatsApp CRM · Real Estate Agents
A WhatsApp CRM for agents who lose deals between the promise and the viewing
Written for how real estate agents actually work
Full-time solo agents and small two-to-five-person agencies running listings off a shared Facebook Page, and part-time brokers who close a few land deals a year alongside another job and only reply in the evening.
Enquiry to closed deal runs in weeks and months here, because loan approvals and family discussions take their own time. A "seen" after a week does not mean the lead is dead. A cadence that fits: a thank-you the same day as the viewing, a documents or loan update two to three days later, a light check-in at two weeks, and around a month a plain "shall I keep this open, or close it for now?"
Enquiries for houses and apartments in particular suburbs climb before school terms change, around December to January and again near April, and buyers often want to complete before Avurudu or the year end. Monsoon months slow the site visits, not the enquiries.
A normal day in your inbox
- Where is the location exactly — is it Colombo 5?
- How much per perch?
- Can a bank loan be taken on this property?
- Can we go for a site visit this evening?
- Are the documents fine? Is the title clear?
- I need a 2 bedroom, my budget is around this much.
- Saw this on ikman — is it still available?
Where the deals leak
- Enquiry
- Price shared
- Viewing promised
- Viewing happens
- Loan and documents
- Negotiation
- Sale
Between the viewing being promised and the viewing happening. "I'll let you know" goes out with no date attached, another client calls, and the promise quietly disappears.
Budget, area and loan-versus-cash were never asked before the photos went out, so some viewings were never a real match. The rest are lost because no date was ever written down.
A board that matches your job
Move a chat only when something real changed. The lead to work is the one sitting in Qualified with no viewing date after a week.
Stage 1
Enquiry
New message from a boosted post, an ikman cross-post or a referral. Nothing qualified yet.
Stage 2
Qualified
You know the budget range, which areas genuinely work, and whether a bank is involved.
Stage 3
Viewing booked
A date and time exist in writing, on a property that matches what they asked for.
Stage 4
Documents and loan
They have seen it. Talk has moved to the deed, survey plan, valuation or bank.
Stage 5
Past client
Sold or parked. The contact stays on the board, because the next deal often comes from their family.
Tags worth having
- Land
- House
- Apartment
- Bank loan
- Cash buyer
- Outstation
- Seller
- Past client
Set it up once
Everything below happens inside WhatsApp Web, on the number you already use. No API, no new inbox.
Add InboxCRM to Chrome- 1
Ask three things before you send a photo
Save the budget, area and loan-or-cash questions as quick replies. One tap each is what makes you actually ask them on a busy evening instead of firing back a bare price.
- 2
Write the answers onto the contact
Custom fields hold budget range, the areas that work, property type and whether a bank is involved. When a new listing lands you can see which past enquiries it genuinely suits.
- 3
Turn "we'll do a site visit" into a dated appointment
Offer two slots, put the agreed one in the appointment centre, and schedule the confirmation message for the evening before so the buyer hears from you without you remembering.
- 4
Let follow-up rules carry the slow weeks
A rule on Documents and loan can nudge after three days, one on Negotiating after two weeks. This journey runs for months, and a stage timer beats holding twenty threads in your head.
The messages that stall a sale
“Can I get a bank loan on this one?”
Usually means
They doubt it will pass a valuation, or don't know how much of their own money is needed upfront.What works
Be specific about the documents and condition, and say plainly that approval is the bank's decision, not yours. Never promise a loan you have no authority to approve.“Are the documents fine? Survey plan, clear title?”
Usually means
They have heard land-dispute stories and are testing whether you will be straight with them.What works
Say what you have, and say what still needs a lawyer or surveyor to verify. An over-confident "everything is clear" reads as evasive the moment it is checked.“I want a site visit — what day is good?”
Usually means
A scheduling question wearing the clothes of hesitation. They are ready to act.What works
Offer two dated options and lock one in the same message. A loose "I'll let you know" is how this trade loses buyers who were already willing.“This location doesn't suit me.”
Usually means
The bill for skipping qualification — they never wanted this area or this price range.What works
Say so plainly, then ask the questions that should have come first. Sending a second mismatched property out of momentum is what makes a buyer stop replying.
Quick replies to save first
Copy these, swap the details in [brackets], and save them as quick replies so you stop retyping them.
Opener on a new listing enquiry
Thanks for your interest in [property]. So I show you the right thing — are you looking for land, a house or an apartment?
Budget and area before the price
Before I send details, roughly what budget range are you working with, and does [area A] or [area B] suit you? Then I can send only what actually fits.
Loan question, answered honestly
From the documents I have, this should be able to go for a bank valuation. The final decision is the bank's, not mine. I'll send you the [deed / survey plan] status so you can have it checked.
Locking a site visit
Let's fix the site visit. Does [date 1] at [time] or [date 2] at [time] work? I'll message you the evening before to confirm.
Free tools that help here: WhatsApp Link Generator, WhatsApp QR Code Generator.
The parts of InboxCRM you'll use most
Contact notes, tags and custom fields
Budget range, areas and loan-or-cash sit on the contact, so a listing only goes to a buyer it fits.
Pipeline board
Shows which leads are sitting in a stage with no next step attached to them.
Follow-up rules
Fires on how long a chat has sat in a stage, which is what a months-long journey needs.
Quick replies
Qualifying questions, photo sets and viewing confirmations go out in a tap while you're standing on a site.
Privacy blur
Hide names and numbers when showing a seller the enquiries on their property.
Questions from real estate agents
Can InboxCRM tell me whether a title is clear or a loan will be approved?
No. It cannot verify a deed, check a survey plan, arrange a loan, negotiate a price or replace an in-person viewing. It organises what you already know and already promised: which buyer wants what, which viewing is booked, and which conversation has gone quiet for longer than it should have.
I broker land part-time and only reply in the evening. Is this any use?
That is the case it suits best. You will not answer within minutes during your day job, so the advantage has to come from the reply itself. Saved qualifying questions, budget and area stored on the contact, and a locked viewing date make a slower reply the most useful one that buyer got.
Should I send a new listing to my whole list at once?
For a purchase this size it usually reads as impersonal. Campaigns are built for lists of people who opted in, with conservative sending caps and quiet hours. Here you will do better filtering the board by budget and area tags and writing five genuinely matched buyers a personal message each.
Do I need the WhatsApp Business API?
No. It is a Chrome extension running on top of WhatsApp Web in desktop Chrome, on your existing number. Scheduled messages and follow-ups do need Chrome open with a WhatsApp Web tab at the time they are due, so schedule an evening viewing confirmation for a time your laptop is actually on.