6 Free CRM Software for Estate Agents in 2022

Posted under Estate Agents Business Software

In this article, we’re going to look at some of the best free CRMs on the market for Estate Agents. Are you a start-up, an independent, or a franchise Estate Agent? Whichever of these is you, by the end of the article, you’ll have learned, not only the immense value of using a CRM, but you’ll also have an idea as to which is, for you, the best CRM system.

Table of contents

List of the Best Free CRM Software for Estate Agents

Let’s now look in detail at some of the most popular CRM systems for Estate Agents. Each of these offers a version of their tool that’s 100% free.

1. Freshsales

Key features

Freshsales free version comprises of:

  • telephonic features
  • email marketing tools
  • appointment management features
  • online webform generation
  • Drag-and-drop capabilities for both email designs and workflow management
  • unlimited number of users
  • a mobile application
Pricing – approximate at the time of writing
  • Free: Unlimited users (limited features)
  • Growth: £13 per user, per month
  • Pro: £35 per user, per month
  • Enterprise: £60 per user, per month
  • Dashboard is easy to navigate
  • Free version enables users to capture leads from website forms and automatically transfer them to a database
  • Free option is available for an unlimited number of users
  • Free version doesn’t include robust dashboard customisation
  • Doesn’t integrate with estate agent listing platforms like Trulia, Zillow, or Realtor.com
  • Users find difficulties in exporting data to another platform

2. Insightly

Key features

Insightly free version comprises of:

  • Project management features within the CRM for task tracking, calendar synchronisation, and custom project processes
  • Won leads can be converted to projects on the free plan
  • Integration with Mailchimp for free email marketing tools
  • Free reporting tools for tracking sales milestones
Pricing – approximate at the time of writing
  • Free: Up to two users, 2,500 records, and 10 mass emails per day
  • Plus: £26 per user, per month
  • Professional: £43 per user, per month
  • Enterprise: £95 per user, per month
  • Highly customisable workflows
  • Extensive third-party software integration
  • Real-time data synchronisation with mobile app
  • In-app dialer costs extra
  • Free plan is limited to two users
  • Limits on number of emails that can be sent
  • Workflow automation is only available in the more expensive plans

3. Agile

Key features

Agile free version comprises of:

  • Appointment scheduling tool is offered for free
  • Free synchronisation with Google Workspace applications
  • Built-in social suite feature is free to use for Twitter monitoring, tweet scheduling, and lead capture
  • Free web engagement functions offer live chat assistance to potential customers as well as ad pop-ups
Pricing – approximate at the time of writing
  • Free: Unlimited deals, tasks, and documents for up to 10 users
  • Starter: £11.00 per user, per month
  • Regular: £37 per user, per month
  • Enterprise: £59 per user, per month
  • Integrated sales, marketing and customer service tools
  • Unlimited sales, tasks and document storage
  • Lower plans have limited third-party software integrations
  • Limits the number of contacts you can store
  • Limits the number of campaign workflows

4. Bitrix

Key features

Bitrix free version comprises of:

  • Built-in video conferencing and screen sharing software
  • Mobile card scanner
  • Free calendar integrations with Google and Outlook
  • Strong project management capabilities for task monitoring, delegation, and a centralised place for supervisors to track activity
  • Quote proposal generation and invoice management
Pricing – approximate at the time of writing
  • Free: Unlimited users (limited features)
  • Start+: £18 per month (up to two users)
  • CRM+: £51 per month (up to six users)
  • Project+: £51 per month (up to 24 users)
  • Standard: £73 per month (up to 50 users)
  • Professional: £145 per month (unlimited users)
  • Free trial: 30 days


  • Free for an unlimited number of users
  • Nearly all project management capabilities are included in the free version
  • Mobile apps included for free


  • No telephonic tools are available in the free plan
  • Customer service only available during standard business hours
  • No task customisation included in the free plan

5. Hubspot

Key features

Hubspot free version comprises of:

  • Event marketing tools - built-in timelines, flowcharts, and user guides for planning conferences, meetings or webinars
  • Landing page builder
  • Free blog idea generator
  • Email marketing features - up to 2,000 emails per month
  • Mobile apps
Pricing – approximate at the time of writing
  • Free: Limited features
  • HubSpot for Start-ups: From £30
  • Marketing Hub: £33 per month
  • Sales Hub: From £33 per month
  • Service Hub: From £33 per month
  • CMS Hub: From £17 per month
  • Operations Hub: Free for syncing HubSpot with third-party apps. Paid plans start at £33 per month
  • CRM Suite: From £33 per month
  • Free trial for CMS and Operations Hub: 14 days
  • Free supplemental marketing tools for blog idea generation and template creation
  • 24/7 customer support
  • Telephonic features are built-in and included in the free plan
  • No free tools specific for estate agency processes
  • Social media management tools are not available on the free plan
  • Free online web forms design can’t be customised

6. IxactOur Star Recommendation for the best free CRM system for Estate Agents

Key features

Ixact free version comprises of:

  • Built-in contact intelligence feature to monitor former and current buyer information through contact profiles and social media accounts; some of the more personal information includes birthdays, move-in history, referrals, and communication history.
  • Personalised roadmap tool to create sales goals and layout the objectives needed to get there
  • Ability to create Internet Data Display (IDX) websites in the platform that automatically show up-to-date listings
  • Concierge setup services where support teams of IXACT Contact help Estate Agents with uploading contact lists, developing newsletters, and creating their IDX website
  • Social stream add-on, allowing users to automate finding and posting content to social media pages
Pricing – approximate at the time of writing
  • IXACT Contact Plan: £24 per user, per month billed annually or £29 per user, per month billed monthly
  • Free trial: Five weeks and up to six months for new estate agents
  • Platform is built specifically for Estate Agency marketing and management
  • Well-designed tools for newer agents, such as the personalised roadmap feature
  • Executive summary tools that provide an overview on progress and goals for individual agents.
  • Free plan comes in the form of an extended free trial period (up to six months)
  • Lacks an intuitive interface
  • Functionality on the mobile app is limited to contact communication and task management

So that's our list. We hope our insights help you choose the right one for your agency. We at Agent Extra have changed the CRMs we have used on multiple occasions, so it may prove beneficial to test a few of them to see which best suits you.

Some people still rely on spreadsheets and are hesitant to make the switch to an established CRM Software. If you are one of those people, check our FAQs that may possibly resolve any concerns you may have.

What is a CRM system?

CRM stands for Customer Relationship Management. So a CRM system is software designed to manage and enhance your Estate Agency’s relationships and interactions with your clients – both current and potential. An effective CRM system will help you to:

  • Stay connected to customers
  • Keep you organised, helping save you time
  • Improve profitability

Do Estate Agents need a CRM?

With your CRM system, you’ll be able to enhance your contact management, sales management, productivity, and more. A CRM solution will enable you to focus on all your organisation’s relationships – not only your customers, but service users, colleagues, and suppliers too. Used efficiently, your CRM for Estate Agents will massively support you in finding new customers, winning their business, and providing support and additional services throughout your relationship with them. At Agent Extra, we have a range of clients and prospects, all requesting different lead generation services and information, from social media to telemarketing. Our CRM is vital to helping us keep track of those relationships and what services are requested.

Paid-for or Free CRM Systems for Estate Agents?

Of course, there are numerous CRM systems that are ‘paid-for’, many of them offering a free trial period. Clearly, there’s no harm in trying them out. But, as you’ll see, there are plenty of free CRM systems which will do an excellent job for any Estate Agent.

How do CRM Systems help Estate Agents?

Let’s look in a little more detail at the key features of CRM systems and how they benefit every Estate Agent, regardless of size.

1. Lead management

An efficient CRM system will capture leads. Then, it will either automatically allocate them to sales staff or allow sales managers to distribute leads themselves. The system will allow for manual data entry of leads or automated import from another digital source such as your website or social media pages.

2. Pipeline management

Your CRM system will allow your staff to track the progress of leads and see how they’re progressing – whether or not they’ve closed or whether more following up needs to be done.

3. Correspondence tracking

As an Estate Agent, tracking your correspondence is critical. A CRM system will keep a record of all your clients’ communications. You’ll be able to monitor their progress in real-time. You’ll find it easy to keep track of what’s happening and respond quickly to new enquiries. There’ll be no more scrabbling frantically through spreadsheets and emails.

4. Document repository

A good CRM system will allow you to generate and attach critical documents to your customers’ records, as well as support electronic editing and signing as the deal progresses.

5. Managing on-going relationships

Do you deal with lettings? Then, you’ll be aware of the importance of maintaining long-term relationships with landlords and tenants alike. Of course, the relationship doesn't end when the letting is signed off. Your CRM software for Estate Agents should allow for the management of maintenance requests, lease renewals and rent payments.

6. Standardise and automate workflows

One of the great things about CRM property management software is that it aligns your sales processes, keeps management informed of the progress and can automate some of the tasks.

7. Marketing

Estate and Letting agency CRM systems can also be used for marketing. You can use it to send emails, letters or text messages to past and present vendors, buyers and landlords.

8. Integrating finance processes

You should also be able to use your CRM system to integrate various finance functions - to automate accounts payable and receivable tasks, including paying landlords and maintenance contractors and processing rent payments.

9. Cloud-based technology

Of course, your negotiators are always on the move. With a cloud-based CRM system, they will be able to update records from their mobile devices.

What are the key benefits of an Estate Agent of a CRM system?

We’ve looked at the numerous features of a CRM system, but what are the benefits that such a system brings? As with any successful business process, the features funnel down to a single over-arching benefit – a significant improvement in all-round business efficiency and customer relationship management that will save your Estate Agency time and resource, whilst ultimately enhancing your profitability. In essence, a CRM system provides a collaborative workspace that allows your people to improve their productivity. By making the administration of every aspect of customer relationship so much easier, your people will be able to focus on what they do best – looking after your clients and supporting them through the often stressful house-moving process.

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