How to Build a Real Estate CRM in Notion (Step-by-Step Guide)

Why Smart Agents Use Notion as Their CRM

Traditional real estate CRMs often come with:

- High monthly fees ($30-$100+)

- Rigid structures that don’t fit your workflow

- Steep learning curves

Notion solves these problems by offering:
✔ 100% customizable databases
✔ Free plan available (paid plans start at $8/month)
✔ Mobile access with offline capability

Building Your Real Estate CRM: Step-by-Step

1. Setting Up Your Lead Database

A. Create Your Main Table:

Open Notion → Click “+ New Page” → Select “Table”

Name your columns:

- Lead Name

- Contact Info (Email/Phone)

- Source (Zillow, Referral, etc.)

- Status (New, Contacted, Nurturing, Closed)

B. Add Property Tracking:

- Create a new linked database for properties

- Connect properties to leads using the “Relation” property

2. Automating Lead Follow-Ups

A. Setting Reminders:

- Use Notion’s “@remind” command:

@remind next Monday to follow up with [Lead Name] 

- Create a Calendar View for appointments

B. Saving Email Templates:

- Make a Template Button with common responses:

“Hi [First Name],  
Thanks for your interest in [Property Type].  
Are you available for a call this week?” 

3. Creating Your Deal Pipeline

A. Building a Kanban Board:

- Click “New View” → Select “Board”

- Set up columns:

   New Leads

   Appointment Scheduled

   Offer Submitted

   Closed

B. Adding Smart Formulas:

- Track days in pipeline:

dateBetween(now(), prop("Contact Date"), "days")  

Pro Tips for Power Users

1. Mobile Optimization

- Pin your CRM as a PWA (Progressive Web App)

- Use toggle lists for cleaner mobile views

2. Team Collaboration

- Share specific views (e.g., only “New Leads” with assistants)

- Set up @mentions for smooth handoffs

3. Data Protection

- Export weekly .csv backups to Google Drive

Frequently Asked Questions

Q: Is Notion secure for client data?
A: Yes – enable page-level permissions and two-factor authentication.

Q: Can I import leads from Zillow?
A: Use Zapier to automatically add new leads (link to tutorial).

Q: What about e-signatures?
A: Integrate with Hellosign or DocuSign (add links).

Final Thoughts

While building your own CRM takes time, the flexibility is worth it. For agents who want a pre-optimized solution, professionally-designed templates with built-in automations can save 10+ hours of setup. 

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