Digitalizing your real estate agency can feel overwhelming. So many tools, so many changes, so much to learn… Where do you even start?

This guide gives you a concrete 90-day plan to transform your operation without losing a single sale in the process.

Before Starting: The Initial Diagnosis

Before touching anything, you need to know where you stand.

Current Situation Checklist

Answer these questions:

Property Management

Where do you store your property information? (Excel, paper, software…)
How long does it take to list a new property?
How often do you have outdated information?

Client Management

Where do you record leads and their follow-up?
How many leads do you estimate you lose per month?
How long does it take on average to respond to a new lead?

Operations

How do you coordinate viewings?
How do you communicate with property owners?
How many hours do you dedicate to administrative tasks?

Data

Do you have performance metrics for your team?
Do you know which portals generate the best quality leads?
Can you predict your revenue for next month?

Calculate Your “Digital Maturity Score”

Area	Score
Everything on paper or basic Excel	1 point
Some disconnected digital tools	2 points
Partial digital system (CRM or management, not both)	3 points
Integrated but basic system	4 points
Complete system with automations	5 points

5-10 points: You need complete transformation
11-15 points: You need integration and automation
16-20 points: You need advanced optimization
21-25 points: You’re already a digital leader (are you sure you need this guide?)

Phase 1: Foundations (Days 1-30)

Objective: Centralize information and eliminate chaos.

Week 1-2: Definition and Design

Tasks:

Map all current processes
- What steps do you follow from capturing a property to selling it?
- What steps do you follow from receiving a lead to closing?
- Identify bottlenecks and duplications
Define system requirements
- List essential functionalities
- List desirable functionalities
- List necessary integrations (portals, email, calendar…)
Involve the team
- Meet with each agent and ask: “What repetitive tasks do you hate?”
- Collect their ideas and concerns
- Generate commitment to change

Week 3-4: Selection and Kickoff

Tasks:

Evaluate software options
- Generic software (Salesforce, HubSpot) → More economical, less adapted
- Standard real estate software → Balanced, may lack customization
- Custom software → Higher initial investment, maximum adaptation
Make the decision
- Based on budget, needs, and growth projection
- Don’t choose by price alone; choose by value
Start development/configuration
- If custom: Kick-off with the development team
- If standard: Start configuration and customization

Phase 1 Deliverables:

Current processes document
Prioritized requirements list
Provider selected
Project started

Phase 2: Building the System (Days 31-60)

Objective: Have the system running with core functionalities.

Week 5-6: Core Module Development

Priority modules (in this order):

1. Property database

Complete profile: features, photos, documents, status
Custom fields according to your operation
Change history

2. Client/lead database

Contact details and preferences
Lead source
Interaction history

3. Property-client linking

Manual and automatic matching
Properties viewed and feedback
Relationship status

Week 7-8: Basic Automations

Automations to implement:

Multi-channel publishing

Connection with Zillow, Realtor.com, MLS (minimum)
Automatic sync of changes
Auto-unpublish when sold/reserved

Automatic communications

Welcome email for new leads
Viewing confirmations
Pre-viewing reminders

Internal alerts

Lead not contacted in X days
Property without viewings in X weeks
Listing agreement about to expire

Phase 2 Deliverables:

Functional system with basic data
Automatic publishing operational
Automatic communications configured
Alerts working

Phase 3: Migration and Adoption (Days 61-75)

Objective: Move from the old system to the new one without losing information or productivity.

Week 9-10: Data Migration

Migration process:

Inventory of existing data
- Active properties (high priority)
- Clients/leads from the last year (high priority)
- Property history (medium priority)
- Old client history (low priority)
Data cleanup
- Remove duplicates
- Complete empty fields
- Standardize formats
Phased import
- Day 1: Active properties
- Day 2-3: Active leads and clients
- Day 4-5: Relevant history

Week 11: Team Training

Training plan:

Session	Duration	Content
Session 1	2h	Overview and navigation
Session 2	2h	Property management
Session 3	2h	Client management and follow-up
Session 4	2h	Automations and viewing coordination
Session 5	1h	Reports and analytics
Practice	1 week	Supervised use with support

Keys for good adoption:

Train in small groups (2-3 people)
Record sessions for later reference
Designate an internal “champion” who resolves minor questions
Celebrate small victories

Phase 3 Deliverables:

Data migrated and verified
Team trained
System in daily use
Support channel established

Phase 4: Optimization (Days 76-90)

Objective: Fine-tune the system based on real use and maximize adoption.

Week 12: Adjustments and Improvements

After 2 weeks of real use, gather feedback:

Questions for the team:

What’s working really well?
What’s confusing or slow?
What do you miss?
What would you do differently?

Typical adjustments:

Simplify forms with too many fields
Add shortcuts for frequent actions
Modify alerts (too frequent or not useful)
Improve reports according to real needs

Week 13: Additional Functionalities

With the core working, add:

Owner portal (if not included)

View of their property status
View statistics
Viewing feedback

Improved viewing coordination

Calendar with property availability
Online booking for clients
Route optimization for agents

Advanced dashboards

Performance by agent
Conversion by lead source
Sales pipeline

Phase 4 Deliverables:

System adjusted according to feedback
Additional functionalities operational
Adoption > 80% of team
Improvement metrics documented

Visual 90-Day Calendar

Common Mistakes to Avoid

Mistake 1: Trying to Do Everything at Once

Problem: Implementing 15 functionalities at once confuses the team. Solution: Start with the essentials. Add layers gradually.

Mistake 2: Not Involving the Team

Problem: Imposed system that nobody wants to use. Solution: Participation from day 1. Their ideas improve the outcome.

Mistake 3: Underestimating Training

Problem: “It’s intuitive, they’ll learn.” Solution: Invest in proper training. ROI depends on usage.

Mistake 4: Migrating Dirty Data

Problem: The new system inherits the chaos from the old one. Solution: Clean before migrating. It’s easier than cleaning afterward.

Mistake 5: Abandoning After Implementation

Problem: The system becomes obsolete without maintenance. Solution: Plan continuous improvements and support.

Mistake 6: Choosing Price Over Value

Problem: Cheap software that doesn’t solve the problem. Solution: Evaluate total cost (including time lost with bad tools).

Metrics to Measure Success

At 90 days you should see improvements in:

Metric	Minimum Target
Time to publish property	-60%
Leads with proper follow-up	+40%
Lead response time	-70%
Owners with weekly report	100%
Hours in admin tasks per agent	-50%

Estimated Investment

For a real estate agency with 3-5 agents:

Concept	Range
Custom software	$27,000 - $44,000
Training	$2,200 - $4,400
Data migration	$1,600 - $3,300
Total	$30,800 - $51,700

Annual maintenance: 10-15% of initial investment

Typical payback: 2-4 months

Final Implementation Checklist

Pre-implementation

Current processes documented
Requirements defined and prioritized
Team informed and committed
Budget approved

During implementation

Weekly follow-up meetings
Testing before each deployment
Configuration documentation
Active contingency plan

Post-implementation

Complete training conducted
Data migrated and verified
System in productive use
Support channel established
Continuous improvement plan

The Day After Day 90

Digitalization doesn’t end. Day 91 begins the maturity phase:

Months 4-6: Consolidation and continuous optimization
Months 7-12: Add advanced functionalities (AI, analytics)
Year 2+: Integration with new market technologies

Ready to Start Your Transformation?

If you found this guide useful but want professional help to execute it, we’re here.

We offer a free planning session where:

We evaluate your current situation
We identify your specific priorities
We design a personalized 90-day roadmap
We estimate investment and expected return

No commitment. If you prefer to do it on your own with this guide, great. If you want expert support, that works too.

Request Free Planning Session

Have questions about any step in the process? Write to us at info@solventussoftware.com and we’ll help.