Real Estate CRM & Deal Tracker

Real estate agents live in a world of constant motion - new leads coming in, multiple listings to manage, buyers at different stages, and closings with dozens of moving parts. Without a real estate CRM that fits how agents actually work, deals slip through the cracks, follow-ups get forgotten, and potential commissions disappear.

t0ggles gives real estate agents the lead tracking and deal management they need - without expensive CRM software. See all your listings and buyers on a single board with color-coded deals, track every lead and showing, share updates through client portals, and close more deals - not manage more spreadsheets. All for $5/month with every feature included.

#The Challenge: Why Real Estate Agents Need Better Lead Management

Most CRM tools assume you work on one deal at a time with predictable timelines. Real estate agents face a different reality:

You juggle dozens of relationships simultaneously. An active agent might have ten listings, fifteen buyer prospects, and multiple deals in escrow - all at different stages. Tracking everyone in your head or scattered notes means missed opportunities.

Every lead requires personalized follow-up. Buyers have specific needs - school districts, commute times, budget constraints. Sellers have timeline pressures and pricing expectations. Generic follow-up templates feel impersonal. Personalized outreach requires knowing each client's story.

Transaction timelines are unpredictable. A hot lead can turn cold overnight. A casual inquiry can become an urgent purchase. Escrows extend, deals fall through, contingencies expire. Your system needs to adapt as fast as the market moves.

Coordination is complex. Each transaction involves lenders, inspectors, appraisers, title companies, and attorneys. Missing one deadline or failing to coordinate one party can delay or kill a deal.

#How t0ggles Helps Real Estate Agents Close More Deals

#Multi-Property Boards: All Deals In One View

This is the feature that transforms lead management for realtors. Instead of tracking each property or client in separate systems, t0ggles lets you manage multiple projects on a single board with color-coded visual separation.

Create a project for each active listing - "123 Oak Street Sale" in blue, "456 Maple Condo Listing" in green, "Smith Family Buyer Search" in purple. All tasks across all deals appear on your main board, filterable and sortable, but visually distinct.

When you start your day, you see everything at once. Which listings need showing feedback follow-ups? Which buyers need new property alerts? Which escrows have inspection deadlines today? No more flipping through separate files trying to remember what needs attention.

Need to focus on one transaction? Focus Mode filters the board to a single deal with one click. Prepare for a listing presentation without distractions from other deals.

#AI Task Creation: Capture Every Lead Immediately

Phone calls generate action items. Open house visitors leave cards. Client conversations contain buried requests. The gap between interaction and captured follow-up is where real estate deals get lost.

t0ggles' AI task creation eliminates that gap. Type naturally:

"Open house follow-up: Send 123 Oak photos to the Martinez couple, schedule second showing for Johnson family, add Wilson to buyer newsletter, call Thompson about pre-approval status"

The AI parses this into structured tasks with due dates, tags, and deal assignment. Voice memo after an open house? Drop the transcription into t0ggles and let AI sort it out.

The AI text assistant also helps write professional property descriptions, summarize showing feedback, or draft client update emails.

#Guest Users: Share Deal Progress With Clients

Buyers and sellers want visibility into their transaction without the hassle of constant phone calls. t0ggles solves this with guest users and project-specific access.

Invite clients as guests with access limited to their deal only. They see their tasks - offer submitted, inspection scheduled, appraisal complete - without seeing your other transactions. You maintain professionalism and confidentiality while giving clients the transparency they expect.

For team leads or brokerages, create shared boards where agents collaborate on listings. Each agent sees deals assigned to them while managers monitor pipeline health across the office.

#Calendar And Deadline Management For Real Estate

Real estate deadlines are contract-bound and non-negotiable. Miss a contingency deadline and the deal changes. Miss a closing deadline and everyone scrambles.

t0ggles' Calendar view shows all your deadlines across all transactions in one place. See what inspections are scheduled this week, what contingencies expire next week, and where you're double-booked for showings. Drag tasks to reschedule when plans change.

Reminders notify you before deadlines hit - not when it's too late. Set reminders for contingency expirations, follow-up calls, and document due dates.

Sync with Google Calendar to see t0ggles tasks alongside showings and appointments. Two-way sync means changes in either app stay coordinated.

#Board Automations: Streamline Your Workflow

The repetitive parts of real estate project management - updating statuses, notifying parties, tagging stages - eat into your client-facing time. Board automations handle these automatically:

• Auto-assign priority when a deal moves to "Under Contract"
• Send reminders 3 days before any contingency deadline
• Tag tasks with property address when created in that deal's project
• Update due dates when transactions move to specific stages

Set up your automations once and let t0ggles handle the administrative work while you focus on clients.

#Notes For Property Documentation And Client Details

Every real estate agent accumulates knowledge - client preferences, property details, vendor contacts, market insights. Without a system, this knowledge lives in scattered notes, emails, and your memory.

t0ggles' Notes give you unlimited documentation space organized in collapsible folders. Create a folder for each deal containing showing feedback, client must-haves, and transaction checklists. Build a "Vendors" folder with your trusted inspectors, lenders, and title companies.

Notes link to tasks, so your property documentation stays connected to the deals it describes. Rich text editing supports images, tables, and embedded files - perfect for storing listing photos, comparable analysis, and contract documents.

#Real Estate Workflows In t0ggles

#Managing Your Active Pipeline

Create a main "Real Estate Pipeline" board with projects for each active deal - listings, buyers under contract, and pending closings. Use statuses that match your workflow: Lead, Active Search, Showing, Offer Submitted, Under Contract, Inspection, Appraisal, Closing.

Start each day in List view to review your pipeline across all deals. Prioritize follow-ups, check deadlines, and identify what needs immediate attention. Switch to Kanban view during the day to move deals through your pipeline.

Custom properties track expected commission, estimated close date, and deal source. Filter by "Status = Lead" to focus on prospecting or "Status = Under Contract" to manage active escrows.

#Listing Launch System

Create a "New Listing Launch" task template with your standard process: sign listing agreement, order professional photos, write MLS description, schedule staging consultation, create marketing materials, launch MLS listing, schedule broker open, notify buyer agents.

When you win a new listing, generate tasks from the template. Each step has clear due dates relative to the target listing date. You never forget a step, and sellers experience a professional, consistent process.

Store the completed listing checklist and marketing materials in the property's folder within Notes. Future reference is instant when you renew or relist.

#Transaction Coordination

Under contract deals have dozens of coordination tasks: schedule inspection, order appraisal, title search, document review, walkthrough, closing. Each party needs different information at different times.

Task dependencies ensure correct sequencing - appraisal request happens after inspection clears, final walkthrough happens before closing. Gantt view shows the transaction timeline visually.

Invite the buyer or seller as a guest to their project. They see milestones completing without you sending manual update emails. Coordinate with your transaction coordinator by assigning specific tasks to them.

#What Real Estate Agents Need vs What t0ggles Delivers

What Realtors Need	How t0ggles Delivers
See all deals in one place	Multi-property boards with color-coded projects
Capture leads instantly	AI task creation from natural language
Share progress with clients	Guest users with deal-specific access
Never miss a deadline	Calendar view, reminders, Google Calendar sync
Track commission pipeline	Custom properties for amounts and close dates
Reduce administrative work	Board automations for repetitive tasks
Document property and client info	Notes with folders, linked to deals
Coordinate transaction parties	Task dependencies and Gantt timeline view

#Why Choose t0ggles Over Alternatives

Real estate agents have tried other CRMs. Here's how t0ggles compares:

vs Industry-Specific CRMs: Tools like Follow Up Boss or LionDesk cost $50-100/month and are built for lead generation, not transaction management. They're overkill for agents who get referrals and need deal tracking more than drip campaigns.

vs Trello: Trello's simplicity becomes limiting for agents managing multiple deals. No multi-property boards means separate boards for each listing. No native Calendar or Gantt views. No AI features. Premium pricing ($10/user) for features real estate workflows require.

vs Asana: Asana is powerful but built for teams, not individual agents. The complexity of portfolios, workspaces, and permissions is unnecessary overhead. Pricing starts at $11/user for features agents need.

vs Spreadsheets: Manual tracking works until it doesn't. No reminders, no automation, no client sharing, no mobile access. The time cost of maintaining spreadsheets exceeds the cost of proper tools.

t0ggles hits the real estate sweet spot: powerful enough to manage complex transactions professionally, simple enough to use between showings, and priced for individual agents.

#Simple, Agent-Friendly Pricing

Real estate income is commission-based and unpredictable. Your tools shouldn't add fixed overhead stress.

$5 per user per month (billed annually) includes everything:

• Unlimited boards, properties, tasks, notes, and files
• AI task creation and text assistant
• Task dependencies with Gantt view
• Calendar view with Google Calendar sync
• Board automations
• Guest users and client access control
• Custom properties for tracking any deal detail
• All integrations (Zapier, Google Calendar, GitHub, Figma)
• MCP Server for AI assistant integration
• Full reporting and analytics

For a solo agent, that's $60/year total for a complete real estate CRM. No feature tiers. No surprise charges. No "upgrade to Pro" walls.

14-day free trial - set up your pipeline board today.

#Get Started Today

Real estate is competitive enough without fighting your tools. t0ggles gives you the clarity to see every deal, the automation to reduce paperwork, and the professionalism to impress clients - without the complexity or cost of industry-specific software.

Start your free trial and close more deals this quarter.