9 Vital Questions to Ask Before Upgrading Your Real Estate CRM System

SmallBizCRM Staff – April 4th 2024



In real estate, where every lead counts and every client interaction matters, having an effective Customer Relationship Management (CRM) system is crucial. Your CRM is the backbone of your operations, helping you manage contacts, streamline communications, and ultimately drive sales. However, as technology evolves and market demands change, it’s essential for real estate professionals to regularly evaluate and upgrade their CRM systems to stay ahead of the curve.

But before you dive headfirst into an upgrade, there are several important questions you need to ask to ensure you’re making the right decision for your business. Let’s uncover these questions and explore why they’re vital for upgrading your real estate CRM:

  1. What new features and functionalities will the upgrade offer? Before committing to an upgrade, it’s crucial to understand exactly what enhancements the new version of your CRM will bring. Whether it’s advanced lead management capabilities, improved analytics, or better integration with other tools, knowing the specific benefits of the upgrade will help you gauge its potential impact on your business.
  2. How will the upgrade improve efficiency and productivity? The primary goal of upgrading your CRM is to make your workflows more efficient and your team more productive. Ask how the new features will streamline your processes, automate tasks, and ultimately save you time and resources. A CRM upgrade should empower your team to accomplish more in less time, so be sure to assess its potential impact on productivity.
  3. Will the upgrade offer better customization and scalability? Every real estate business is unique, with its own specific needs and requirements. Ensure that the upgraded CRM system can be customized to align with your workflows and adapt to your changing needs over time. Scalability is also crucial, especially if you’re anticipating growth in the future. Your CRM should be able to grow with your business without requiring a complete overhaul.
  4. How seamless is the migration process from the current system to the upgraded one? Transitioning from one CRM system to another can be a complex and challenging process. Ask about the migration process and ensure that it’s smooth, with minimal disruption to your daily operations. Look for vendors who offer comprehensive support and guidance throughout the migration process to mitigate any potential issues.
  5. What level of training and support is provided for the new system? Even the most advanced CRM systems are only effective if your team knows how to use them properly. Inquire about the training and support options available for the upgraded CRM, including documentation, online tutorials, and live training sessions. A vendor who invests in your team’s success by providing ample training and support is worth considering.
  6. How secure is the upgraded CRM system? With the increasing threat of cyber attacks and data breaches, security should be a top priority when upgrading your CRM system. Ask about the security measures implemented in the upgraded version, such as encryption, access controls, and regular security updates. Ensure that your clients’ sensitive information will be protected against unauthorized access.
  7. What is the total cost of ownership for the upgraded CRM? While the initial cost of the upgrade is important, it’s equally crucial to consider the long-term expenses associated with owning and maintaining the new CRM system. Inquire about any ongoing subscription fees, maintenance costs, and potential additional expenses such as customization or integrations. Calculate the total cost of ownership to determine the true value of the upgrade.
  8. Can the upgraded CRM system integrate with other tools and platforms? In today’s interconnected digital landscape, seamless integration with other tools and platforms is essential for maximizing efficiency and productivity. Ask whether the upgraded CRM system can integrate with your existing tools such as email marketing platforms, accounting software, and property listing websites. A well-integrated ecosystem of tools will streamline your workflows and enhance collaboration.
  9. What feedback have other real estate professionals provided about the upgraded CRM? Finally, don’t just take the vendor’s word for it – seek feedback from other real estate professionals who have already upgraded their CRM systems. Look for reviews, testimonials, and case studies to gauge the experiences of other users. Pay attention to both the positive and negative feedback to make an informed decision about the upgrade.

Upgrading your real estate CRM system is a significant decision that requires careful consideration and planning. By asking these nine vital questions, you can uncover the key details about the upgrade and make an informed decision that aligns with the needs and goals of your business. Remember, your CRM is not just a tool – it’s the foundation of your success in the competitive world of real estate.

Highly Recommended CRMs


Capsule CRM, Numerous CRM platforms exist, with some tailored for real estate. However, niche options may sacrifice crucial features. Versatile CRMs like Capsule offer customization for specialized processes while providing growth-driving features and integrations applicable across various industries, offering valuable inspiration beyond real estate.  Try for Free



OnePageCRM stands out for realtors with its user-friendly design and emphasis on sales and client management. Its intuitive interface simplifies lead tracking, contact management, and communication. Featuring deal tracking, task automation, and email integration, it boosts productivity and ensures no opportunity is missed, offering realtors organized CRM solutions. Experience it for free today.



Ideal for real estateLess Annoying CRM offers a user-friendly interface and customizable features, streamlining lead management, client communication, and task tracking. Its affordability and flexibility suit agents of all levels, fostering productivity and relationship-building, vital in the competitive real estate industry. Simplify workflows, and close deals efficiently. Try for Free.



Discover the seamless solution for real estate with, Bigin by Zoho CRM for Real Estate. Tailored specifically for your industry, it’s intuitive and easily customizable. Perfect for smaller teams, it streamlines your workflow, leaving you free to focus on sales. Experience the difference with Bigin’s ready-to-use template. Try for Free.