Ready Property CRM for Secondary Sales & Lettings

What the ready-property workflow looks like

A secondary-market deal follows a recognisable path, and the CRM's job is to keep it moving and visible at every step:

1. Instruction — a seller or landlord lists a property with your agency, with terms and commission agreed.
2. Listing — the property is prepared and published, with photos, specification and pricing.
3. Enquiry and matching — buyers and tenants enquire, and are matched to suitable stock.
4. Viewings — scheduled, confirmed, attended and followed up with captured feedback.
5. Offer and negotiation — offers and counter-offers are logged against the property and client.
6. Agreement to transfer — documents, deposits and the steps through to completion or tenancy start.
7. Commission — splits recorded and payouts tracked on the closed deal.

Core capabilities

Listing and inventory management

Your live sale and rental stock in one place, with status, pricing history, owner details and the documents attached to each property.

Buyer and tenant matching

Match requirements — budget, area, size, type — against live inventory, so agents send relevant options rather than everything.

Viewings management

Scheduling with reminders to cut no-shows, plus structured feedback after each viewing that tells you whether the problem is the price, the property or the pitch.

Offers and negotiation

Every offer and counter-offer logged against the property and the client, so the negotiation history is clear and nothing depends on one agent's memory.

Lettings and renewals

Tenancy dates, renewal reminders and landlord communication, so recurring rental income isn't lost to a missed renewal.

Commission and reporting

Automatic commission splits on closed deals, plus reporting on listings-to-viewings, viewings-to-offers and agent performance.

Why the secondary market needs its own handling

Ready property has a dynamic off-plan doesn't: you are managing a real, existing asset with an owner who has expectations, and often competing agencies. Speed matters — the first agent to respond and get a viewing booked usually wins the instruction and the deal. Pricing feedback matters, because an overpriced listing quietly consumes months of agent effort. And renewals matter, because lettings income compounds if you never lose a tenancy. A CRM built for this captures viewing feedback, surfaces stale listings, and reminds you before a renewal lapses.

One platform with off-plan

Agencies that run both sides shouldn't run two systems. Baxance handles ready property alongside off-plan property on shared client records, with unified commissions and reporting, inside the wider real estate CRM.

Why agencies choose Baxance

• Listings, viewings, offers and transfers in one pipeline
• Buyer and tenant matching against live inventory
• Viewing feedback that exposes pricing problems early
• Lettings renewals tracked so recurring income isn't lost
• Automatic commission splits on closed deals
• Runs alongside off-plan in the same system

Winning and keeping instructions

In the secondary market, stock is the constraint. Any agency can find buyers for a well-priced property; far fewer consistently win the instruction to sell it. That makes the seller and landlord side of the business at least as important as the buyer side, and it's usually the less organised half.

Winning instructions is a pipeline in its own right: valuation requests, market appraisals, follow-up with owners who aren't ready yet, and re-approaches to landlords whose tenancies are ending. Tracked properly it behaves like any other funnel — a valuation done today may become an instruction in four months, but only if someone follows up. Agencies that manage this deliberately have stock when the market turns; agencies that don't stay permanently dependent on whatever happens to come in.

Why listings go stale — and how to catch it early

A listing that doesn't sell rarely fails suddenly. It fails slowly: a few viewings in the first fortnight, feedback that the price is high, then a gradual decline in enquiries while the agent keeps reassuring the owner. Months later the property is withdrawn or handed to a competitor, and the agency has spent real effort for nothing.

The signals are visible early if you capture them. Enquiries per week, viewings booked versus attended, and structured feedback after each viewing will tell you within two or three weeks whether the problem is price, presentation or the property itself. That evidence is also what makes a price conversation with an owner possible — "three of the last five viewers said it's priced above comparable units" is a very different conversation from "I think we should reduce." Systematically surfacing stale listings with the feedback attached turns an awkward judgement call into a routine, data-backed review.

Lettings: the recurring-revenue side

Sales are lumpy; lettings compound. A managed tenancy produces predictable income and, more importantly, a renewal opportunity every year — provided nobody forgets. Missed renewals are one of the most avoidable losses in an agency, because the work required is a reminder and a phone call weeks before expiry.

Handled in a system, the tenancy calendar drives itself: renewals surface in advance, landlords are contacted while there's still time to re-market, and tenants are approached before they start looking elsewhere. The same record holds tenancy dates, deposit, documents and the landlord relationship, so a colleague can pick it up without archaeology. For agencies running both sides, lettings also feeds sales — landlords eventually sell, and tenants eventually buy.

Getting started

We configure your sale and lettings pipelines, import listings and contacts, connect your lead sources and portals, set up commission structures, and train your agents. See the full real estate solutions or book a free consultation.

The first weeks usually deliver two visible changes. Agents stop losing viewings to scheduling gaps, because bookings, reminders and feedback live in one place; and managers can finally see which listings are underperforming while there's still time to act on the price. Lettings renewals are the third, quieter win — once tenancy dates drive reminders automatically, income you were already earning simply stops leaking. None of this requires changing how your agents sell; it removes the administrative failures that were costing deals they had already won. Agencies running both sales and lettings tend to see the biggest gain, because the two sides finally share one client record — a landlord who decides to sell, or a tenant who decides to buy, no longer arrives as a brand-new lead with no history attached.

Frequently asked questions

What is a ready property CRM?

A CRM for selling and letting completed (secondary-market) property — managing listings, buyer and tenant matching, viewings, offers, transfers, renewals and commissions.

Does it handle lettings as well as sales?

Yes. Tenancy dates, renewal reminders and landlord communication are managed alongside the sales pipeline.

Can it track viewing feedback?

Yes. Structured feedback is captured after each viewing, which is how you spot whether a listing has a price, property or presentation problem.

Can we run it with our off-plan business?

Yes. Ready property and off-plan run in one platform with shared clients, commissions and reporting.

Does it manage commissions?

Yes. Closed deals record the agents involved, their splits and payouts automatically.