Real Estate Agent Software: Save Time & Close Deals

It’s 7 pm on a Saturday, and you’ve just wrapped up your last open home. But instead of heading out, you’ve got agency agreements to chase, contract details to re-enter into another system and a vendor waiting on an update. Sound familiar?

Taking a single listing from appraisal to settlement usually means switching between CRMs, listing portals, e-signature tools, marketing software and data providers. This can take hours of admin, which is time you could be spending building relationships and closing deals.

It doesn’t have to be this hard. The right real estate workflow software changes the game, streamlining your tasks into a single, connected process. It’s not about replacing what you do but making every step easier.

In this article, we’ll explore why manual workflows slow agencies down, which tasks are ripe for streamlining, the real benefits of a connected workflow and how agencies are already seeing measurable results.

Why Manual Workflows Slow Down Agencies 

Before we talk solutions, let’s be honest about the problem. Apart from just wasting time, manual workflows create inefficiencies that affect every part of your business. 

The Hidden Cost of Platform-Hopping 

Your current process might involve using one tool for prospecting, another for proposals, a third for contracts, a fourth for auctions and yet another for deposit collection. Each time you move between platforms, you’re re-entering data, reformatting information and hoping nothing gets lost in translation.

According to industry research, 70% of first-version agency agreements contain errors, often because details were manually transferred between systems. Each error means more back-and-forth and more risk to your compliance standing. 

The Compliance Bottleneck 

Every state has different requirements for agency agreements, contracts of sale and disclosure documents. When you’re managing these manually across multiple platforms, staying compliant becomes a constant source of stress. One missed update to a template, one overlooked signature field and you’re potentially exposed. 

For principals, this creates major management headaches. Without visibility into what each agent is doing, it’s difficult to ensure consistency across the office. 

The Saturday Night Signature Chase 

One of the most frustrating aspects of manual workflows is the time spent chasing signatures. Driving across town to get documents signed, waiting for scanned copies to come through, coordinating between buyers, sellers and solicitors: it all adds up.

Monique Layoun, Partner at McGrath Blacktown, says that before streamlining her workflow, she’d be driving around until 8 o’clock at night, going to visit purchasers or owners to get deals sorted.

“I remember having to make sure the contracts were identical, put them in the envelopes, take them to Australia Post, do all the letters for the solicitors, and that could take you all day to do a few exchanges,” she says. 

Tasks that real estate agent software can streamline

Not every task needs to be revolutionised. But certain parts of the real estate workflow are especially well-suited to streamlining, where small changes can save significant amounts of time. 

Prospecting and property market updates 

Traditional prospecting (letterbox drops, generic mail-outs, cold calls to people who don’t remember you) is time-intensive and increasingly ineffective. 

With digital prospecting tools, you can create personalised property market updates that automatically pull comparable sales data, so each communication is relevant to the specific property owner.

Agents using digital Market Updates through platforms like Realtair report converting up to 1 in 10 recipients into appraisal requests. This kind of conversion rate is much harder to achieve with traditional methods.

Proposal creation and appraisals 

Creating a professional, data-driven proposal used to take hours of research, formatting and design work. With a streamlined workflow, you can build customised digital proposals in as little as 10 minutes by automatically pulling property data from sources like CoreLogic, PropTrack and Pricefinder.

The best part is that you’re notified in real time when prospects open your documents, so you know exactly when to follow up.

Document signing and contract management 

The shift from physical to digital signing is where many agents see the most dramatic time savings. Instead of coordinating in-person meetings or waiting for scanned documents, contracts can be sent, signed and returned in minutes from anywhere. 

When your signing platform is connected to your proposals and sales management, contract details auto-populate. No more re-entering vendor information, no more transcription errors. 

Auction and sales management 

Whether you’re running live auctions, hybrid online/in-person events or private treaty campaigns, a streamlined platform keeps all buyer registrations, bids and offers in one place. Everyone stays informed without you playing phone tag on Saturday evening.

Deposit collection

The traditional deposit process (waiting for bank cheques, coordinating transfers, manually matching payments to transactions) is a notorious time sink. Digital deposit collection lets you send a payment request immediately after going unconditional, with funds going straight to your trust account.

Streamlining opportunities at a glance

The real benefits of streamlined workflows

Streamlining isn’t just about saving time, although that’s certainly part of it. Effective real estate workflow management offers benefits that compound across your entire organisation.  

More time for what actually matters

Every hour you’re not spending on admin is an hour you can spend prospecting, meeting with vendors or negotiating deals. According to Realtair’s data, agents using an end-to-end platform save an average of 11 hours per listing. That’s more than a full working day returned to revenue-generating activities.

Reduced stress and fewer errors 

When information flows automatically from proposal to agency agreement to contract of sale, there’s less chance for human error. Details don’t get lost, fields don’t get skipped and you’re not lying awake wondering if you forgot something. 

For operations managers and principals, this means fewer fires to fight and more confidence that the team is following consistent processes. 

Faster settlements 

In real estate, time kills deals. A streamlined workflow removes the friction that causes delays. There’s no more waiting for signatures, chasing missing information and coordinating between parties. When everything is connected, you can move from offer acceptance to exchange in a fraction of the traditional time. 

Better visibility for principals 

For agency principals, a unified platform offers much more visibility than fragmented tools are capable of. You can see where every listing sits in the pipeline, track agent activity and identify bottlenecks before they become problems. 

“Realtair has changed the way I run my business. I now have full visibility on the pipeline of listings and can manage performance and future business with a more data-driven approach.” 

— Kon Stathopoulos, Principal and Owner, McGrath West, Northwest & Hawkesbury 

Compliance support built-in

With a streamlined workflow, state-specific contracts update automatically, digital audit trails accompany every action and reminders and alerts help agents stay on top of each step. Compliance is easier and it’s less likely you’ll accidentally get something wrong.

Success story: The ROI of streamlining 

Let’s look at a real example of what streamlining can achieve. 

Manor Real Estate is a Sydney agency managing over 800 sales annually, equating to more than $1.345 billion in property in the last year alone. With that volume, inefficiency is costly. 

Ellie Lane, Operations Manager at Manor Real Estate, calculated the impact of their streamlined workflow: 

“With Realtair, our team can now exchange all contracts within an hour on Monday. They did 702 sales last year. Without Realtair, they would have spent 234 hours just on exchanging contracts every year. That’s 5.85 hours a week. Now they can do that in an hour.”

This amounts to nearly six working weeks returned to revenue-generating activities. For a team of high-performing agents, the impact on GCI is substantial.

The transformation in practice 

Monique Layoun at McGrath Blacktown describes a similar transformation. Before streamlining her workflow, contract processing could consume an entire day. Post-implementation, the situation had changed radically.  

“A couple of minutes, and it’s already in their inbox. Now I can be out at dinner, doing a deal on my laptop or my iPad.” 

The shift wasn’t just about speed, it was about flexibility. When one of Monique’s vendors lived in Malta, what would have been a logistical nightmare became simple. Documents were sent electronically, signed remotely and returned in seconds. No international couriers, no timezone coordination and no weeks of delays. 

How Realtair’s real estate sales platform streamlines your workflow 

Realtair is an end-to-end real estate sales platform trusted by over 9,000 agents across Australia. It’s designed to reduce the number of tools you need, provide a clear process from prospecting to settlement and support compliance so you don’t need to switch between multiple platforms. 

Three products, one connected workflow 

Realtair Pitch handles prospecting and proposals. You can create digital Market Updates, personalised introductions and data-driven appraisals customised to your brand and automatically populated with relevant property data.
 

Realtair Sign manages document signing. Agency agreements, contracts of sale and any other document are all signed digitally, with state-specific templates that help you stay compliant. Details flow through automatically from your proposals, so you don’t have to re-enter information.
 

Realtair Sell covers sales and auctions. Four methods of sale (live auction, online/hybrid auction, private treaty, and timed sales) are all managed from one platform. Buyer registrations, offers, negotiations and deposit collection are all connected.

Key features that make the difference 

• Real-time notifications: Know instantly when prospects open your documents so you can follow up at the right moment. 

• CRM integration: Connects with AgentBox, Rex and VaultRE to keep your data in sync. 

• Property data integration: Pulls comparable sales automatically from CoreLogic, PropTrack and Pricefinder. 

• State-specific contracts: Templates are updated to reflect current requirements, reducing compliance risk. 

• Digital audit trail: Every action is tracked automatically for compliance purposes. 

• One dashboard: Track all your listings and their status in a single view.

Frequently asked questions 

Does real estate agent software fully automate my workflow? 

No, and that’s intentional. Realtair is designed to make your tasks easier and faster, not to replace your expertise and judgment. You’re still in control of every decision; the platform simply removes the friction and repetitive admin that slows you down. 

How long does it take to set up real estate agent software like Realtair? 

Access to Realtair is provided within 48 hours of signing up. From there, you’ll have self-guided materials to get started immediately, plus dedicated support from the Customer Success team to work through any questions during onboarding. 

Does it integrate with my existing CRM? 

Realtair integrates with major Australian CRMs including AgentBox, Rex and VaultRE. The integration syncs your contact data so you’re not duplicating entry. Check the integrations page for the full list. 

What about training for my team? 

Realtair offers complimentary training as part of onboarding, plus on-demand webinars and resources for ongoing learning. For teams that prefer it, additional paid training sessions are available through your Customer Success Manager. 

How much does it cost? 

Realtair works on a per-agent monthly subscription of $189 inc GST. This includes all features, unlimited listing campaigns, six-day customer support and free access for associates and administrators. See the pricing page for full details. 

Is my data secure? 

Realtair holds ISO 27001 cybersecurity certification and uses multiple layers of encryption (AES-256 at rest, TLS 1.2/RSA 2048-bit in transit). The platform is hosted on AWS’s audited infrastructure with regular penetration testing. Full details are available on the security page. 

Take back your time 

The most successful agents are working more effectively, not necessarily putting in longer hours. By streamlining your workflow, you can: 

• Save up to 11 hours per listing on admin tasks 

• Reduce errors and compliance risks with connected data 

• Close deals faster with digital signing and instant deposit collection 

• Gain visibility across your entire pipeline 

• Focus on what you do best: building relationships and selling property. 

The agencies seeing the best results in today’s market aren’t just adopting technology for its own sake. They’re strategically streamlining their workflows to do more with less friction, less duplication and less time lost to admin.

The right real estate workflow software saves hours and transforms how your agency operates.