What tools do real estate agents use to scale faster?
Ailo
04 August 2025
Real estate agency owners wear a lot of hats. One minute you’re focused on winning listings, the next you’re jumping into rent roll growth, managing your team, or fielding client calls. You’re building a business – and doing it in one of the most competitive industries in Australia.
The right tools won’t just help you work more efficiently. They’ll help you scale faster, without losing sight of the relationships that built your business in the first place.
So, what tools do real estate agents use to stay ahead and build high-performing agencies? Here’s a look at the essential technology top-performing agency owners use to grow with confidence.
CRM systems: your sales and growth engine
Your customer relationship management (CRM) system is the operational core of your sales strategy. It captures every lead, nurtures long-term prospects, and keeps your team focused on the highest-value tasks.
Most successful agency owners move on from spreadsheets early. A modern CRM:
- Automates follow-ups
- Tracks communication across platforms
- Flags hot leads and pipeline gaps
- Helps you forecast with more certainty
Platforms like Wise Agent and Propertybase integrate seamlessly with social media and email marketing. For teams, FollowUp Boss is a favourite for managing lead distribution. And for smaller agencies just getting started, HubSpot’s free tier is a powerful entry point.
Marketing tools that actually convert
When you’re running your own business, visibility matters. And marketing doesn’t stop with For Sale signs.
Great agencies use:
- Canva to create polished social posts and listing materials
- Meta Business Suite to manage Facebook and Instagram campaigns
- Leadpages to build high-converting landing pages for open homes or appraisals
Together, these tools help you build a brand people remember – and generate leads while you sleep.
Property management software: where Ailo comes in
If property management is part of your business, the software you choose makes a real difference to your bottom line.
That’s where Ailo fits in.
Ailo is designed specifically for property management, with tools that help your team work smarter, keep investors happy, and simplify the day-to-day.
You get:
- Automated investor payments, communications, and statements
- Built-in inspections (including 360° camera support) that impress clients and reduce admin
- Transparent maintenance workflows that keep everyone in the loop
- A single platform to manage everything – no jumping between apps or losing track of tasks
And for you as the business owner? Ailo helps you scale your rent roll without adding overhead. It gives you oversight, not micro-management, and builds a better experience for your investors.
Digital contracts and e-signatures: faster, safer deals
No more chasing paperwork or waiting on a physical signature.
Tools like Signeasy and Adobe Sign streamline contracts so your team can move quickly – while maintaining compliance and audit trails.
PandaDoc is a strong option if you need advanced features like notarisation or in-document collaboration. The key is choosing a platform that integrates with your existing CRM or property software.
Analytics and insights: making decisions with confidence
Gut instinct still matters. But data helps you make faster, more confident calls.
If you’re serious about property management, tools like Ailo give you real-time insights into your rent roll: arrears, maintenance patterns, inspection volume, investor satisfaction, and more.
For the sales side, platforms like Google Analytics help you understand where website traffic comes from, and which listings or campaigns are driving action. Combined with your CRM data, this can reshape your whole marketing approach.
The right tools = more time to grow your business
The best tools don’t just make your business run smoother. They give you back time – so you can focus on growing your team, winning more business, or finally taking a long weekend.
Every top-performing agency has a different tech stack. But the common thread? They invest in platforms that work together, scale easily, and help them deliver exceptional service.
Why agency owners choose Ailo for property management
If you’re running a real estate business and managing a rent roll, Ailo was built for you.
It’s more than just another piece of software. It’s a single platform that handles the day-to-day, delights your clients, and keeps your team operating at their best. And because it’s built for property management specifically, it adapts to your business as you grow.
With Ailo in your toolkit, you’re not just keeping up – you’re staying ahead.
Still wondering what tools real estate agents use to grow a successful business? These are the tools top agency owners trust every day.
FAQs
What tools do real estate agents use to manage their day-to-day?
Most agency owners use a combination of tools for sales, marketing, property management, and administration. This typically includes a CRM system, design and marketing platforms, contract management tools, and software like Ailo to manage the property management side of the business.
Do I need different tools for sales and property management?
Yes. Sales-focused CRMs and marketing tools are great for managing listings and prospecting. But managing a rent roll requires more specialised software – like Ailo – that can handle inspections, investor payments, maintenance, and compliance with ease.
What’s the best CRM for a real estate agency?
That depends on your size and workflow. Wise Agent and Propertybase are popular with established agencies, while FollowUp Boss works well for teams. HubSpot is a strong starting point for newer agencies wanting a free, flexible option.
Is Ailo a CRM? Ailo isn’t a CRM – it’s a purpose-built property management platform. It helps you manage the operational side of your rent roll, giving you visibility, automation, and tools that keep your investors and team happy.
Which tools integrate best with each other?
Look for platforms with native integrations or support for tools like Zapier. Many CRMs integrate directly with contract tools like Adobe Sign or marketing platforms like Meta Business Suite. Ailo is built to work alongside your existing stack while replacing multiple apps across the property management workflow.
How do I know if a new tool is worth the investment?
Track the time saved and improvements in service. Ask: does it reduce manual admin? Help win or retain more clients? Make your team more efficient? Tools like Ailo typically deliver ROI by helping you scale your rent roll without increasing overhead.