CRM for Real Estate in India: From Enquiry to Site Visit

How to choose and set up CRM software for real estate in India: portal leads that arrive by themselves, quick follow-ups, call logs and honest pack limits.

In property, a lead has a shelf life measured in hours. A buyer who enquires tonight has often booked a site visit with somebody by tomorrow afternoon. This guide covers what a CRM for real estate should do for an Indian agent or agency, what a free plan can honestly give you, and how to set it up in an afternoon.

Why property leads leak faster than in any other business

An enquiry on 99acres or MagicBricks rarely comes to you alone. The buyer is looking at several listings, and the agent who calls first usually gets the visit.

That is why property desks lose leads in ways a shop never sees:

• The same buyer enquires on three portals and five listings, so you are never the only call
• Enquiries land at eleven at night, long after anybody is watching the portal inbox
• A buyer who says "after Diwali" is genuinely worth a call in six weeks, and nobody remembers
• Leads live in one agent's phone, so when that agent leaves, the pipeline leaves with them

A CRM does not sell flats. It does two boring things well: every enquiry reaches a named person within minutes, and the follow-up promised on Tuesday happens on Tuesday. In real estate, that is most of the job.

What CRM software for real estate should do

1. Pull portal and ad leads in by themselves

Copy-pasting from a portal inbox is where most leads die. In MilixNow every lead source gets its own web address. For 99acres, MagicBricks and Housing.com, you give that address to your portal account manager, or paste it into the Push API setting if your panel has one, and new enquiries are pushed straight in. If a portal only emails leads, an email parser such as Pabbly Connect forwards them.

Name, mobile, email, city and message are read automatically, and each lead is tagged with the portal it came from. Facebook and Instagram lead ads arrive the same way through a connector such as Pabbly Connect, Zapier or Make, and your website enquiry form can post there directly.

When the same buyer enquires again, MilixNow matches the mobile number and adds the new enquiry to the existing lead's history. One buyer stays one lead, however many portals they use.

2. Give every enquiry an owner within minutes

An enquiry in a CRM has an owner and a date. An enquiry in an inbox has neither. Each source can land in one person's name, so Housing.com leads go to the agent who covers that area. Or an automation rule hands each new lead to the next agent in turn and raises a "call now" task. Rules can also flag a missed follow-up, or a lead nobody has touched for the number of days you choose.

3. Fields and stages built for property

Most CRMs ask for "deal value" and "probability". Property runs on different questions, and lead management in MilixNow lets you add your own fields:

• Budget band, and whether a home loan is involved
• Preferred locality, plus two or three fallbacks
• Configuration: 1BHK, 2BHK, 3BHK, plot, shop or office
• Possession: ready to move, or two years out
• Purpose: own use or investment

You set your own stages too, so the board reads Enquiry, Contacted, Site Visit Booked, Site Visit Done, Negotiation, Token, Registration. Business Rules can ask for answers before a lead moves on, so nobody marks a visit as done without noting what the buyer thought of the flat.

4. Follow-ups that survive a six-month buying cycle

Nobody buys a flat in one call. Visits, family discussions and loan approvals take weeks, and the agent who stays politely present usually closes. That is a memory problem, which is what a CRM is for. Each follow-up sits on the lead with a date and a reminder, site visits and tasks go on the calendar, and when a buyer asks for the cost sheet you can raise a quotation on the same record.

5. Calls that are logged without anyone typing

Most property deals still move on the phone. The MilixNow Calls app for Android, installed from inside the CRM, reads the phone's call log and puts every call with a lead on that lead's timeline. If the phone's own dialer records calls, the recording is uploaded too. Calls use the agent's own SIM, so there is no per-minute charge from us. A Missed callbacks list shows numbers that rang and were never called back, and you can turn unknown callers, such as buyers ringing the number on a signboard, into new leads. More on call recording.

The limits, plainly:

• It is Android only. Call tracking on iPhone is not possible.
• Phones that use Google's Phone app (Pixel, Motorola, some OnePlus models) keep recordings to themselves, so those calls arrive without sound.
• vivo, Xiaomi and OPPO phones stop background apps, so the app walks you through Autostart and battery settings once.
• Recordings count towards your storage, and audio fills the 500 MB of a free pack quickly.

What "free" should mean before you trust it

"Free CRM" often means free for a while, or for a very small team. Check three numbers first.

1. How many users are free? As of 16 October 2026, Zoho CRM's own pricing page lists its free edition for up to three users. That suits a solo broker and becomes a problem the day you add a fourth agent.
2. How many leads can you keep? A desk taking 300 enquiries a month fills 1,000 leads in a little over three months.
3. What happens at the limit? You should always be able to read and export your own data.

On MilixNow the free pack holds 1,000 leads and 500 MB for files, with unlimited users, with no card and no time limit. The 500 is megabytes of storage, not leads. Yearly packs add room, never seats: Silver ₹999 (5,000 leads, 2 GB), Gold ₹2,499 (25,000 leads, 10 GB) and Platinum ₹5,999 (1,00,000 leads, 50 GB). You are warned at 80% and 90%. Once the pack is full, new leads keep coming for 15 days and then pause until you move up. Your data, exports and sign-in are never blocked.

Unlimited users matter in real estate because agencies grow by adding people. With per-user pricing, every new agent raises the bill before closing anything, as we explain in free CRM with unlimited users.

What MilixNow does not do yet

Better to know the gaps now:

• There is no WhatsApp Business API connection and no live chat for your website.
• There is no MilixNow mobile app yet. The CRM works in the phone's browser, and the app is coming soon.

Setting it up in one afternoon

1. Create your account and add every agent. Users are unlimited, so leave nobody out.
2. Set your stages, from Enquiry to Registration.
3. Add your fields: budget, locality, configuration, possession and loan.
4. Give each portal its web address and connect your website form.
5. Import your Excel list. Numbers already on file are skipped, not doubled.
6. Install MilixNow Calls on each agent's Android phone and connect it by scanning the code.
7. Agree one rule and hold it: nobody closes a lead without setting the next follow-up date.

Step seven decides whether any of this works. Software does not create discipline. It only makes the lack of it visible.

How to choose the best CRM for real estate in India

Whichever tool you try, ask these questions:

• Do portal leads arrive without anyone copying them?
• Does the price rise with each agent, or only with leads?
• Can you change stages and fields yourself, without a developer?
• Does call logging work on the phones your agents actually carry?
• Is support available in Hindi as well as English?
• Is the vendor honest about what is not built yet?

CRM for real estate: FAQs

What is a CRM for real estate?

It is software that keeps every property enquiry in one place with an owner, a stage and a next follow-up date. It pulls in leads from portals, ads and your website, and reminds agents when to call.

Which is the best CRM for real estate in India?

It depends on team size. A solo broker can manage on most free plans. With three or more agents, check two things before price: whether users are free, and whether leads from 99acres, MagicBricks and Housing.com come in on their own.

Can a CRM capture leads from 99acres, MagicBricks and Housing.com?

Yes. MilixNow gives each source a web address that the portal pushes new enquiries to, and your portal account manager usually switches it on. If a portal only emails leads, an email parser such as Pabbly Connect forwards them.

Is there a free CRM for real estate agents?

Yes. MilixNow's free pack holds 1,000 leads and 500 MB for files, with unlimited users, no card and no time limit. Packs from ₹999 a year add room for more leads and files.

Do I have to pay for every agent?

No. Users are unlimited on every pack, including the free one with 1,000 leads and 500 MB. You pay for leads and storage, not seats.

Can a real estate CRM record calls?

MilixNow logs calls through the MilixNow Calls app for Android and attaches the dialer's own recording to the lead. It does not work on iPhone, and phones that use Google's Phone app keep their recordings to themselves.

Is there a MilixNow mobile app?

Not yet. The CRM works in any phone browser today, and a mobile app is coming soon. MilixNow Calls is a separate Android helper app for call logging.

The part that is not about software

Every agency that fixes its lead process does three things no tool can do for it: call fast, write down what the buyer said, and follow up on the day you promised. A CRM makes those habits visible and hard to skip. It does not replace them.

Start on the free pack (1,000 leads, 500 MB, unlimited users), connect your portals, and hold the follow-up rule for a month. If the pipeline looks better at the end of it, the software earned its place.