This guide does not teach you how to build a workflow. There are already tutorials, consultants and technical teams for that. What you will find here is what every agency owner needs to understand at a strategic level before signing a budget, granting access or activating an integration. Because the most dangerous decisions in automation are not made by technicians. They are made by you, sometimes without even realising it.

Automation, dashboards and reports are not the same thing

One of the most common mistakes when an agency owner sits down with a technology consultant is using these three terms as if they were interchangeable. They are not. They involve different systems, different budgets and different objectives.

Automation does things

Executes a process when something happens. Nobody presses a button. When a client fills in a form, the system creates the contact in the CRM, assigns an agent, sends an email and schedules a task. On its own.

Dashboard shows information

A screen with real-time data. How many new leads there are, which agent has the most open deals. It does not act. It requires someone to look at it and make decisions.

Report analyses the past

Summarises what happened over a period: quarterly sales, conversion rate, average closing time. It is static and its value lies in interpretation.

Knowing the difference allows you to ask better questions, compare budgets with real criteria and avoid paying for something that was not what you had in mind.

API access is not a small key. It is the back door to your business

This is, probably, the most overlooked and most critical point in this entire guide. When a consultant or provider asks for access to your CRM’s API to connect a tool or build an automation, most agency owners grant it without thinking too much about it. Sometimes even “just for testing”.

You need to understand what that means in real terms.

An API is, in essence, a direct connection to your database. Whoever has access to it can read, modify or export your information: contacts, properties, communication history, client data, ongoing deals.

Translate that to your physical world. Imagine you have an office with all your client files, signed contracts, property records and communications with every buyer. Would you hand the keys to an external consultant you have just met, with no clear contract, just because they said they “need to take a look to set up the integration”? Probably not.

But in the digital environment, this happens all the time. And the reason is simple: you cannot see it. There is no physical key. Just a text field where you paste a token, and that is it.

Your CRM, your leads and your property portfolio are your agency’s most valuable asset. Treating access to that information with the same seriousness as the physical keys to a property is not paranoia. It is common sense.

Without data there is nothing: your team is the first link in any automation

There is a widespread illusion about automation: that once it is set up, it runs on its own and no longer depends on people. That is partly true. The process itself does not need anyone to execute it. But it does need something equally important: that the input data is correct, complete and in the right place.

And that data is generated by your team. Every day.

An automation most of the time consumes information before it does anything. If your team does not feed the CRM correctly, the most sophisticated workflow in the world will produce wrong results or, quite simply, will never trigger.

Before hiring any automation service, you need to do some internal work that many providers will not ask you to do because it does not directly affect their invoice:

• Audit how your team uses the CRM today. Do they log all interactions? Are contact statuses up to date? Are there fields that almost nobody fills in? If there are gaps, they need to be closed before automating.
• Define processes before digitising them. An automation is the translation of a process into code. If the process does not exist clearly in your agency, what you are going to automate is the chaos.
• Train your team on the impact of their work on workflows. They do not need to know how to code. They need to understand that if they do not fill in a field, something that should happen automatically is not going to happen.
• Set data quality standards. Which fields are mandatory, which values are valid, who reviews consistency. This is not bureaucracy, it is the foundation of everything that comes next.

Investing in internal order before automating is not a cost. It is the difference between building on rock or on sand.

What you, as an owner, need to know and control

You do not need to know how to code. You do not need to understand how Zapier works internally or be able to read a technical flow diagram. But you do need a sufficient understanding of what automations exist in your agency, what they do and who controls them. Because if that is not in your head, it is nowhere.

You are the owner. You are the one who pays for this. You cannot be the one who does not know what is running in your own business.

As an owner, your responsibility is not technical. It is governance: knowing what exists, who maintains it, what happens if it fails and how access is controlled.

You should be able to answer these questions at any time:

• What automations are active in my agency? Even just a basic list: what each one does, when it was activated and which systems it touches.
• Who has access to which tools and systems? Which external parties have active credentials, for what purpose and since when.
• What happens if something fails? Is there someone who can detect it? Are alerts set up? Who fixes it and within what timeframe?
• Is there documentation of how each flow works? If the consultant who built it disappears tomorrow, can someone on your team understand what that workflow does?

Your internal bridge between management and technology

If your team includes someone with a somewhat technical profile – even if they are not a developer – who understands digital tools, can read a flow diagram and knows how to navigate an admin panel, their presence changes everything. Not to replace the external provider, but to be the bridge between management and technology. To detect when something is not working, to ask the right questions, to prevent your agency from being 100% dependent on someone outside.

On maintenance: an automation is not a household appliance you buy and forget. APIs change, systems update, internal processes evolve. A flow that worked perfectly six months ago can stop working tomorrow without warning. Maintenance costs must be factored in from the start. Demand documentation, demand clear contracts and, where possible, demand internal training.

Artificial intelligence is not automation. Do not pay for AI when a simple if/then will do

Over the last two years, almost everything sold in technology carries the “AI” label. It is the new buzzword. And in the real estate sector, as in all others, some use it rigorously and some use it to justify higher prices or more ambitious projects than necessary.

Understanding the difference does not require technical training. It requires asking yourself a simple question: does this make decisions or does it simply follow rules?

Automation follows rules

Executes predefined instructions. “If A happens, do B.” It does not interpret, it does not learn, it does not decide. It is deterministic: always the same result for the same situation. Powerful, reliable and sufficient for the vast majority of agency processes.

Artificial Intelligence interprets and decides

Analyses variable information and generates responses or predictions. It can classify a lead by purchase probability, draft a personalised email or detect patterns in client behaviour. It makes sense when the range of cases is so varied that fixed rules are not enough.

Well-designed automation is more reliable than AI for most operational processes. It is predictable, auditable and easy to correct when something goes wrong. AI has its place, but that place is not “everywhere”.

That said, not every AI feature is an upsell. Some tools now include practical AI capabilities – such as generating property descriptions from structured data or drafting initial email responses – that are genuinely useful, low-cost and low-risk. The question is not whether AI is involved. It is whether the AI component adds clear value that a simple rule could not achieve, and whether you understand what it does.

How to tell a serious provider from someone selling smoke

The automation and AI market is full of genuine talent. But it is also full of people who learned to use Zapier or Make six months ago and are already advertising themselves as “automation consultants” or “AI experts for the real estate sector”. Telling them apart is not always easy, but there are clear signals.

A serious professional does this before presenting you with any proposal:

• They ask about your current process before talking about tools. If in the first meeting they are already recommending Make, Zapier or any platform without having understood how your agency works, they are selling the tool, not the solution.
• They ask uncomfortable questions. Does your team use the CRM correctly? What happens when a lead comes in outside office hours? Who checks that automations are working? A consultant who never questions anything is probably avoiding conversations that would complicate the project.
• They present real cases, not generic ones. “I have worked with agencies like yours” should be followed by names, concrete results and verifiable references.
• They include documentation in the proposal. The delivered work must include documentation of each flow: what it does, what triggers it, which systems it touches, what happens if something fails.
• They talk about maintenance from the start. If the proposal only covers the build and does not mention what happens afterwards, ask directly.
• They do not promise impossible results in impossible timeframes. “In two weeks your entire agency will be automated” is almost always a sign they have not understood the real complexity of the project.

The most useful question you can ask a potential provider: “Can you explain exactly what will happen if this automation fails and how I will find out?” The answer will tell you more about their professionalism than any sales presentation.

One final consideration: specialisation matters. A consultant who genuinely knows the real estate sector – who understands how a real estate CRM works, the portals, the timelines of a sale or rental process – will design something that fits the reality of your business, not a generic template.

Where to start: the criterion for identifying your first automation

The most common mistake when starting an automation project is wanting to do everything at once. The vision is right: more efficiency, less manual work, fewer errors. But rushed execution usually produces half-built flows, confused teams and spent budgets with no clear results.

There is a simple criterion for identifying where to start: look for the process that repeats most often, that consumes the most time, that relies most on someone remembering to do it, and that has steps predictable enough to be described as clear rules.

Equally important is knowing what makes a bad first candidate. Processes that depend heavily on subjective judgement, that change every few weeks or that involve too many exceptions are poor starting points. If the rules cannot be written down clearly, the automation will be fragile and frustrating from day one.

Once that first flow is working and your team has absorbed it, the learning is enormous: you know what data needs to be in order, what resistance appears within the team, how to document, how to monitor. And from there, the next step is much easier.

Automate incrementally. Every flow you add should build on the previous one and deliver clear, measurable value. If you cannot explain exactly what problem the next automation solves and how you will know whether it is working, it is not yet the right time to build it.

Automate with criteria, not with haste

Well-applied automation can transform how your agency operates: less time on repetitive tasks, fewer errors, a better experience for clients, and more capacity for your team to focus on what truly matters.

But that result does not come simply from hiring someone to configure tools. It comes when you, as an owner, understand enough to ask the right questions, protect what is yours, demand professionalism and build on a solid foundation.

You do not need to be technical. You need to be the director of your own digital strategy, even if others play the match.

At Inmoba, these conversations happen naturally. We know our clients, we know the market, and working daily with Inmobalia CRM gives us a very clear picture of what is realistic and what is not for each agency.

Many of those conversations conclude that the timing is not right yet – and that is a perfectly valid outcome. Others make it clear that the real work to be done first is internal: helping the team understand how their daily work feeds the system, through focused training before any workflow is built.

We help with all of that. And if you are not yet a client but this guide has raised questions you would like to talk through, we are happy to have that conversation too. No agenda, just an honest exchange.

And that limited the real value of belonging to the association.

One fact showed the way forward.
71 of the 104 LPA members already work with Inmobalia CRM & MLS in their daily operations. The path was more than clear.

Over the last 5 months, at Inmoba we have worked closely with the LPA management committee, with its president Álvaro Botella at the helm, to solve precisely this problem.

The goal: to create a real, practical and controlled collaboration environment, without complicating the daily work of agencies.

Today that work becomes reality.

The LPA MLS is now available within Inmobalia.
A private MLS, with its own members and rules, designed so that LPA agencies can collaborate better and make the most of their shared inventory.

The impact is immediate:

• The 71 LPA members who already use Inmobalia have access to the LPA MLS free of charge.
• The remaining members can join Inmobalia through a new LPA Starter plan, specially designed for LPA members.
• The more than 400 agencies that use Inmobalia as their base software now have an additional incentive to join the LPA professionalisation project.

Without friction. Without unnecessary changes to the way they work.

This LPA MLS is not an isolated move.
It is the first building block of a broader technology platform for the LPA on the Costa del Sol, aligned with the future vision that the association itself has recently announced regarding innovation, collaboration and the use of new technologies in the real estate sector.

None of this would be possible without a flexible technology platform.
The ability to create private and independent MLSs within Inmobalia, each with its own rules, is what enables associations like the LPA to now have their own collaboration environment, without losing control or identity

In this post:

Inmoba Networks works with real estate agencies and associations to improve how they collaborate and how they use technology in their daily operations.

Inmobalia is the CRM & MLS that we use to turn that vision into something real and practical.

LPA (Leading Property Agents in Spain) is an association that brings together leading real estate agencies, committed to high professional standards, structured collaboration and a long-term vision of the sector on the Costa del Sol.

Sergio González is CEO and founder of Inmoba Networks.

Álvaro Botella is President of Leading Property Agents of Spain.

Inmoba NewsBits was created to share, in a clear and practical way, how technology helps agencies and real estate entities to collaborate better and work more efficiently, from local markets such as the Costa del Sol to national and international markets.

You can contact us at start@inmoba.com

But the choice of which MLS to use is crucial and not exempt from problems.

Most Real Estate MLS’s implement few or no control systems. Once a property is shared, the agency loses some or all control over:

• Where that property can appear (other websites, real estate portals,…)
• How it appears and which data it appears with
• Under which brand or agency it is offered
• And once the property is sold or taken off-market, the ability to remove it from everywhere.

Inmobalia MLS has always been recognised as one of the safest and highest quality Real Estate MLS networks. Its admission policies, strict rules of use and continuous pursuit of quality mean that the agencies with the best product are confident in using Inmobalia MLS as an essential part of their marketing.

Even so, Inmobalia MLS member agencies have continued to ask for more control and options to get the most out of inter-agency collaboration. And if there’s one thing we pride ourselves on at Inmoba, it’s listening and learning from our clients’ knowledge.

We reproduce below the official announcement sent to our clients in which we let them know why they are members of the best real estate MLS network in the Costal del Sol, Andalusia and probably all of Spain. We have no doubt about that.

Subject: Not only the best CRM but also the best MLS Network for real estate agents and developers. Period.

Hi there,

This is a big (update) read about you being member of the best MLS Network.

So in short: We are happy to announce that we have completed everything we wanted to implement in the most advanced MLS Network in the country. Here is why… but if you do not have time to read this, please save this in your memory: Inmobalia CRM has the best property MLS Network inside. Not only for its quality of properties, but also for its flexibility, security and fine control. It allows you to create your very own network and share/clone your properties the way you want and with whomever you want.

And now, let’s get into the details.

For some time now, many markets have become sellers’ markets. There is little product in many areas, so MLS Networks have become a necessity. But using an MLS Network to promote your properties without control (who, where, what) could get you in trouble with owners of mid-to-high end properties and even damage your reputation. And on the other hand, using any kind of other people’s properties without control (how, which ones) would definitely make it impossible to grow your website and increase leads.

What happens when you Share a property on Inmobalia MLS Network?

The PUBLIC details of the property are made available to other agencies so that they can search, find and PRIVATELY offer your property to their clients. This means that they can send it by email, generate PDFs, share it via whatsapp, etc… but NEVER publish it on their website or portals.

What is Cloning a property?

Under some agreements between agencies, you can Clone a property from the Network and make it yours. And then:

• You need to rewrite the descriptions (to avoid duplicate content in your website/portals).
• You can add more descriptions in other languages to improve the listing.
• You can publish the property in your website(s).
• If the listing agent grants you permission, you could also publish it on property portals.
• If the price change or the listing agent updates pictures or other details, your Cloned copy gets automatically updated everywhere (web, portals, etc…).
• If the property is sold or taken off-market, your Cloned copy gets off-market and unplublished from your website and all property portals.

But what is the new Clone & Web section about?

This section appears now when editing a property and it allows you to fine control more options to collaborate with other agencies on that specific property.

• Property > Clone & Web > All Agencies
  When checked on, you are giving permission to any agency in the Network to clone and publish it on their website and even on property portals on their behalf. This is great when you have lower-mid priced properties that are not so unique or just want to give the maximum exposure and get more out of the marketing efforts of other agencies.
• Property > Clone & Web > Agencies that can Clone
  You allow only the agencies you have an agreement with to Clone that property. This is great for allowing only certain agencies to publish a high-end or exclusive property on their websites, while maintaining control. If you remove an agency from here at any time, their cloned copy is immediately taken off the market and unpublished everywhere.
• Property > Clone & Web > Agencies that can Clone & Portals
  You allow only some agencies to Clone that property but allow them also to publish it on property portals. Ideal for collaborating with other agencies that may be using different property portals and audiences, associates of international brands or simple other similar markets to generate sinergies and brand reputation.

Can I make all my properties available for cloning to a partner agency very close to me?

Sure, this is what we call a global agreement. Ask support and your agreement will be added to your account without the need to review each property.

I’m not a listing agency but I have clients, which are my options?

• You can PRIVATELY offer all properties shared on the Inmobalia MLS Network to your clients. The quality of the listings is always a priority so you can be sure to have access to the best and most up to date portfolio for your clients.
• You can feed to your website all properties allowed to be Cloned by All agencies.
• You can feed to your website all units of developments shared in the Inmobalia Developments MLS.
• You can clone, enhance and publish to portals any property made available to be Cloned by All agencies from any member agency.
• You can chat and reach an agreement with any agency to allow you to Clone some specific properties or even reach a global agreement on all of them.

I’m a property developer of very unique properties, options?

• You can share your properties/projects on Inmobalia MLS Network so that hundreds of top quality agents can offer them to their clients PRIVATELY.
• Reach individual agreements with the agencies of your choice so that they can market your properties under your control.

I’m a property developer of medium or big complexes, options?

• You can share your development in the Developments MLS Network as a whole (details, documentation, videos, hd pics, etc…) so all member agencies has inmediate access to it. Ask support for guidance on this.
• You can share all remaining units and make them availiable to Clone and be promoted by hundreds of agencies.
• If you want to exclude any particular agency from accessing your development, block them in your Settings > Network. You will be always in control.

I only want to collaborate with a few agencies, is there a way to do this?

Sure. You can configure your MLS Network as you wish. Just block or allow agencies in your Settings > Network section.

Can I search & find those properties I’m allowed to Clone?

Sure, the property search filters now allows you find them all easily.

How do I know which agencies can Clone a specific property of mine?

All global agreements and individual permissions to clone are detailed in the main details of the property.

Can I find out which agencies are allowing me to Clone all or some of their properties?

Of course, the new filters are available under Settings > Network. And now you can also check in their agency profile how and how many properties they share, allow cloning, etc. Use the Contact options there to ask for agreements.

Need a custom training session for your team?

Reserve a spot for your team at support@inmoba.com.  You are already member of the most powerful MLS network, make your team get the most of it.

Thanks to you all sending feedback. We keep listening. Happy work.
Inmoba Team

These are some of those signals that for an agency can make the difference between receiving 1 or 100 leads, or between good and bad leads.

Only top quality properties.

This should be obvious, but in most cases it doesn’t happen. Only publish (and pay for) properties for which you have all the information, perfect photos and every last piece of information that the portal allows you to enter. It is better (and cheaper) to publish 50 perfect properties than thousands with no control.

Internal portal stats often indicate that those who publish the highest number of properties do not necessarily get the best leads. Look for quality above all else.

Do not send duplicates.

Portals work hard to try to prevent their visitors from seeing duplicate properties over and over again. If you publish a property that you don’t have exclusive rights to, rewrite and make unique your descriptions, change the main photos, make it different from any other. And if we are talking about new developments, how many times do you think the same apartment appears on the portal?

Make your version the best of them.

Use everything the portal allows.

Portals invest a lot of money in every new “thing” they introduce. If they support video, they will give higher priority to properties with video. If they allow virtual tours, if they allow you to indicate whether you accept zoom tours, etc… It is logical that they will give priority to those who best use their system (which they have worked so hard to create).

Test the portal as a user.

Many real estate directors and owners pay huge sums each month to portals without even having done a simple search on them. Take your mobile phone, go to the portal and try to find a property like the one your last client has asked for. Is it easy? No problem? Are there properties that might suit your client? Not too many duplicates? Then the portal looks good and would be worth a try.

Don’t even think of paying for a portal that doesn’t work well on a mobile phone.

Take advantage of (or demand) a free trial and let the portal prove that it works.

The portal market is very crowded and competitive, and this works in our favour. You can live without being on the most expensive portals (which are usually the ones that do not offer anything for free). In the meantime, there are portals that are willing to prove with a free trial that they can generate the leads we need. Kyero.com is one of them (and it is largely to their credit that we thought of writing this little guide).

The Kyero team, with Sian Burton at the helm, contacted us to offer a month of priority support and Prime access to their portal to prove that everything they’ve evolved over the last few years really works. A month of unlimited premium listings for free? As users of Inmobalia CRM, you know that we usually pass these portal offers directly to you.

So here it is.

https://links.kyero.com/inmobalia-prime-trial

A perfect way to try out those new descriptions and photos of your best properties. And say “Hello!” to Sian for us, she and her colleague Rosana, will treat you very well.

And finally we’d like to drop a note to other portals – any amazing offers you’d like to pass on to our clients? We are listening.

At Inmoba we receive requests for quoting website designs almost every day. Some of these requests come with some kind of summary of what is expected from us but most of them are along the lines of “How much would a website for my real estate agency cost?”. We will try to explain here why it should not be done like that, and how to ask for a quote for a website as well as all that is to be gained if it is done well.

“How much does a house on the Costa del Sol cost?”

Imagine a client contacts your real estate agency and all he asks is that question. It’s impossible to answer and you probably go into a back and forth of emails and calls to simply find out what that prospective client wants. And let’s face it, many of those contacts will probably end up in the “waste of time” category. It’s as bad for us as it is for the prospect.

If you need to improve your web design or create a new one, it is essential that you spend a little time creating a good request for quotation/proposal. It will help you in many ways and will help the web agency in providing you with their best proposal.

How to request a proposal for your website.

A Request For Proposal for your website is nothing more than a clear, concise and straightforward document. Something that presents your company and its objectives in an informal way and that does not have to be technical or even boring. After all, it is your company, so the more dedication and care you put into it, the better. Think of this request as the first impression that a partner, as important as the web agency that will develop your online presence, will have of your company. You are not just buying something, you are looking for the best partner.

In your request you should include the following points:

1. Project Summary
2. Company background
3. Main objectives
4. Services you need
5. Sitemap and requirements
6. Timing
7. Budget
8. Selection criteria

1. Project summary.

Introduce your company and state in a straightforward manner why you are making a web proposal request. This tells the web agency what is expected of it and which concerns or problems you have with your current website.

Example: Our company is XYZ Properties, a real estate company with 2 offices on the Costa del Sol, working with clients mainly from the UK. We are looking to completely redesign our website as the current design is outdated and our competitors are overtaking us in markets where we were previously strong.

2.- Brief history of your company.

Describe briefly the history of your company. Tell your potential collaborator who you are and your position in the company, in which markets you work, since when and, above all, what your objectives are. For a web agency it is extremely important to know first-hand who they are talking to. If it is a veteran company, we will have to evaluate and take care of all the good things that already exist. If it is a new company, we will have to plan everything from scratch to enter the market and do it with a positive footing.

Example: At XYZ Properties we have been working for 10 years on the Costa del Sol, from Marbella to Malaga, mainly with English speaking clients. We are well known in the medium to high end sector but we are also aware that we need to improve our website to try to access a more exclusive and luxury market.

3.- Main objectives.

Think of your website as a tool from which you need to get results and indicate where your current website is failing and where you hope to improve with your new website.

Example: Our website currently produces nothing. We need the amazing listing work we do and our reputation for quality to be reflected in our online presence. In addition, we want our visitors to find it extremely easy to contact us and not end up going to our competitors XXX Real Estate or YYY Homes.

4.- Services you are looking for.

State simply what services you are looking for, in your own words, you don’t need to know technical terms. A single web agency does not have to offer absolutely all the services you are looking for, but knowing your needs from the beginning helps to adjust the project and give you more options or references of services that you would need from other professionals.

Example: We need a good web design that gives us the possibility to position ourselves also in search engines organically. Advertising on real estate portals or Google Adwords can also be an option.

5.- Structure and functionality.

Estimate the sections that you think would be necessary: if you are going to need a blog, what kind of search engines or sections you think are essential, etc.

Example: Our website must be unique, with its own design and not based on an existing template. We need it to have search engines for properties for sale and for rent, with special attention to be able to filter by beach and/or golf locations. Also an Our Exclusives section and an Agents Area. The website must have 3 languages (English, Spanish and French) with the possibility of including more languages in the future. We do not need to manage the content directly but we will need a blog. We are experts in the New Golden Mile of Estepona, so giving it special attention is also fine with us.

6.- Timing.

Creating a good website takes time. Tell the web agency if you have any events or deadlines for going online so that they can adjust the team that needs to be available for your project.

Example: We need to be online by the 1st of June as our flagship project will go on sale on that date. In order to generate demand, we would need the English version to be online at least one month earlier.

7.- Available budget.

Yes, in your application you should indicate the budget you have available for the development of the website and the budget you plan to dedicate annually to its improvement and maintenance.

Not indicating your available budget is like going to buy a house without telling the real estate agency how much you would be willing to pay for it. If you are looking to buy a house and your budget is 500.000€, your real estate agent will be able to do his job and offer you the best options according to your budget.

Example: At most we can spend €16,000 for the development of our website and €9,000 for its annual maintenance. For marketing/SEO we would need advice.

8.- Selection criteria.

Send the same form (exactly the same) to several web agencies and let them know in your request for proposal the criteria on which you will base your decision. Points to consider here would be experience, skills, team, portfolio, similar projects, reputation, etc.

Example: We will make our decision based on experience with similar projects, references you can give us and costs of each service.

And that’s it!

If you provide this information when contacting a web agency in the hope of finding the best travel companion to improve your results, we are sure that, at the very least, you will be able to make the best decision.

Wanna try? Get yourself at work, think on the future of your agency and get in touch with a wonderful request for your next powerful website!

A modern real estate agency needs extreme flexibility to push, move, update or delete listings from any portal, for unlimited properties, using any criteria you need. So please, stop doing manual updates for each property in each portal.

Meet professional listings management

Manage your listings in all your portals without even thinking on them. Use professional grade bulk actions and custom filters to keep updated an unlimited number of property portals.

Exercise: Find all villas between 1M and 2M euros, that you have listed in Fotocasa but not in Idealista and push them to Rightmove and LuxuryRealEstate. Of course, do not forget to push their videos and virtual tours

Done in 4 clicks by our users in Inmobalia CRM.

• Click 1: Go to Sales
• Click 2: Set the filters for the properties you want to update and click Search.
• Click 3: Select All and click on Bulk Action “Add / Remove Portals”
• Click 4: Select the portals you want to add or remove, click Save and all properties selected will be added/removed/updated in all the portals you did specify.

Just one tool to rule them all… auto-magically.

Frequent Asked Questions

I already use Inmobalia CRM, how can I enter the MLS? Any extra costs?

Inmobalia CRM agencies are automatically given access to Inmobalia Costa del Sol Property MLS. No extra costs.

I use another property software, can I be member of Inmobalia MLS?

Sure yes.

This is the only Costa del Sol Property MLS that integrates quality professionals with no restrictions. If you use Resales Online, Infocasa or any other property software that can generate an XML feed with your properties you are 90% in.

Get started.

Why Inmobalia MLS is better than other property MLS on the Costa del Sol?

The answer is simple. Because of the quality of the properties.

Our members are TOP Costa del Sol property agents running their business for decades. Many of them are also users of other networks, but they only share most of their portfolio in Inmobalia MLS. The strong security measures and the quality guidelines we follow makes them feel safe.

Is everybody allowed to be member of Inmobalia MLS?

No.

We have quality guidelines and strict rules of behaviour.If we feel a member agency is not acting in good faith we simply cancel their membership. We will always look after the quality of the property network.

No freelances allowed by default.

I’m not happy to share with everybody. Do I have control?

Yes.

You can create your very own MLS network. Just decide which agents you want to collaborate with and which to block.

Inmobalia MLS has less properties than others.

Sorry but we do not inflate numbers.

Our answer is always the same: “We will work with you to build the best website, the best platform and support processes for your company to achieve its goals. We do the same for all our clients. But the success of it all will be revealed once your staff learn how their daily tasks impact on all of them.”

And that’s where the magic happens, and differences appear.

“Please, mind the gap”

You know your business. Your listing department know how to get owners on board. Your sales people are great at negotiation and sales closing. All the staff and managers have been trained in the use of a good CRM. Your website is online. Your agency is alive but… Could you do it better?

Real Estate is a business based on information and technology. Real Estate agents in 21st century must be aware of how the information flows from one part of your business to another until a sale is reached. Your staff understanding how the whole team works together opens a new set of business opportunities that have been always there, hidden at first sight.

Also, basic use of actual technologies in daily tasks cannot be a problem for your people. Technology is not a gurú thing anymore. Reacting fast to customers or colleague requests must be the usual case for a modern Real Estate agency.

Gap identification example 1:
Who is writting property descriptions? Who is checking them later? Any guidelines? Is the marketing team involved? Have they met? Where are these descriptions going to appear? Do they know? Are they written for what?

Gap identification example 2:
Ask any of your team to organize a Zoom meeting with those clients in 15 minutes and share the invites with everyone involved in the sale we are going to discuss.

Just detect the gaps and fix them by training your staff. It paids back amazingly. Maybe you could also consider adding a techie to your team.

Training as an open conversation

At Inmoba we do this kind of trainings per request. We are not realtors but we have gained tons of practical knowledge over 20+ years helping all kind of Real Estate agencies on the Costa del Sol, Spain and Europe. We approach training sessions as customised but open conversations with your whole team identifying each department problem and finding the best solution in common. This team conversation allows surfacing how simple steps on one part of your business can help to save hours of work in another and ultimately come back increasing  leads, deals and sales.

Also, our techie but full of common sense point of view helps automating common daily tasks and increasing the efficient use of your website, services and tools that you may have already available (and be paying for).

Communicating with your clients, owners, colleagues, etc… must be natural, easy to create/send and measurable.

Plenty of email & automation tools out there.

Just Google for “email marketing” or “email automation” and you will find wonderful platforms like Hubspot, Sendinblue, Mailchimp, ConstantContact or ActiveCampaign to name a few. All of them have incredible functionalities that could work for your real estate agency, but it only takes 5 minutes of investigation to become aware it is not going to be easy. They need you to invest lots of your time or to hire a marketing specialist team to manage your contacts, create your content, report back, etc…

By the way, if you ever need one of these marketing gurús on the Costa del Sol, drop us a line. We know some of the most reliable marketing pros in the Marbella area and we are happy to help.

But did we say email marketing needs to be natural and easy, right?

Where is your contacts data?

If you already use any of the above tools, you know about creating many lists/groups of recipients, synchronising or updating new contact details from time to time, adding new fields you never thought you would need, etc… and always not being sure if the lists are complete or not. Never ending and time consuming tasks for your team or your marketing specialist, that most of the time fall short.

Exercise: How much it will take you to email all your english-speaking potential buyers that expressed interest in the last 18 months in buying a 4 bedroom villa on an aprox. budget of 1.5M in Sierra Blanca?

Yes. Our clients using Inmobalia CRM do this by themselves… in seconds.

Where is your product?

You final objective is to sell houses, true? Homes are your product and what you will be communicating  about with your customers, collaborators, owners, etc..  Hubspot or Mailchimp do not, and will never, know anything about your properties, your colleagues’ ones, their features, their pictures, etc… unless you build each one of your newsletters, announcements, etc… manually. One by one.

Would it be great that your Drag & Drop email editor could add any property information from your database in 1-click?  Even better, to have custom templates that directly are built from the property in your CRM?

Yes. This exists and our agents use it daily. Do you see the point of what we’ve built?

Just a powerful email marketing built inside Inmobalia CRM Real Estate Software for impressive emails campaigns that really generates business.

Done by yourself, in minutes, right now, zero extra work. Get in touch.

CRM means Customer Relationship Management

What is happening with that client? Who is dealing with him? Are we dealing with him on time? Are we losing clients? These and many other questions needs to be answered immediately by the software you use. A good CRM allows your staff to easily register all your customers interactions and get alerts of any business opportunity they may have. Managers can learn what is happening in the company at any time and make good decisions.

An example of a CRM Software? Pipedrive but …

A generic CRM is not an option

Property portfolio and sellers must be included. You need the property management inside the software. Not only potential buyers are your customers. The relations with owners, promoters and colleagues sharing their portfolio are equally important. You need a CRM software specifically built for Real Estate. But not just any Real Estate CRM will do.

An example of a Real Estate CRM? PropertyBase but …

It is about Spanish property, right?

Many real estate agencies run by non-Spanish people try to use software from their countries. Also, some Spanish agencies try to use Real Estate CRM software built for other markets. Most of them struggle to adapt their workflow to situations that are completely inconsistent with the Spanish real estate market.

Your CRM needs to be tightly connected with the markets you are working on. Selling property in Spain is not the same as doing so in the UK, France, Sweden or the USA. Think on locations, types of property, law matters, taxes, sale process, etc… But also think on the local knowledge you will get from the software support team.

An example of a Spanish Real Estate CRM? Inmovilla but …

Your real estate CRM should make your team’s work shine (and achieve goals)

And here is where Inmobalia CRM really stands out. Built on the knowledge of hundreds of renowned Real Estate agents on the Costa del Sol (Spain) and their collaborators all over Europe. Developed by a team with 20+ years of experience and know-how working with top agencies, franchises and real estate networks all over the globe.

After a quick 30 minutes demo, you will recognize how many features built in the software are 100% business driven. Each of them product of an intense feedback from the real estate agents using the software. Your team will love how the software ease their daily tasks and help them achieve more goals. Your managers and marketeers will have a strong and future ready base to develop their campaigns.

Learn more about Inmobalia CRM or schedule a demo and see by yourself how it can boost your real estate agency.

• Successful Real Estate agencies choose stable and proven software tools. They do not change the game for their teams every few months with “Let’s try this”.
• They build custom and unique websites that serve their clients but also their sales people. They do not use cheap templates for just having a website.
• Their staff is trained periodically to be 100% productive when using those tools and websites.
• Their managers control its business activities to get the most of their leads.
• Their staff have direct feedback with the marketers and grow these tools together to make their companies better.

Define your priorities and targets

Take your time and define your goals and your real market niche. The real estate companies that generate more operations are those that best optimize their resources and adapt their actions to achieve real results, not imaginary ones.

An exercise: Is your agency a “Real Estate in Spain”, “Real Estate on the Costa del Sol”, “Real Estate in Marbella”, “Real Estate in the Golden Mile” or “Real Estate in Sierra Blanca”? A large part of your future success depends on your answer to this and other simple questions.

Usually solved with a few coffees and some open conversations with your team. Get in touch if you think we could help.

Get a good Real Estate CRM software

CRM software allows you to manage your customers and track all the actions your salespeople take with them. You can’t let any enquiry go unanswered or any customer go untracked. It costs a lot of money to get an enquiry, so there’s no question about leaving them behind. You need to control.

Also if the CRM is specifically built for Real Estate, it will allow you to manage your property portfolio, its owners and automate many processes such as matching, updating portals, networks, websites, partners, etc.. A single place where all the work is done only once.

Of course, our proposal for you is Inmobalia CRM.

You also can read more on “Why you should use Inmobalia CRM vs other CRMs”.

Build a solid website

Along with your offices, your agency’s website is probably the resource to which you should devote the most attention. Your website will be visited thousands of times more than your office and will define what thousands of potential buyers think of your agency.

Dedicate effort and resources to create a unique website that convince potential clients to trust your agency.

You know, we have our way of creating unique websites, see our Web Services, but there are great web agencies out there, just ask for their references and check them.

Train your staff

Your investment in offices, software, website, tools, staff, etc… needs to get the maximum possible return. A wrong email, a bad photograph, not following up, a bad description of a property, … can ruin not one but many sales.

You need to train your staff in the use of your CRM, your website, how they can take advantage of it to get more benefits with less workload. When staff know the impact their daily tasks have on the agency’s overall performance, productivity soars, every time.

Probably a good read: “The Underestimated Training“.

Tell the world you’re the right one

A marketing plan for a modern real estate can be very complex and expensive, but it also can be understandable and based on low resources. Work with your marketing people to understand the different options you have and choose a small number of actions and goals. Once the plan is setup, stick to it and push.

At Inmoba, we’re not too fans of paid ads. We have found that when your marketing people works closely with your staff, local knowledge flows and increases the opportunities and results of any marketing action. 

In fact, Educational SEO where common-sense web marketing meets in-house staff trainings could probably be tagged as our secret ingredient at Inmoba’s SEO and Web Marketing Services.