Case study · Real estate CRM on Odoo
When the CRM adapts to the agency. Not the other way around.
A system built on Odoo to centralize properties, clients, demand, visits and operations — automating the work that normally depends on the team.
40K+
Properties managed
20+
Custom Odoo modules
Real Estate CRM
Filters
Area
Type
Price
Bedrooms
128 results
- Apartment · North district€ 248,000REF-1042 · 3 bed · 2 bath · 92 m²New
- Penthouse · City centre€ 195,000REF-2210 · 2 bed · 1 bath · 74 m²Reserved
- Villa · South district€ 410,000REF-3078 · 4 bed · 3 bath · 180 m²Active
The problem
A generic CRM stores information.
A real-estate business needs a system that understands how it works.
Generic CRM
First-contact SLA, follow-up and alerts so an opportunity is never left unattended.
Data inside · operations outside
The kinds of problems this type of system is built to remove:
How the CRM solves it
First-contact SLA
When a lead is assigned, the CRM starts tracking the first contact in business hours. It can warn before the deadline, mark the SLA as overdue and release the opportunity back to the queue if it remains unattended. Recording the first contact stops the clock.
What it centralizes
The entire operation lives in one system.
Information, people and processes that used to live scattered across tools.
Properties
Operational record of the asset
- Status
- Price
- Images
- Documents
- Availability
The property record connects data, documents, alerts, matching, visits, portals and operations from a single record.
Clients
The complete relationship with each contact
- Buyer
- Seller
- Owner
- Tenant
Each contact brings together activity, demand, calls, WhatsApp, visits and related operations.
Demand
What each buyer or tenant is looking for
- Area
- Price
- Type
- Bedrooms
- Surface
- Financing
The matching engine uses these criteria to find compatible properties automatically.
Prospects
Acquisition before the property is listed
The system tracks progress, activity and pending tasks, and helps detect acquisitions that have gone too long without moving forward.
Leads
Intake and follow-up of opportunities
Assignment, first contact, response times, activity and alerts help prevent abandoned opportunities.
Visits
The full cycle of a visit
The visit stays linked to the property, client, demand, owner, calendar, feedback and any subsequent operation.
Operations
The complete commercial closing
Each phase keeps its statuses, tasks, documents and dependencies inside the same process.
Documentation
Documents inside the workflow
Requirements, statuses, validations, signature and checklists are part of the operational process.
Communication
Conversations inside the client's context
- Calls
- Follow-up
Messages and calls stay linked to the contact and their operational context inside the CRM.
Calendar
The team's daily operation
- Tasks
- Visits
- Calls
- Reminders
Dates, owners, deadlines and Google Calendar sync keep activity connected to the CRM.
The information is not only centralized. Each part of the system understands its relationship with the others.
Automation
Work the CRM does on its own.
The system reacts to operational data, states and events to execute work automatically.
Automation engine
Signal→CRM logic→Automatic action→Result
Active
Automatic matching
Crosses demand and properties and detects matches without manual search.
Lead follow-up
The CRM tracks first contact, activity and follow-ups to detect opportunities that need attention.
Smart checklists
Requirements update as the system detects that certain steps have already been completed.
Alerts & reminders
The CRM detects deadlines, inactivity and pending tasks without relying on the team's memory.
The CRM watches the operation even when nobody is looking at the screen.
Operation sync
Relevant events keep the CRM, the calendar and the integrations involved in each process connected.
AI-assisted qualification
Conversations and calls can become contacts, demand or structured information inside the CRM.
Automation is not layered on top of the CRM. It is built into how each process works.
Matching
The CRM doesn't just store data. It uses it to find opportunities.
The matching system compares property supply with buyer and renter demand: it evaluates relevant criteria and surfaces compatible opportunities without manual searching.
It works in both directions: from a client toward compatible properties, and from a property toward likely interested parties.
Matching
Supply ↔ Demand
Demand
Purchase · Home- Area
- City centre
- Budget
- ≤ €300,000
- Type
- Apartment
- Bedrooms
- 3
- Surface
- ≥ 80 m²
Matching
DemandSupply
- Area
- Price
- Type
- Bedrooms
- Surface
Compatible properties
3Compatible criteria
- Area
- Price
- Type
- Bedrooms
- Surface
Supply ↔ DemandFinding opportunities no longer depends on someone remembering which client might fit which property.
Integrations
The CRM is part of the agency's ecosystem.
Portals, communication, scheduling and signing connected to the CRM operation.
Portals
Idealista
Property portal
- Publish
- Update
- Withdraw
The property record can manage its portal publication without manually entering the same information again.
Fotocasa
Portal + lead intake
- Publishing
- Updates
- Leads
The CRM connects property management with the portal and can bring leads received from Fotocasa into the operational workflow.
MLS
Real-estate network
- Publishing
- Synchronization
Properties can participate in the connected MLS workflow directly from the system.
CRM system
System connected
- Property updated
- Message received
- Visit synchronized
Communication
Communication
- Messages
- Context
- Follow-up
Messages remain linked to the contact and operational context so the conversation becomes part of the CRM history.
Operation
Google Calendar
Connected calendar
- Tasks
- Visits
- Calls
Tasks, visits and call-backs can stay connected with Google Calendar so the external schedule and the CRM record do not live separately.
Odoo Sign
Integrated signing
- Documents
- Signing
- Status
Signing becomes part of the document workflow, keeping the document and its status inside the CRM process.
Portals · Communication · Scheduling · SigningThe CRM does not replace the tools already used in the operation. It connects them.
Odoo engineering
Odoo as the base. The client's operation as the design.
In this project we started from Odoo's infrastructure, then adapted models, logic, automation and interface until the system worked the way the company works.
System architecture
20+Custom Odoo modulesOdoo · Python · PostgreSQL · OWL · APIs
Real-estate operation
ResultThe business process the system is designed around.
- Clients
- Properties
- Demand
- Visits
- Operations
- Documentation
Custom interface
OWLWhen the standard interface does not fit the team's work, we build dedicated surfaces for that operation.
- Dashboards
- Property detail
- Matching
- Operations
- Navigation
- Work surfaces
Automation
SystemEvents, rules and actions the system runs on its own on top of the business logic.
- Matching
- Alerts
- Follow-ups
- Checklists
- Synchronization
Event → rule → action
Business logic
PythonRules, states and validations turn the company's real process into software behaviour.
- States
- Rules
- Validations
- Assignments
- Dependencies
Data models
ModelsThe data model represents how the real-estate operation actually works.
Platform foundation
BaseStarting infrastructure in this project.
- ORM
- Users
- Permissions
- Modules
- Shared services
- PostgreSQL
The platform is an architectural decision, not a limitation.
When a platform such as Odoo provides a useful foundation, we build on top of it. When the product requires greater control, independence or a specific architecture, we design and build the system from scratch with its own architecture.
Platform-based
Odoo
- Adapted models
- Custom business logic
- Automation
- Custom UI
- Integrations
Custom system
Built from scratch
- Own architecture
- Own backend
- Own data model
- APIs / services
- Infrastructure
We don't start with the platform. We start with the operation.On Odoo when it adds value. From scratch when the system needs its own architecture.
Does your CRM not fit your operation?
You don't need to change how your company works to fit the software.
We can design the system around your processes, automations and integrations.
Related servicesCustom real-estate CRMCustom CRM and business systems