What tools do real estate agents use? First, ask what kind of business you want to build
Liz Pollock
21 April 2025
If you’ve ever Googled “what tools do real estate agents use,” you’ve probably ended up on a listicle that tells you to download Canva, get a CRM, and automate your calendar.
Fair enough.
But if you’re a business owner or team lead in property management, you’re likely looking for more than a list.
You’re not just trying to get through the day. You’re trying to grow, scale, and create a business that doesn’t rely on memory, duct-taped processes, or late-night admin marathons.
And that means the real question isn’t what tools to use — it’s why you use them.
So let’s reframe it.
The wrong tools won’t just slow you down. They’ll cost you.
When your team is bouncing between five apps just to onboard a new renter or send a simple inspection report, you’re not more efficient.
You’re just more exposed.
- More admin = more margin leakage
- More tools = more training, more complexity, and more risk
- More workarounds = more burnout, and higher team turnover
You end up hiring people just to manage the tech stack. Your property managers spend more time chasing arrears than building relationships.
And your growth stalls because your operations can’t keep up.
That’s the hidden cost of a poorly designed system.
What kind of business are you trying to build?
Before we talk tools, take a step back. What’s your actual goal?
Are you trying to:
- Reduce arrears?
- Grow your rent roll without growing your headcount?
- Improve investor retention?
- Offer more flexible services and still stay compliant?
- Make it easier for property managers to love their job again?
You don’t need more tools to do those things. You need a better system.
One that puts visibility, automation, and communication at the centre of your business.
Start with the foundation: your property management platform
This is the one tool that shapes how everything else works. Or doesn’t.
Your property management platform dictates how money moves, how inspections are scheduled, how renters pay, how investors get paid, and how your team collaborates.
If that platform is slow, siloed, or inflexible, you’ll constantly be layering on tools to fill the gaps.
But if it’s purpose-built for modern property management?
You can:
- Eliminate manual mid-month and end-of-month work
- Reduce arrears with automatic reminders and real-time payment visibility
- Send inspection reports, bills, and messages from one place
- Let investors choose how and when they get paid — without extra admin
- Track team workload and performance across portfolios
That’s what Ailo was built to do.
When you have the right foundation, the rest of your tools become a bonus — not a Band-Aid.
External tools that add value (once your system is stable)
Once your property management platform is doing the heavy lifting, here are a few external tools that can elevate your team:
Canva
Great for investor-facing communications, social media, and consistent branding. Even better when you build shared templates the whole team can use.
Loom or Fathom
Record quick explainer videos for your team or investors. Useful for onboarding, walkthroughs, or training.
Google Workspace or Notion
Store team processes, onboarding docs, and internal how-tos. Makes knowledge sharing easier across a growing team.
AI tools like ChatGPT
Draft clearer emails, polish copy, or summarise complex updates. Helps newer team members communicate with confidence.
Otter.ai or Fireflies
Transcribe investor meetings or internal training so nothing gets missed — even when you’re short-staffed.
Typeform or Jotform
Collect feedback from renters or investors, run internal check-ins, or streamline application and onboarding forms.
Not sure if your tools are working? Here’s how to tell
If your system is working...
Property managers share visibility and pick up each other’s work when needed
Renters and investors get real-time payment updates
Inspections, messages, bills, and approvals live in one place
Admin time is shrinking
Team culture feels calm and capable
If your system is failing...
Everything stalls when someone’s on leave
You’re chasing receipts and repeating the same info
You're juggling inboxes, spreadsheets, and apps
Admin roles are expanding
People are stressed, and leaving
Final thought: You don’t need a bigger toolstack. You need a better system.
The best tech stack isn’t about having more tools.
It’s about having the right foundation — so your team, your customers, and your business can all thrive.
Start with the platform that underpins it all.
Then build out from there, with the right tools to support growth — not patchwork.
Curious what it looks like to run your entire agency in one system?
Let us show you how Ailo works.
What tools do real estate agents use and why?
The Australian property market moves fast, and agents who thrive embrace the right technology to stay ahead.
Today's top-performing agents rely on sophisticated digital tools that streamline everything from client communication to transaction management.
Customer relationship management systems - the foundation of modern real estate
Why CRM systems matter more than ever
Your CRM is the nerve centre of your entire operation, centralising every client interaction from first enquiry through settlement and beyond.
Modern CRMs automatically track communication history, schedule follow-ups, and manage your sales pipeline while integrating seamlessly with market data sources.
The real power comes from automation—handling routine tasks while you focus on building relationships.
Key features that make the difference
Property lifecycle tracking transforms how you manage listings and client relationships, showing exactly where each property sits in your pipeline and which opportunities need immediate attention.
Trust accounting integration eliminates administrative compliance burden while ensuring you never miss payments or deadlines.
The best systems generate automatic audit trails and sync with banking platforms for real-time financial visibility.
Real-time market insights keep you armed with latest data during client conversations, building trust and positioning you as the local expert.
Digital marketing and social media tools that actually convert
Visual content creation platforms
Platforms like Canva put high-quality design tools in every agent's hands, creating stunning listing presentations, social media posts, and property brochures in minutes.
Video content drives significantly more engagement, and tools like Animoto make compelling property showcases simple with real estate-specific templates.
Consistency across all marketing materials reinforces credibility and helps you stand out in a crowded market.
Campaign management and automation
Cross-platform scheduling tools like Hootsuite let you plan and publish content across multiple channels from a single dashboard, maintaining visibility without hours of daily social media management.
Automated email and SMS sequences nurture leads while you focus on active prospects.
Performance tracking shows which content resonates and which campaigns generate the most leads.
Targeted prospecting capabilities
Geographic farming becomes more effective when you can segment your database by location, property type, and client history.
Modern CRMs enable highly targeted campaigns for specific neighbourhoods or client segments.
Lead scoring helps prioritise time by identifying prospects most likely to transact, tracking engagement levels and response rates to highlight hottest opportunities.
Transaction management and workflow automation
End-to-end transaction platforms
Digital contract management eliminates paper-based process delays.
Platforms like DocuSign enable client document review and signing from anywhere, reducing transaction timelines from days to hours.
Automated proposal generation pulls CRM data to create professional presentations without starting from scratch.
Integration with banking and trust accounting systems streamlines financial transactions, reducing errors and ensuring compliance.
Marie O'Flaherty at Ray White Upper Coomera discovered the transformation: "When I first started using Ailo, I was managing about 120 properties working five days a week.
After just 6 weeks, I realised I had so much more capacity. I dropped to four days a week and have since taken on more properties."
Task management and team collaboration
Visual pipeline management systems track every property through each sales or leasing stage.
Customisable workflows ensure nothing falls through cracks, from initial appraisal through settlement.
Automated task assignments notify the right team member when input is needed.
Team communication platforms reduce email overload while keeping conversations organised and searchable.
Compliance and risk management
Automated audit trails document every interaction and decision, providing required regulatory compliance paper trails.
Trust accounting reconciliation happens automatically, reducing error risk while ensuring statutory compliance.
Document retention policies maintain required records for appropriate timeframes while securely disposing of outdated information.
Market intelligence and analytics platforms
Data visualisation and business intelligence
KPI dashboards transform raw data into actionable insights.
Track lead conversion rates, average days on market, and commission per transaction to identify trends and improvement opportunities.
Lead conversion funnel analysis shows exactly where prospects drop off, helping refine your approach.
Financial forecasting based on current pipeline helps plan for seasonal fluctuations.
Competitive intelligence systems
Market analysis tools provide data for accurate property valuations and pricing recommendations.
Competitor activity tracking helps understand local agent activities and identify differentiation opportunities.
Real-time market insights keep you informed about changing conditions affecting client decisions.
Property valuation and market data
Automated valuation models provide instant property estimates based on recent sales and market conditions.
Comparative market analysis tools generate professional reports supporting pricing recommendations.
Historical data and trend analysis help provide context for current market conditions, showing clients how current situations fit longer-term patterns.
Specialised tools for property management excellence
Maintenance and inspection management
Proactive maintenance scheduling prevents small issues becoming expensive problems.
Digital systems track service histories, schedule regular maintenance, and manage contractor relationships efficiently.
Digital inspection tools streamline reporting while providing detailed landlord documentation.
Contractor management systems maintain trusted service provider databases and streamline work orders.
Financial management and reporting
Rent collection automation reduces arrears while providing convenient tenant payment options.
Owner reporting tools provide transparent, detailed financial statements building trust and demonstrating value.
Expense tracking and budget management help landlords understand property financial performance through clear maintenance cost, vacancy period, and rental income reporting.
Renter communication and experience
Streamlined application processes make it easier for quality renters to apply.
Digital applications, automated reference checks, and online approval processes reduce time-to-lease while improving applicant experience.
Maintenance request management gives renters easy issue reporting while providing landlords maintenance transparency.
As Dina Alexiou from Ray White Brighton Le Sands explains: "Since being on Ailo I'm not having to call renters or landlords about arrears, repairs, or little things because it all comes through chat. I get notifications on my phone - it's fantastic."
Choosing the right tools for your agency
Integration considerations
API compatibility ensures seamless data sharing between systems, eliminating duplicate data entry while keeping information current.
Single sign-on capabilities reduce password fatigue while improving security.
Scalability matters as your business grows—choose platforms accommodating more users, properties, and transactions without complete system overhauls.
Cost-benefit analysis approach
ROI metrics help evaluate which tools provide best investment returns.
Consider not just subscription costs, but time saved, errors prevented, and opportunities created.
Prioritisation based on agency size and focus ensures investment in tools addressing most pressing needs first.
Common implementation mistakes to avoid
Over-complicating with too many standalone tools creates more problems than solutions.
Focus on integrated platforms handling multiple functions rather than juggling dozens of single-purpose applications.
Neglecting staff training means investments won't deliver expected results. Failing to measure and optimise usage means missing improvement opportunities.
The future of real estate technology
Emerging trends worth watching
AI-driven lead scoring and client insights are becoming more sophisticated.
Automated property valuations continue improving accuracy while enhanced mobile capabilities recognise real estate as fundamentally field-based business.
Building a sustainable tech stack
Regular tool audits eliminate redundant subscriptions while identifying gaps. Stay current without chasing every trend—focus on proven solutions solving real problems.
Balance automation with personal service.
Technology should enhance relationship-building ability, not replace human connections driving real estate success.
The most successful agents view technology as service enablers, not relationship replacements.
The right tools free time for high-value activities that differentiate your business—building trust, providing expert guidance, and delivering exceptional experiences turning clients into lifelong advocates.
Frequently Asked Questions
What's the most important tool for new real estate agents starting out?
A solid CRM system forms the foundation of any successful real estate business.
It centralises client interactions, automates follow-ups, and manages your sales pipeline.
Without proper client relationship management, even the best agents struggle to scale their operations effectively.
How much should I budget for real estate technology tools?
Most successful agents invest 2-5% of their gross commission income in technology.
Start with essential tools like CRM and transaction management, then add specialised platforms as your business grows.
Focus on ROI rather than just subscription costs.
Do I need separate tools for sales and property management?
Integrated platforms that handle both sales and property management typically work better than juggling multiple standalone tools.
They eliminate duplicate data entry, improve communication flow, and provide a complete view of your client relationships across all services.
How long does it take to see results from new real estate technology?
Most agents notice immediate improvements in organisation and communication within the first month.
Significant productivity gains and ROI typically become apparent after 2-3 months, once your team is fully trained and workflows are optimised.
What's the biggest mistake agents make when choosing technology tools?
Over-complicating their tech stack with too many single-purpose tools creates more problems than it solves.
Focus on integrated platforms that handle multiple functions well, and ensure your team receives proper training to maximise adoption and results.