Real estate CRM template for Singapore agents: buyers, sellers and tenants, each with a next step

Most agents' client list lives in WhatsApp, a portal inbox and a notebook. The buyer you showed a unit to is still waiting for a call, because nobody wrote down when to ring. This sheet keeps every client on one row with the day you'll follow up, and keeps your listings and viewings beside them.

Copy it, print it, or download the Excel or Word file. It opens in Google Sheets too.

Tab 1: Clients

Tab 2: Listings

Tab 3: Viewings log

Today

• Call-backs due today or overdue: [count]
• Viewings this week: [count]
• Active listings: [count]

Buyers and sellers move through different steps, so each type gets its own stage list. Move a client only when the line is true.

Buyers and tenants:

• New enquiry: they've asked about a unit or a search, and you haven't spoken yet.
• Needs agreed: you know the budget, the area, the timing and who decides.
• Viewing booked: a date and time are in both calendars.
• Viewed: they've seen at least one unit, and you've logged what they said.
• Offer made: they've put a price in writing.
• Closed: the deal is done.
• Lost: they bought or rented elsewhere, or went quiet for 30 days. Write down why.

Sellers and landlords:

• New enquiry: they've asked what their place is worth, or how you'd market it.
• Valuation done: you've shown them recent prices and your suggested asking.
• Listing signed: they've agreed to list with you.
• Viewings running: the unit is being shown.
• Offer received: a buyer or tenant has put a price in writing.
• Closed: the deal is done.
• Lost: they listed with someone else or pulled out. Write down why.

Start with the people who might move in the next six months, not every number in your phone.

1. Add your active listings to Tab 2.
2. Add every buyer, seller, tenant and landlord you've spoken to this quarter to Tab 1, with their type and stage.
3. Give every open client a follow-up date. Anyone who's viewed a unit gets one within two days.
4. Copy the last two weeks of viewings into Tab 3, one row each, with whatever feedback you remember.
5. Fill in OK to message for anyone you'll send new listings to.
6. Call the rows marked Due before you open the portals.

The client's interest is highest in the hour after they walk out, and that's when most agents are driving to the next appointment. Log it straight away.

A buyer who hears back the next day with two similar units feels looked after. One who hears nothing for a week has usually viewed with someone else.

A made-up Monday, 2 November, for an agent with three listings and eight active clients.

What the sheet tells the agent:

• 4 call-backs due: the Gohs, Mr Ong, Mdm Lee and Kumar.
• The Gohs are the urgent one. They viewed on Saturday, liked the layout and worried about the west sun, so the call comes with two east-facing units.
• Mdm Lee has gone nine days since her valuation. If she isn't ready, she gets a new date, not a gap.
• Wei Jie is Lost, with the reason written down and a note to check back next year.

A spreadsheet works for one agent with a handful of listings. It starts to slip when viewings stack up and the log waits for days, or when a co-broke partner needs to see the same client.

Then bring the sheet into Palby CRM rather than retyping it: up to 2,000 rows come in with your columns matched, and one tap undoes the whole import if it went wrong. A new pipeline can start from the property stage set, the "Next activity due" view shows the day's call-backs, and each client's WhatsApp chats sit on their record beside your viewing notes.