Skip to content
Book a call
Book a 30-minute call

hello@qikbuild.com Slovensky

Real estate software and property management systems

Keep listings, inquiries, tenants and client records in one system

An inquiry arrives through a listing portal, gets forwarded by email, and three days later nobody knows who called the buyer back. Property managers juggle tenant requests, contracts and repairs across spreadsheets and phones. We build systems that keep listings, inquiries, clients, units and repairs in one place and connect to the portals and CRM you already use. AI takes the repetitive parts, such as tidying listing data or sorting incoming requests.

Book a call See our work
  • Every inquiry logged, assigned and followed up
  • Listings in sync with portals and your CRM
  • Units, tenants, contracts and repairs together
  • Routine replies and reminders sent automatically

Why it works.

  • 01

    No inquiry without an owner

    Inquiries from portals, your website and the phone land in one list, get assigned to an agent and trigger a reminder if nobody replies.

    Faster replies

  • 02

    Listing data entered once

    A property’s details, photos and status live in one place and go out to your website and to the portals that accept imports, so prices and availability don’t drift apart.

    One listing record

  • 03

    Property management without phone tag

    Tenants report repairs, upload documents and see the status online. Managers assign contractors and track costs per unit.

    Tenant self-service

  • 04

    Your sales stages, not a generic pipeline

    Viewings, reservations, deposits, mortgage steps and handover follow your process, with the right documents at each stage.

    Your workflow

A repair request, from report to invoice.

Maintenance fills a property manager’s day. Most requests are simple; the system makes sure none of them get lost.

  1. Tenant reports a problem In the portal or by email, with photos
  2. The request is sorted AI reads the message, picks the category and urgency and asks for missing details
  3. Routed by your rules Emergencies go straight to the on-call contractor; routine jobs wait for approval
  4. Manager approves Contractor, cost limit and appointment confirmed
  5. Everyone kept informed Tenant and owner get status updates without anyone typing them
  6. Closed and costed Invoice and photos saved to the unit’s history
The same pattern works for buyer inquiries. Sort, route by rules, let a person decide and keep everyone informed.

What we’ve learned.

From the projects we’ve built in this area.

  • 01

    Agents won’t switch CRMs for you.

    On Mappi, a property portal in Guatemala, agents already had their own tools. Instead of asking them to move, we synced contacts, deals and follow-ups with the CRMs they used. People adopt a new system faster when it works with the tools they already have.

  • 02

    Messy listing data is a good job for AI.

    Listings arrive with missing fields, inconsistent room counts and key facts buried in the description. AI is good at filling gaps from the text, standardising fields and flagging contradictions for a person to check. On Mappi we used it to prepare listing data for search and display.

  • 03

    Check what each portal allows before you plan.

    Listing portals differ. Some accept automatic feeds or have an API, others allow only manual uploads or paid integrations. List the portals you actually use and what each one permits. It often shapes the scope more than any feature.

  • 04

    Keep people on viewings, offers and complaints.

    AI can answer “is it still available?” at 10 pm and offer a viewing slot. It shouldn’t negotiate a price, judge a tenant’s application or handle a complaint about a landlord. Draw that line before launch, not after the first awkward call.

What we can build.

  • Sales and lettings

    • Inquiries captured from portals, your website and the phone
    • Assignment, reminders and response times
    • Viewings, reservations and offers
    • Pipeline per agent and branch

  • Listings

    • One listing database with photos and documents
    • Exports to your website and listing portals
    • AI that completes and standardises listing data
    • Map search for your own website

  • Property management

    • Units, owners, tenants and contracts
    • Rent schedules and payment reminders
    • Repair requests with contractors and costs
    • Handover reports and meter readings

  • Automation and integrations

    • Sync with the CRMs your agents already use
    • Automatic replies and status updates
    • An AI voice agent for after-hours calls
    • Reports for owners and management

Spreadsheets, a real estate CRM or a custom system?

Plenty of agencies run well on an off-the-shelf real estate CRM. A custom system pays off when you combine sales with property management, run your own portal or have a process the CRM can’t follow.

Spreadsheets and emailReal estate CRMCustom system
Inquiries tracked and assigned No Yes Yes
Ready-made exports to local portals No Yes Partly
Tenants and repairs Partly Partly Yes
Your own sales stages and documents Partly Partly Yes
Your own portal or marketplace No No Yes
Cost to start None Monthly fee per agent One-off build price
Ready to use Today Days 6 weeks to 3 months
Our usual advice is to keep a real estate CRM if it covers your sales process and connect what’s missing. Build when property management, your own portal or an unusual process is the core of the business.

Projects like this.

What we’ve built for clients in this field.

  • Real estate platform

    Mappi

    Real estate marketplace and platform · Guatemala

    The problem

    The company needed better property listings and search, and a better way to store property data.

    What we built

    • Listing and property pages
    • Structured property data and search
    • Tools for managing the property marketplace
    • CRM sync and AI clean-up of listing data

    What changed: A property platform with structured listings and search, connected to the CRMs agents already use.

How the first version comes together.

A typical timeline. We confirm yours after the project workshop.

  1. Week 1

    Project workshop

    We follow one inquiry or one repair request from start to finish with your agents or managers, list the portals and tools involved and agree a fixed price.

  2. Weeks 2–3

    Properties and contacts

    Properties, clients and units imported from your spreadsheets or CRM, so every weekly demo runs on your real data.

  3. Weeks 4–7

    The first process

    Inquiry handling or repair requests, piloted with one branch or a few buildings.

  4. Launch

    Everyone moves over

    You own the code, repositories and accounts. We fix bugs for free for 3 months.

  5. Then

    Portals, AI and voice

    Portal exports, listing clean-up with AI or after-hours call handling, added where the pilot shows the need.

Our past projects reached a first version in 6 weeks to 3 months. Portal connections can add time, depending on what each portal allows.

Case studies.

Systems we’ve built that are close to this one.

  • Mappi

    Real Estate · Guatemala

    Real-estate directory for Guatemala

    Real estate directory for Guatemala market

    Read the case study

  • Shovels.ai

    Construction Intelligence · Lafayette, CA

    Charlie: Ask questions about construction data

    An AI assistant that answers questions about building permits and contractors using current database records.

    Read the case study

Further reading.

  1. AI in customer support: what to automate and what to keep human Six jobs AI can do in a support team, which requests to automate first, what to leave to people, and how to measure whether it actually helps. Read the article
  2. AI document processing for invoices, contracts and forms How AI reads invoices, contracts and forms, how rules catch its mistakes, what to leave to a person, and how to test accuracy on your own documents. Read the article
  3. AI voice agents for business calls: how they work and where they fit How an AI voice agent handles a phone call, which calls it suits, what to keep human, Slovak and GDPR questions, and how to run a first pilot. Read the article

Questions people ask.

Is this for agencies or property managers?

Both, and for companies that do both. Agencies usually start with inquiries and listings; property managers start with tenants, contracts and repairs. A first version covers one of these, and the other can follow.

Can it connect to listing portals and the tools we already use?

Where the portal or tool allows it, yes. Some portals accept automatic feeds or have an API; others need manual uploads. We check each portal, your CRM, accounting and email tools in the project workshop, before the price is fixed.

What does real estate software cost?

One process, such as inquiry handling or repair requests connected to one or two tools, usually costs €5–10k. A system with listings, clients, units and a tenant portal is typically €10–30k. Your own property portal or marketplace with many integrations starts at €30k. We fix the price after the project workshop.

How long does a first version take?

Our past projects reached a first version in 6 weeks to 3 months. We import your existing properties and contacts early, so you test with real data. Portal connections can add time, depending on what each portal allows.

Can AI answer inquiries for us?

Partly. AI can answer routine questions from the listing data, collect the buyer’s or tenant’s details, offer viewing slots and pass everything else to an agent with a summary. We don’t let it negotiate prices or decide about applicants.

Can an AI voice agent take calls after hours?

Yes. A voice agent can answer questions about listings, take repair reports, book viewings and pass urgent cases to the person on call. Callers are told they are speaking to an AI assistant, and every call ends up as a summary in your system.

How do you handle tenants’ and clients’ personal data?

Access is limited by role, so a contractor sees only the job and, if you want, an agent sees only their own clients. We agree retention periods, log access to sensitive records and host data in the EU when required. Your data protection officer or lawyer sets the rules; we build them in.

Who owns the system and the data?

You do. The code, repositories, accounts and every listing and contact in the database belong to you. We fix bugs for free for 3 months, then offer optional monthly support.

Need order in listings, inquiries or tenants?

Tell us how one inquiry or one repair request travels through your team today. In 30 minutes we’ll tell you what to fix first and roughly what it would cost.

JurajCEO, QikBuild

You leave the call with

  • What we would build first
  • A rough price range
  • Whether custom software makes sense for you
Book a 30-minute call

Or write to hello@qikbuild.com