Property record structure
Every property is its own record: type, rooms, size, district, price, status and owner, with photos and documents attached.
Regions
Bitrix24 in Ankara
Most of our Ankara clients are in real estate. What makes the sector different is that it runs two ways at once: you manage buyers and sellers, demand and inventory, at the same time.
At a glance
- Property record structure
- Requirement-to-property matching
- Listing portal integration
- Viewing tracking
- Commission and ownership
Typical problems in agencies and portfolio managers
In real estate the loss usually comes not from failing to find customers but from failing to manage what you already hold:
- Inventory in spreadsheets and buyer requirements on an agent's phone
- Showing buyers properties that do not fit, wasting everyone's time
- Two agents marketing the same property to different buyers
- Calls from listing portals never being recorded
- Listings for sold or let properties staying live for days
- Commission splits becoming a dispute after the fact
- Contracts, title deeds and valuation documents scattered around
Scope of Ankara implementations
What we add on top of a standard CRM build for real estate:
Requirement-to-property matching
Buyer budget, district and feature criteria are recorded, and matching properties surface automatically for the agent.
Listing portal integration
Portal enquiries land in the CRM, so how many viewings and sales each portal produced can be measured.
Viewing tracking
Appointments, attendance and feedback are recorded, making it visible how often a property was shown and why it was rejected.
Commission and ownership
Who sourced the property, who brought the buyer and the split ratio are defined on the record, and entitlement is calculated automatically.
Contract and document management
Agency agreements, valuations and title documents attach to the record, with reminders before fixed-term agreements expire.
Matching demand to inventory
In agencies most time is lost to bad matches. An agent takes a buyer to three properties that do not really fit and both sides are worn out. The buyer's criteria were already discussed in the first conversation; the problem is that they were never recorded. Once budget, district, room count and floor are captured as structured fields, the system surfaces matching properties by itself. When a new property is added, waiting buyers who match are listed, so it is clear who to show it to on the day it arrives.
- Buyer criteria held in structured fields
- Matching waiting buyers listed when a new property is added
- Shown and rejected properties recorded so they are not shown twice
- Rejection reasons captured and criteria updated
Which listing portal actually produces sales?
Real estate firms spend serious budget on listing portals, yet most do not know which one actually produces business; all they have is the view count the portal itself reports. Once calls and form enquiries come into the CRM with their source, the picture becomes clear: enquiries, viewings and sales per portal can all be measured. More often than not, the portal that produces the most views is not the one that produces the most sales.
- Enquiries, viewings and sales per portal
- Cost per sale rather than cost per listing
- An automatic task to take down the listing once sold
- Which portal performs better for which property type
Ending the commission argument up front
In multi-agent offices the most common internal problem is the commission split. One agent sourced the property, another found the buyer, a third closed the deal. If those roles are not defined on the record, the split becomes an argument every time. When the listing owner, the buyer's agent and the closer are held as separate fields, entitlement is calculated automatically and nobody can make a retrospective claim.
- Listing owner, buyer's agent and closer in separate fields
- Split ratios predefined by office policy
- Entitlement calculated automatically when a sale closes
- Agents see their own entitlement on their own screen
Property statuses and what they mean
Consistent status definitions across the office are the precondition for meaningful reporting.
| Status | What it means | What the system does |
|---|---|---|
| New listing | Record created, agency agreement pending | Agreement task created |
| Live | Active on listing portals | Matching waiting buyers listed |
| In viewing | At least one viewing has taken place | Feedback record requested |
| Under option | Buyer has made a preliminary agreement | Other viewings locked |
| Sold / Let | Transaction completed | Take-down task and entitlement calculation |
| Inactive | Owner withdrew or the agreement expired | Re-engagement reminder created |
How would this work in your process?
In a free 30-minute call we listen to your workflow and map out how this would run in your company.
How we work in Ankara
In real estate we settle the property structure first; the customer side is built on top of it.
- 01
Defining the property structure
Property types, required fields and status definitions are agreed. Reporting quality depends on this decision.
- 02
Migrating the existing portfolio
Spreadsheet records are imported with field mapping and duplicates are cleaned.
- 03
Demand pipeline and matching
Buyer criteria, the viewing flow and automatic matching rules are built.
- 04
Portals and commission setup
Listing portal connections and commission split rules are defined, followed by team training.
What you end up with
- A structured property inventory with photos and documents
- Automatic demand-to-property matching on buyer criteria
- Viewing appointment and feedback flow
- Sales and cost reporting per listing portal
- Commission split rules and automatic entitlement calculation
- Agency agreement and document management with expiry reminders
- Recorded training for the agent team
Features
Related features
The modules we most often roll out alongside this one; they reinforce each other in the same setup.
Lead Management
Collecting leads is the easy part. Responding quickly, assigning correctly and following up consistently is where deals are won. We build Bitrix24 around those three things.
Sales Pipeline
When the pipeline is unclear, nobody knows which deals are moving and which are stuck. We design your stages around your real sales process and make the next step visible on every card.
Calendar & Booking
Scheduling shouldn't cost you a day of phone calls. We set up a booking flow where clients choose the service, the specialist and the time; and every booking lands in the CRM with its record.
Document Management
When files live on desktops, in email threads and in personal cloud accounts, nobody knows which version is current. We put your entire document structure on one drive with clear permissions.
Other cities
Istanbul
Most of our Istanbul clients are in health tourism. What sets the city apart is volume: hundreds of leads a day, shift-based consultant teams and the most expensive advertising competition in Turkey.
Antalya
Most of our work in Antalya is health tourism and hospitality. Both share the same pattern: inbound demand from abroad, in several languages, mostly over WhatsApp.
Izmir
Health tourism dominates our work in Izmir too. What differs from Istanbul is scale: fewer leads, but a longer and deeper evaluation process per patient.
Frequently Asked Questions
Can you integrate with listing portals?
It depends on what the portal offers. Where a portal exposes an API, a two-way connection can be built; where it does not, we bring enquiries in through email and calls with a source tag. In the second case publishing stays manual, but you can still measure which portal produces sales.
We want agents not to see each other's listings. Is that possible?
It is, though in real estate we usually advise against it: if listings are not shared, the matching advantage disappears. The common solution is to keep listings visible to everyone while protecting ownership and commission rights on the record. If you still want a closed model, the permission matrix supports it.
We sell new-build projects. Does the portfolio model suit us?
Project sales work differently: instead of individual listings you need block and unit inventory, option management and payment plans. We cover that on our construction and real estate solution page and build it accordingly. If you run both project sales and resale listings, the two can be set up as separate pipelines in one portal.
Can we track lettings as well?
Yes. Lettings are built as a separate pipeline; contract start and end dates are recorded and a reminder fires when renewal is due. Rent review periods and collection tracking can run on the same record.
Let's configure this around your business
Book a free intro call and we'll walk through your process and show which settings fit you.