The lead sits unassigned
The website form or the Facebook lead lands in a shared inbox. Who picks it up? When? Meanwhile the client is calling another agency.
Custom CRM · Real estate agencies
A CRM for real estate agencies that doesn't steal your agents' time
The agent sells: talks to clients, shows properties, negotiates, closes. The CRM keeps things organised — the lead lands in Telegram, the client card is updated with a few taps, and the manager sees everything in Web Admin. Built around your agency's process, not the other way round.
Custom CRM by Bsmart, Chișinău · Telegram + Web Admin interface · Meta, telephony and website integrations
Real Estate Agency CRMbot · online
New lead · Website
2-room apartment, Botanica, budget €60–70k.
Prefers calls after 18:00.
Source: "I want to buy" form17:42
Take the leadCall nowOpen card
Take the lead17:43
The lead is yours. Task "First contact" created, due today at 19:00.17:43
Write a message…
The problem: agents lose time entering data instead of selling
Almost every agency has tried a CRM. Most gave up on it for the same reason: the agent is out in the field, at viewings, on the phone — and the CRM expects them to open a laptop, click through menus and fill in ten fields. The result: data gets entered in the evening, from memory, or not at all. The manager is looking at a pipeline that doesn't reflect reality.
The client card is empty
Budget, area, number of rooms, what they've already seen, what they liked — the agent knows all of it but writes it down nowhere.
Viewings leave no trace
Who, when, which property, what feedback. Without a record, a second viewing of the same property is a waste of everyone's time.
The manager finds out late
How many leads came in this week, how many were called within the first hour, how many are stuck in negotiation — the answer comes at the Monday meeting, from memory.
The solution: the CRM comes to the agent, in the app they already have open
We build CRMs for real estate agencies where Telegram is the agent's fast working interface and Web Admin is the manager's environment. It isn't a "Telegram chatbot": it's a complete CRM — leads, client cards, pipeline, tasks, documents, reports — where the agent's daily actions are done from messages with buttons, and analysis and configuration are done in the browser.
For the agent: Telegram
Receive the lead, take it, call, update the card, change the stage, see your tasks — from your phone, in seconds.
For the manager: Web Admin
Full pipeline, unanswered leads, workload per agent, sources, conversion, scheduled reports, rule configuration.
For the agency: one system
Website, Meta, telephony and Telegram all feed the same database. The client history stays with the agency.
How it works, step by step
An example flow, the way we usually set it up. Every step can change to match the agency's process.
- SourceA lead comes inFrom the website, a Meta campaign, a call on the phone system or a Telegram message.
- CRMCreated and distributedThe CRM creates the lead with its source preserved and assigns it automatically: round-robin, by area, by transaction type or to whichever agent is available.
- AgentReceives it in TelegramThe agent sees the lead as a message with buttons: take, call, open card. If they don't react in time, they get a reminder — then the manager does.
- AgentQualifies and updatesBudget, area, rooms, timeline, financing — filled in with buttons and short replies, right from the chat.
- AgentMoves the stage, gets tasksContact → Viewing → Negotiation → Contract. On every change, the CRM creates the next task with a due date and, where relevant, attaches the documents.
- ManagerSees everything in Web AdminReal-time pipeline, unanswered leads, reports per agent and per source; AI can summarise conversations or flag stalled leads.
What it looks like in practice
The screens below are schematic illustrations of the flow, with fictional data. We show screenshots from real implementations, with anonymised data, during the demo.
Lead received
The lead reaches the agent as a message with buttons. One tap means "I'll take it"; the CRM records the time and creates the first-contact task.
- Source and campaign preserved
- Escalation to the manager if not taken in time
- Call straight from the card, if telephony is connected
Real Estate Agency CRMbot · online
New lead · Meta ("Botanica" campaign)
Looking for: 2–3-room apartment, Botanica/Centre
Budget: up to €75,000
Phone: +373 •• ••• •••10:12
Take the leadCall nowNot for meOpen card
Qualifying the client
After the first call, the agent fills in the card with buttons and short replies: budget, area, rooms, timeline, financing. No long forms.
- The fields are your agency's fields
- Answers from buttons, not free text
- Voice notes can be transcribed, optionally
Real Estate Agency CRMbot · online
You spoke to the client. Update the card?10:31
Budget: €60–70kBudget: €70–80kArea: BotanicaArea: CentreMortgage
2 rooms, Botanica, mortgage, moving in 3 months10:32
Saved. Next step: propose 3 properties by tomorrow, 12:00.10:32
Updating the stage
The stage changes with one button. Each stage can automatically trigger something: a task, a message to the client, a notification to the manager.
- The stages are your agency's (see customisation)
- Loss reason required on "Lost"
- Change history stays on the card
Real Estate Agency CRMbot · online
Card: A. P. · 2-room, Botanica
Current stage: Viewing scheduled
Viewing: tomorrow 14:00, Independenței St.09:05
→ Viewing done→ Negotiation→ ContractLost
→ Viewing done15:20
Noted. Client feedback? (the manager sees it too)15:20
Liked itToo expensiveDifferent areaFollow up later
Tasks and follow-up
Tasks appear where the agent is: in the morning they get the day's list, and overdue ones come back as reminders. The manager sees overdue tasks per agent.
- Tasks created automatically on stage change
- Reminder before the due time
- Escalation to the manager for overdue tasks
Real Estate Agency CRMbot · online
Your tasks for today
☐ 10:00 Call A. P. — feedback after the viewing
☐ 12:00 Send 3 proposals to M. R.
☐ 14:00 Viewing, Independenței St.
☐ Overdue: offer to D. C. (yesterday)08:30
Mark donePostpone 1 dayOpen card
Dashboard for management
In Web Admin, the manager sees what is happening now, not what the team remembers at the meeting: new and unanswered leads, pipeline by stage, workload per agent, sources and conversion, overdue tasks.
- Filters by agent, source, period, transaction type
- Reports sent automatically weekly/monthly
- Rule configuration without a developer, for the common cases
38New leads · 7 days
4Unanswered > 1h
11Viewings scheduled
3Contracts in progress
New lead
Contact
Viewing
Negotiation
AgentLeadsViewingsResponse time
Agent 112514 min
Agent 29322 min
Agent 317341 min
What a Bsmart real estate CRM includes
The modules below are configured per agency. Not all of them are needed from day one — we start with what gets used daily.
Leads and distribution
From the website, Meta, telephony, Telegram; automatic distribution by rules; escalation when leads aren't taken.
Client card
Your agency's fields: budget, area, type, rooms, timeline, financing, properties viewed, feedback, documents.
Custom pipeline
Your own stages for sales, rentals, purchases; automatic actions on every change; loss reasons.
Tasks and reminders
Created automatically or manually, with due dates; the day's list in Telegram; escalation to the manager.
Documents and files
Contract, preliminary agreement, title documents, attached to the client or the deal; generated from templates where it makes sense.
Notifications
New lead, overdue task, stage changed, feedback after a viewing — to the agent or the manager, in Telegram.
Roles and access
Agent, team lead, manager, administrator: each sees what they need to. An agent doesn't see another agent's leads unless the agency decides otherwise.
Automatic reports
Leads by source, response time, conversion by stage, viewings per agent, deals per month — by email or in Telegram, at a fixed interval.
AI, where it helps
Summarising the client conversation, extracting criteria from a long message, flagging stalled leads. An assistant, not a decision-maker.
The integration ecosystem around the CRM
The CRM is the hub; the agency's sources and tools connect to it. We implement only what makes sense for your agency.
- TelegramThe agent's interface and notification channel.
- WebsiteForms, property pages, viewing requests.
- Meta (Facebook, Instagram)Lead Ads and messages, with the campaign preserved.
- Telephony / PBXCalls on the card; new number = new lead.
- AISummaries, classification, suggested replies.
Bsmart real estate CRMleads · clients · pipeline · tasks · documents · reports
- DatabasesThe property or client list you already have.
- ReportsWeb Admin, email, Telegram; Excel export.
- DocumentsStorage attached to the client and the deal.
- External APIsProperty portals or other systems, where an API exists.
We don't promise integrations with portals or services that don't offer an API. We check them together in the first conversation.
Every agency works differently. The CRM has to respect that.
Two agencies can have completely different processes and both can be right. We don't force a "universal" pipeline; we design the stages, buttons, fields and rules around how your team works.
Agency A — short flow, fast deals
Few stages, focus on response speed.
- Lead
- Contact
- Viewing
- Negotiation
- Contract
- Sold
Agency B — careful qualification, more viewings
More granular stages, focus on matching the property.
- New lead
- Qualification
- Property selection
- Viewing scheduled
- Viewing done
- Follow-up
- Deal
What AI can do in a real estate CRM without complicating the agent's work
The AI doesn't make decisions for the agent and doesn't talk to clients without someone knowing. We use it as an assistant for repetitive tasks, with the result checked by a person.
Conversation summary
The agent sends a voice note after the call; the CRM transcribes it and suggests an update to the card. The agent confirms.
Criteria extraction
From a long message ("we're looking for something in Ciocana or Râșcani, up to 55k, with a balcony") the AI fills in the fields; the agent checks.
Stalled leads
A summary for the manager: leads with no movement for more than 7 days, with the last interaction and a suggested next step.
Suggested reply
For frequent questions ("is it still available?", "documents needed for a mortgage"), a suggested reply the agent sends or edits.
Generic CRM or a CRM built for your agency
Both models make sense. The difference is where the adaptation effort goes: into the team or into the system.
Generic CRM (standard platform)
- Predefined architecture, a large set of general features.
- The agency partly adapts its process to the platform.
- Standardised flows, suited to a classic sales process.
- The main interface is the platform's app; the agent learns a new tool.
A Bsmart CRM for your agency
- The flow is designed around the agency's process: stages, fields, roles.
- Only the integrations you need: Meta, telephony, website, databases, AI.
- The operational interface in Telegram, if that's what the team uses.
- Reports on the metrics your manager actually tracks.
If the agency already has Bitrix24 and uses it, we can configure it and integrate it with Telegram — we don't insist on replacing what works.
Implementation in roughly 14 days
A standard customised real-estate CRM can be implemented in roughly 14 days, depending on integrations and process complexity. This is what the two weeks usually look like:
Days 1–2 · Current process
How leads come in, who takes them, which stages really exist, where leads get lost. Output: a draft of the pipeline and the client card.
Days 3–6 · Configuration
Stages, fields, roles, Telegram buttons, distribution rules and notifications.
Days 7–10 · Integrations and automations
Website, Meta, telephony, data import; automatic tasks and reports.
Days 11–14 · Team test and launch
Training by role (agent, manager), a run with real leads, adjustments, launch.
Projects with multiple integrations, migration from another CRM or specific logic take longer — and we tell you that in the first conversation, not at the end.
Frequently asked questions about the CRM for real estate agencies
Short answers to what agencies ask us most often.
What is a Telegram CRM for real estate agents?
A complete CRM (leads, clients, pipeline, tasks, reports) in which the agent works from Telegram — receives the lead, updates the card, changes the stage, sees their tasks — while the data and management live in Web Admin. It isn't a simple chatbot: Telegram is the interface, the CRM is behind it.
Do agents have to install a new app?
No. They use Telegram, which they already have. The manager uses Web Admin in the browser.
Can it integrate with Meta (Facebook, Instagram)?
Yes. Leads from Lead Ads and messages can go straight into the CRM with the campaign preserved and be distributed automatically to an agent.
Can it integrate with telephony?
Yes. We connect the phone system (PBX) or IP telephony so that calls appear on the client card and a new number automatically creates a lead.
Can it connect to the website?
Yes. Contact forms, viewing requests and property pages can create leads in the CRM, with the source preserved.
We already have a list of clients and properties. Can it be imported?
Yes, from Excel, from an old CRM or via API, with verification after import.
Can the pipeline be customised?
Yes — the stages, names, fields, buttons, notifications and automatic actions are configured to the agency's process. Two agencies can have completely different pipelines.
What does the manager see?
The real-time pipeline, unanswered leads, workload and performance per agent, sources and conversion, overdue tasks and scheduled reports.
What can the AI do?
Conversation summaries, criteria extraction from messages, flagging stalled leads, suggested replies. Always with human review.
How long does implementation take?
A standard customised CRM can be implemented in roughly 14 days, depending on integrations and process complexity.
How much does it cost?
It depends on the number of agents, the integrations (Meta, telephony, website, databases), automations, AI and any migration. We don't publish a fixed price; after a conversation you get a personalised quote, with what it includes and what it doesn't.
Can we migrate from another CRM?
Yes. We migrate contacts, deals and documents, with validation after import.
Read on
Request a demo
We'll show you, on an example close to your agency, how a lead comes in, how the agent takes it in Telegram and what the manager sees in Web Admin. No commitment — and you get a personalised quote after the conversation.
- A 45–60 minute conversation about your agency's process
- A demo of the agent's flow and Web Admin
- A personalised quote, with what it includes and what it doesn't
- In Romanian or Russian, online or at your office