CRM matched to your PMS
Your PMS's leasing tools, HubSpot, Zoho CRM, or Pipedrive compared on inquiry capture and sync options.
The Problem
Rental Inquiries Go Cold and Owner Leads Never Hear Back
It shows up once you manage more doors than one person can track. Listing inquiries, showing requests, and landlord leads land in different inboxes, and the PMS wasn't built to chase them.
01 · Slow replies
Evening rental inquiries wait until the next afternoon for a reply.
Every inquiry gets an automatic reply with open showing times.
02 · Lost owners
Landlord leads get one email, then sign with someone else.
Owner leads move through a pipeline with follow-up until they sign or decline.
03 · Scattered showings
Showings, applications, and follow-ups live in three different places.
Showing times and application status sit on one prospect record.
04 · Unknown sources
Nobody knows which listing site actually fills units.
Each lead keeps its source, so reports show leased units by listing site.
A prospect asks about your two-bedroom on Zillow Rental Manager at 9 p.m. By the time someone replies the next afternoon, they've toured somewhere else. A landlord with 12 doors fills out your rental analysis form, gets one email, and signs with a competitor a month later. Your leasing agent tracks showings in a calendar, applications in the PMS, and follow-ups on sticky notes. Nobody can say which listing site actually fills units. And every renewal season, someone rebuilds the lease-end list by hand.
We start with your two pipelines: renters who want a unit and owners who might hand you their properties. Then we set up the CRM that fits, capture every listing inquiry, offer showing times in the first reply, and give each landlord lead a follow-up plan. Every prospect gets the same steps, which keeps leasing consistent. Your PMS keeps leases, rent, and trust accounting, while the CRM fills units and grows the portfolio.
Owner leads followed to signing
Landlords who ask for a rental analysis get a follow-up plan until they sign or say no.
Showings booked from inquiries
Listing inquiries get open showing times right away, so prospects book before touring elsewhere.
Same steps for every prospect
Every renter gets the same replies and follow-up, which supports consistent, Fair Housing-minded leasing.
Our Property Management CRM Setup Process
From Portfolio Review to Leasing and Owner Pipelines in Five Steps
You approve the CRM, both pipelines, and every reply template. Test inquiries run from each listing source before your leasing team relies on it.
We look at how rental inquiries, showings, and owner leads move today, and what your PMS already does. You get a short written plan. If your PMS's own leasing tools cover you, we'll say so before we quote.
What's Included
What You Get With a Leasing CRM and Owner Pipeline
Every plan covers the CRM choice, inquiry capture, showing booking, and the owner pipeline. Higher plans add PMS sync, consent-based texting, renewal outreach, migration, and portfolio dashboards.
Compare Options
DeveloperLook vs PMS Built-Ins vs Spreadsheet DIY
PMS leasing tools are already paid for and track applications well, and spreadsheets cost nothing to start. Here is where each one breaks down once owner leads and listing sources matter.
| Feature | DeveloperLookBest fit | PMS built-ins | Spreadsheet DIY |
|---|---|---|---|
| CRM choice | Matched to your portfolio | Fixed to your PMS | Whatever's free |
| Inquiry capture | Every source on one record | Listings the PMS syndicates | Copied by hand |
| Showing booking | Offered in the first reply | Strong in some suites | Phone and calendar |
| Owner pipeline | Stages to signed agreement | Rarely built in | A spreadsheet tab |
| Leases and rent | Stay in your PMS | Native | Separate files |
| Lead source reports | Leased units by source | Basic listing stats | Guesswork |
| Cost to start | From $1,150, fixed scope | Included in some plans | Your evenings |
| Speed to start | 2 to 3 weeks | Already running | Today |
DeveloperLook
PMS built-ins
- CRM choice
- DeveloperLook: Matched to your portfolioPMS built-ins: Fixed to your PMS
- Inquiry capture
- DeveloperLook: Every source on one recordPMS built-ins: Listings the PMS syndicates
- Showing booking
- DeveloperLook: Offered in the first replyPMS built-ins: Strong in some suites
- Owner pipeline
- DeveloperLook: Stages to signed agreementPMS built-ins: Rarely built in
- Leases and rent
- DeveloperLook: Stay in your PMSPMS built-ins: Native
- Lead source reports
- DeveloperLook: Leased units by sourcePMS built-ins: Basic listing stats
- Cost to start
- DeveloperLook: From $1,150, fixed scopePMS built-ins: Included in some plans
- Speed to start
- DeveloperLook: 2 to 3 weeksPMS built-ins: Already running
Projects We've Built
Real Estate and Rental Projects We Have Built
Real estate and rental apps, dashboards, and a booking platform our team built, where listings, inquiries, and bookings had to stay in sync. They show our data work, not CRM setups.
Realix Real Estate Mobile App Design
- Real Estate
- Dashboard
- Booking System
Hommie Real Estate Mobile App Design
- Real Estate
- Dashboard
- Mobile App
OASIS Vacation Rental Mobile App and Dashboard Design
- Vacation Rental
- Booking System
- Dashboard
Seatour Tour and Vacation Rental Booking Platform
- Travel
- Vacation Rental
- Booking System
What Our Clients Say
What Clients Say After Launch
Feedback from teams we have built websites, dashboards, and integrations for.
We had a pretty specific idea of what we wanted our website to become, but I wasn’t sure how easily we could explain all of it to a development team. There were quite a few moving parts, and we were working toward a deadline, so I expected a few things to get lost along the way. That never really happened. They understood what we were trying to achieve, kept us updated throughout the process, and got everything ready within the agreed timeline. The final site feels much easier to navigate, works beautifully on mobile, and is noticeably smoother for our customers. It was a huge relief seeing the original idea actually turn into the website we had in mind.
The mobile experience is probably my favourite part of the new site. We had spent a lot of time making sure the desktop version looked right, and the team kept pushing us to think about how everything would actually feel on a phone too. They were right. The navigation is clean, the interactions feel natural, and everything we’ve tested so far works exactly as it should. They also went through the links, forms, integrations, and other details more than once before launch, which I really appreciated. And even after going live, we could still reach out when something came up. The whole process felt friendly, organised, and surprisingly straightforward.
What I appreciate most is that the website is actually easy for us to manage now. We can update content ourselves instead of sending a developer a message every time we need to change something small. They also paid attention to the technical SEO side, which mattered to us because we didn’t want a new website to create problems for the traffic we already had. I’ve probably asked more questions than I should have since launch, but every question has been handled patiently and without any fuss. The team is easy to work with, they explain things clearly, and when we need something changed, they focus on getting it done rather than making the process complicated.
1,250+
Projects shipped
10+
Years of experience
Top 3%
Upwork Top Rated Plus
5 stars
Average review score
Want results like these?
Tell us what you are building. You get a reply within 24 hours on business days, then a written estimate.
Work Culture
Why Property Managers Trust Us With Their CRM
Property management runs on response time and clean records. These habits keep your property CRM useful to leasing agents without touching leases, rent, or owner statements.
Fair Housing in the field list
We leave out fields that touch protected classes such as familial status or disability. Leasing records then hold what a decision needs and nothing a complaint could point to.
Your PMS stays the ledger
Leases, rent, deposits, and owner statements stay in AppFolio, Buildium, or your PMS. The CRM doesn't become a second set of books you have to reconcile.
PMS tools checked first
Many property management suites include leasing tools. If yours already covers inquiries and showings, we configure that instead of selling you another subscription.
Consent before any text
Showing reminders and follow-ups go only to prospects who agreed to texts. TCPA rules apply, so each consent is stored on the prospect record with its date.
Replies tested after hours
We send test inquiries at night and on weekends before launch. Renters message several listings at once, and a late reply often loses the showing.
Your contacts stay yours
Prospects, owners, and their history sit in your company's CRM account. If you switch PMS later, your owner pipeline and lead history move with you.
Overview
How does a property management CRM work for leasing teams?
DeveloperLook sets up a property management CRM that runs leasing and owner acquisition beside your PMS. We capture listing inquiries, book showings, track applications, and follow up with landlords who might hand you their doors. Setups start at $1,150 and take 2 to 7 weeks, and leases and rent stay in AppFolio, Buildium, or your PMS.
DEVELOPERLOOK
Project facts · Property Management CRM Setup
- Service
- Property Management CRM Setup (leasing pipeline, owner pipeline, PMS link)
- Typical timeline
- 2 to 3 weeks, or 5 to 7 weeks with migration and several offices
- Platforms
- HubSpot, Zoho CRM, Pipedrive, and Salesforce
- Built with
- AppFolio, Buildium, Yardi, Rent Manager, Twilio, and Zapier
- Experience
- 10+ years of development experience and 1,250+ shipped projects
- Post-launch support
- 30, 45, or 60 days, set by plan
- Communication
- Calls in US, UK, and AU business hours
- Starting price
- From $1,150 USD, fixed scope after a free review
Reviewed 7 Oct 2026 by Saimul Islam
Good fit
Residential managers growing their door count
You manage single-family rentals and want more owners. Leads from your rental analysis form sit in an inbox, and nobody follows up after the first email.
Leasing teams at apartment communities
Your leasing office fields inquiries from listing sites and the website. You need an apartment CRM that books tours and follows up the same way for every prospect.
Managers already on AppFolio or Buildium
Your PMS handles leases, rent, and owner statements well. You want property management CRM software beside it for owner leads and marketing, not a second ledger.
Commercial property and association managers
You lease office, retail, or industrial space and need a commercial property CRM that tracks tenant reps, tours, proposals, and lease expirations across buildings.
Agencies marketing for property managers
You run ads and SEO for property management companies and need CRM data that ties signed owners and leased units to campaigns, not just form fills.
Not a fit
Website brings no leads
Your website doesn't bring in owner or rental leads yet. Our Property Management Website Design page fixes that before a CRM pays off.
You sell homes, not rentals
You mainly help clients buy and sell homes rather than manage rentals. Our Real Estate CRM Setup for Agents page fits that pipeline better.
Short-term vacation rentals
You run nightly vacation rentals, where bookings matter more than leases. Our Guesty Integration Services for Vacation Rentals page covers that work.
Budget under $1,150
Your budget is under $1,150, or you manage a handful of units yourself. The leasing tools in your PMS and a shared inbox are enough for now.
Not sure we're the right fit?
Book a free call or message us. We'll tell you honestly whether we're the right team.
Pricing
Transparent Starting Prices for Property Management CRM Setup
These are starting points in USD. Your final price depends on how many listing sources and offices you have and which PMS we connect, and you get a fixed proposal after a free review.
For managers moving rental inquiries and landlord leads out of shared inboxes.
$1,150one-time, USD
- CRM recommendation for your portfolio
- Leasing pipeline with showing booking
- Owner pipeline to signed agreement
- Inquiry capture from 3 listing sources, by unit
- Import of up to 3,000 contacts
- 30 days post-launch support
Recommended
For teams that want the PMS linked and every prospect followed up by text and email.
$2,750one-time, USD
- Everything in Leasing and Owner Starter
- AppFolio, Buildium, or Yardi link where the API allows
- Consent-based texting with 10DLC registration
- Owner nurture emails after each rental analysis
- Lease-end lists for renewal outreach
- 45 days post-launch support
For companies with several offices, mixed residential and commercial portfolios, or a CRM to replace.
$5,600one-time, USD
- Everything in Connected Leasing Office
- Migration from another CRM with notes
- Office and portfolio permissions
- Commercial leasing pipeline with lease expirations
- Dashboard of leased units and signed owners by source
- 60 days post-launch support
For Agencies
White-Label Property CRM Setup for Agencies and Studios
You own the client relationship. We build the CRM behind your property management campaigns: inquiry capture, owner lead follow-up, and reports that tie leased units and signed owners to campaigns. Everything runs under your brand, in accounts your client owns.
How the partnership works
White label: your client only ever sees your brand
- Your client
- You, the agency
- DeveloperLook
Share the portfolio
Their PMS, door count, listing sources, and the reports the owner expects.
- Client needs
- You share the details
- Details received
We map the pipelines
You receive a pipeline map and one fixed price to quote your client.
- Scope and plan
- Proposal to resell
- Your quoteYOUR LOGO
Build and hand off
We configure, test with sample inquiries, train under your brand, and hand over logins.
- Done by our team
- Your brand on it
- Handed to your clientDone
Partner with DeveloperLookDelivered under your brand
Your brand only
Your agency name on every call, document, and training session.
Owners signed by campaign
Reports connect signed owners and leased units to the campaigns behind them.
Residential and commercial
One build pattern for single-family, multifamily, and commercial portfolios.
Leasing teams trained
We train your client's leasing agents under your brand before launch.
The Right Technology for Your Project
Technology Stack
We set up the CRM that fits your portfolio, then connect your PMS, texting, and automation tools where their APIs or partner programs allow.
HubSpot- Zoho CRM
- Pipedrive
Salesforce
- AppFolio
- Buildium
- Yardi
- Rent Manager
Twilio- CallRail
- Gmail
- Google Calendar
Zapier
Make
Google Sheets
Google Analytics (GA4)
FAQ
Frequently Asked Questions
Straight answers on CRM basics, cost, setup time, PMS integration, Fair Housing, and choosing a platform for property managers.
Saimul IslamFounder & CEO, DeveloperLookStill have questions?
Send a message or book a call with the team.
CRM in property management is the system that tracks prospects, owner leads, and their follow-up before anyone signs a lease or a management agreement. Your PMS handles leases, rent, and accounting after that. The CRM covers the earlier stage: listing inquiries, showings, applications in progress, and landlords deciding whether to hire you.
CRM stands for customer relationship management, the same meaning it has in any industry. In property management the customers are two groups: renters looking for a unit and owners looking for a manager. A good CRM property management teams actually use keeps both groups, their messages, and their next step on one record.
A leasing and owner setup starts at $1,150, covering both pipelines, inquiry capture from 3 listing sources, and showing booking. PMS links and consent-based texting start at $2,750, and multi-office portfolios with migration start at $5,600. CRM licenses and texting fees are paid to those vendors on their own plans.
Most property management companies are live in 2 to 3 weeks. Adding a PMS link, texting, and renewal outreach takes 3 to 5 weeks, and multi-office portfolios with migration take 5 to 7 weeks. Launching before peak move-in season gives leasing agents a few calm weeks to learn it.
They differ most in how they capture listing inquiries and connect to your PMS. Leasing tools inside AppFolio, Buildium, or Yardi know your vacancies but are built around renters, so owner prospecting often needs its own pipeline. HubSpot and Salesforce are strong for owner marketing and reporting, while Zoho CRM and Pipedrive cost less per user. Compare property management CRM systems on PMS sync first.
The best CRM for property management is the one your team will use beside your PMS. Small residential managers often get enough from their PMS's leasing tools plus a simple owner pipeline. Growing companies chasing new doors usually add HubSpot or Zoho CRM. Commercial managers tracking tenant reps and lease expirations often fit Salesforce better.
Yes, where the property management software allows it. Some PMS platforms offer an open API, others connect through partner programs or approved integrations, and some only export reports. We check what your plan supports, then sync vacancies, prospects, and lease-end dates the safest way available. Leases and accounting stay in the PMS.
Standalone CRMs don't handle property or trust accounting, so the low-cost route is usually your PMS's own leasing tools. Many multifamily suites bundle an apartment CRM for leasing with accounting, which often costs less than adding a second system. If you also want owner prospecting, Zoho CRM or Pipedrive add it at a low per-user price.
A leasing CRM supports consistent treatment, but it doesn't make you compliant on its own. We give every prospect the same reply and follow-up steps and leave out fields tied to protected classes. Your screening criteria stay in your written policy and PMS. Have your attorney review templates if you're unsure about wording.
Your company owns every prospect, owner lead, and note, in CRM accounts under your name. Support after launch lasts 30, 45, or 60 days by plan, and you get written notes on every pipeline, field, and sync rule. If you change PMS later, your owner pipeline and lead history stay where they are.
Saimul IslamFounder & CEO, DeveloperLookStill have questions?
Send a message or book a call with the team.
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