Top 5 CRMs Used by the Best Real Estate Virtual Assistants

There are thousands of real estate professionals across the globe juggling listings, client communication, CRM management, and daily admin—all while trying to close deals and grow their business. With such a fast-paced and detail-heavy environment, finding the right support system becomes essential. Acknowledging this challenge, Vgrow, a leading provider in the virtual assistant space, thoughtfully curates expert real estate virtual assistant solutions to support brokers, agents, and property managers. These services are specifically designed to lighten the operational load and streamline repetitive yet critical tasks. But before exploring the benefits and tools that elevate real estate success, let’s take a closer look at some key insights about Vgrow.

Vgrow Real Estate Virtual Assistant Services

Vgrow has emerged as a trusted real estate support partner for agencies and brokers around the world. Established with a commitment to helping professionals grow without burning out, Vgrow has expanded into a multi-location organization offering skilled virtual assistants who specialize in the real estate domain. These assistants work as seamless extensions of your internal team, helping you stay on top of every task—whether it’s managing 10 listings or 100.

At Vgrow, we understand that a strong real estate CRM is at the heart of every successful operation. Without it, even the best assistant can struggle to stay organized. That’s why our services always emphasize CRM-centered task execution, ensuring that every client interaction, lead, and follow-up is properly logged, tracked, and closed.

One thing I’ve noticed consistently is this: the most effective virtual assistant for real estate always has a solid, user-friendly CRM within reach. Without it, even the most diligent assistant will find it difficult to catch up with follow-ups, client information, and appointments. In this article, I’ll take you through the best CRMs I’ve seen used by successful real estate VAs, why they’re important, and how they give your real estate business an edge.

Table of Contents

Why CRMs Are the Heart of Virtual Real Estate Work

Do AI Tools Replace Human Virtual Assistants?

Frequently Asked Questions (FAQs)

Key Takeaways

Why CRMs Are the Heart of Virtual Real Estate Work

Time is of the essence in real estate. And when you’re not seeing clients or showing homes, you’re probably on the phone, dealing with paperwork, or getting back to leads. A real estate virtual assistant service keeps them off your plate doing those drudges and time wasters—but it’s a quality CRM system that allows them to do it with accuracy.

Based on my experience, a CRM enables a virtual assistant to:

• Store and segment leads
• Schedule follow-ups and automate email campaigns
• Track property details and status
• Coordinate showings and document updates

As of 2023, 91% of agents utilize a CRM, and 72% report it saves them a great deal of time, according to a National Association of Realtors survey. But only as good as the individual who is utilizing it is the CRM. That is where a virtual assistant for realtors with training on real estate tools can step in.

1. Follow Up Boss: Built for Agents Who Hate Complex CRMs

Follow Up Boss is one of my go-to recommendations for clients looking to hire a real estate virtual assistant team. It doesn’t attempt to do it all. Rather, it does a few things extremely well: contact management, automated follow-ups, and lead routing.

Why VAs love it:

• Clean, simple interface
• Easy to import leads from Zillow, Realtor.com, and Facebook ads
• Automated drip campaigns
• Built-in dialer and texting

I had a Florida client who engaged our virtual real estate assistant staff to handle follow-ups from their open house weekends. In a week of implementing Follow Up Boss, our VA had re-connected 40% of old cold leads, scheduling 9 showings. That’s the strength of combining smart tools with smart people.

2. LionDesk: The Flexible Powerhouse

LionDesk is another strong choice that many property management virtual assistant teams rely on, particularly those handling both sales and rentals. It has multi-channel outreach and video messaging, which makes client contact more human-like—something automation still can’t quite do yet.

Key features:

• Video emails and texts
• Built-in task management
• Text-to-sell feature for listings
• Lead scoring

AI does come in here, assisting with predictive lead scoring and email routing. But the ultimate follow-up? That should be handled by a human. We have a real estate company out of Texas who implemented LionDesk with one of our assistants to handle landlord-tenant communication. The assistant worked with 300+ contacts, automating simple questions and tagging issues for escalation. No lost texts. No angry tenants.

3. Wise Agent: Designed for Solo Agents and Small Teams

Wise Agent is not the most glamorous CRM, but it’s usually the first one realtors implement when they bring on a real estate virtual assistant. It has a low-cost entry point with lots of features crammed in.

Virtual assistant benefits:

• Transaction management built-in
• Lead capture from websites and social media
• Marketing automation tools
• Customizable contact tags and notes

For independent agents, the ease of use and affordability of the CRM make it a natural fit. Our real estate virtual assistant service team assisted a California agent in automating her birthday reminders, listing updates, and closing gift reminders via Wise Agent. All while she concentrated on acquiring more listings.

4. kvCORE: Big Features for Teams and Brokerages

kvCORE is the Swiss Army knife of real estate CRMs. It’s pricey, but it has everything an expanding team or brokerage requires. It’s particularly favored by brokerages that require scalable systems and analytics. If your virtual assistant services for real estate involve handling multiple agents or lead pipelines, kvCORE gets the job done.

What sets it apart:

• Behavioral automation (texts based on client activity)
• Smart CRM segmentation
• IDX integration
• Open house sign-in tools

Our client, a New York-based mid-sized brokerage, hired three of our virtual real estate assistants to assist with kvCORE. They split leads, reactivated dormant ones using behavioral automation, and cultivated inbound traffic. The outcome? 33% boost in qualified buyer leads in two months.

5. Zoho CRM: The Customization King

Zoho may not be designed specifically for real estate, but its high level of customization makes it a hidden gem for those who desire customized workflows. It’s particularly valuable when a VA has to handle both real estate and related services such as lending or home inspections.

Why power users (and VAs) love it:

• Advanced automation workflows
• Custom dashboards and fields
• CRM + email + helpdesk in one
• Budget-friendly for expanding teams

One of our customers implemented Zoho CRM in combination with our real estate virtual assistant to create a tailored workflow tracking leads, property inspections, and readiness of buyers. It took two weeks to configure—but saved them 12+ hours of their time each week thereafter.

Do AI Tools Replace Human Virtual Assistants?

It’s a good question. There are AI-based CRMs these days, and automated chatbots and smart campaigns can do a lot of the grunt work. But they don’t have one thing: judgment.

AI can:

• Score leads on activity
• Send automated follow-ups
• Predict best contact times

But humans can:

• Tone based on the mood of the lead
• Deal with objections in a sympathetic way
• Establish relationships over time

That’s why our clients prefer to hire a real estate virtual assistant rather than going completely automation. Our take is that AI is a support tool, not a substitute. Our VAs are trained to work together with tech, not against it.

Frequently Asked Questions (FAQs)

1. What is the best CRM if I am new to real estate?

Wise Agent or Follow Up Boss are best for newcomers because they are easy to use and affordable.

2. Can a virtual real estate assistant work on more than one CRMs?

Yes, well-trained real estate VAs can work on numerous platforms and jump between CRMs as per your business requirements.

3. Is it safe to grant access to my CRM to my VA?

Yes, provided you make use of role-based access, non-disclosure agreements, and effective onboarding.

Key Takeaways

CRMs are crucial tools for any real estate firm, but combining them with the right virtual assistant pushes your productivity level to the next. You’re either an independent agent or you have a full brokerage—there’s a CRM for your workflow—and a VA to guide you through the best use of it.

Here are three takeaways to keep in mind:

• Smart Tools Require Smart People: A CRM by itself won’t make your business grow. A virtual assistant who knows how to work it will.
• Make the CRM Fit Your Scale: Solo agents might like Wise Agent or Follow Up Boss, but brokerages live and die on kvCORE.
• Automation is Support, Not Strategy: AI tools assist with speed, but relationships require that human touch.

If you have experimented with any of these CRMs or would like to know how a virtual assistant can be integrated into your company, we’d like to know your thoughts in the comments. To keep updated on customer support tips and tactics, don’t forget to visit our social media channels as well: Facebook, Instagram, and LinkedIn. Join the conversation and connect!

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