A real estate CRM for Spain has a specific job. Your leads arrive as text in a portal inbox, the conversation happens on WhatsApp, half your buyers are writing to you in English, German or Dutch, and the listing you are showing on Thursday belongs to another agency. A CRM designed for a software sales team handles none of that on its own. This page sets out what the work really asks for, and how LeadWing answers each part of it.
Who this is for
Independent agents: the person who finds the buyer, shows the property, negotiates the offer and keeps the file. Most are autónomos, and many carry listings from several agencies at once, plus a few of their own.
It is not an agency back office. There is no feed that publishes your listings to the portals, no per-seat licence for an office of ten, no branch reporting. If that is what you are shopping for, the comparison further down says which category to look in. If what you need is one place holding every buyer, seller, viewing, offer and document you are carrying right now, this is the right shape of tool — the home page shows it as screens rather than prose.
What selling property in Spain asks of a CRM
Seven things come up in almost every agent’s week here:
- Portals produce the leads. Idealista, Fotocasa, Kyero and Habitaclia send an enquiry as a message, not as a record you can file.
- WhatsApp is the channel. Not email threads, not call logs — a chat that has to be answered today.
- Your buyers are often foreign. British, German, Dutch, Belgian, Scandinavian. They ask about the NIE, buying as a non-resident, and what the purchase costs on top of the price.
- You sell for more than one agency. Whose listing it is decides who holds the keys and how the commission splits.
- A viewing day is logistics. Several properties, one car, a client who may have flown in for two days.
- The paperwork starts early. Passport or NIE, the reservation contract, the arras: all of it belongs to a client, not to a folder on your laptop.
- You are a business. Whatever software you pay for is an invoice with IVA on it, and it should be worth the line.
Portal leads: from an enquiry to a client card
The work is not receiving the enquiry, it is getting it out of the portal inbox the same day. In LeadWing you paste the enquiry — from Idealista, Fotocasa, Kyero, an email or a forwarded WhatsApp — and it is read into a ready-to-save lead with the name, phone, language and budget already filled in. You correct what it got wrong and save. No retyping, so there is no excuse to leave it for later.
Do this today: file every portal enquiry as a client the moment you read it, and tag it with the portal it came from. After a month you can see which portal actually produced viewings rather than which one produced messages. The guide to managing Idealista leads walks through answering and qualifying them.
WhatsApp, and clients who don’t speak Spanish
Every client card carries a language and a nationality, and that is not decoration: it is what the follow-up is written in. Open a client and LeadWing drafts the WhatsApp message or the email for you, in that client’s language, referring to their budget, the properties they have seen and where they are in the process. You read it, change what you want, and it opens in WhatsApp for you to send.
The leads you lose are usually the quiet ones. Auto-engage watches for clients who have gone silent and surfaces them with a message already drafted, so the decision is “send or not”, never “what do I write”. The follow-up guide has the cadence and the templates behind it, in English, Spanish and German.
One pipeline across every agency you sell for
Tag each lead with the agency it came through and your whole book lives in one place, whoever owns the property. Buyers move through new, contacted, qualified, viewing and reserved; sellers have their own short flow from pending to qualified with every listing attached to them.
Because both sides sit in the same book, LeadWing can show you which of your own listings fit a buyer’s budget, property type and bedroom count — the match you would otherwise make from memory on a Sunday evening. For co-broking, the agency tag is what tells you, three weeks later, whose listing it was and whose commission you are splitting.
Viewings, offers and the paperwork that follows
Viewings go on a month calendar with a reminder before each one, a Google Calendar feed so they appear where you already look, and a one-tap WhatsApp confirmation to the client. Each property a buyer has seen is logged with photos, each offer is recorded against the asking price, and the contract, the passport or NIE and the reservation papers sit on the client’s card rather than in your downloads folder.
That is what makes the reserved stage mean something: when a client asks in March what they offered in January, the answer is on the card. Agents running several viewings a day for clients flying in are a case of their own — the Marbella and Costa del Sol page goes into that day in detail.
Spreadsheets, general CRMs and agency suites
There are three honest alternatives, and each is built for a different job. What follows is about the category, not about any one product’s price or quality.
| Category | What it is built for | What you would be adding yourself |
|---|---|---|
| Spreadsheets and note apps | A list you control completely: Excel, Google Sheets, Notes, Notion. Free, instant, and shaped however you like. | Reminders that reach you, the messages themselves, documents, and the discipline to update it after a viewing rather than a week later. |
| General sales CRMs | Repeatable B2B sales processes — HubSpot, Pipedrive and the like: deals, stages, quotas, reporting for a team. | The property side (viewings, offers against an asking price, documents), the client’s language, and anything that knows what a portal enquiry is. |
| Spanish agency suites | Running an agency: Inmovilla, Witei, Inmoweb and others are built around listing management, portal publishing and an office of several agents. | Nothing, if you are the agency. If you are one agent selling for several agencies, the book you need spans all of them rather than sitting inside one. |
LeadWing is the fourth shape: one agent, every agency they work with, built around the client rather than the listing.
What it costs, and what it doesn’t do yet
Free covers up to 3 clients, buyers and sellers together, with every feature included, no card and no time limit — enough to run a real lead through it before deciding. Pro is €29 a month or €276 a year plus IVA for unlimited clients; add your NIF at checkout and the invoice comes with it. The first 20 paying agents keep Pro at €19 a month for life, and referring another agent earns you both a free month once you are both on Pro. The pricing page has both plans side by side and what happens if you cancel.
What it doesn’t do yet
- Rentals. Sales pipelines are live today; long and short-term rentals are planned, not built.
- Portal publishing. Leads come in by paste; listings do not go out.
- Team management. Every agent’s data is isolated, which is the point — there are no shared team pipelines or per-seat roles.
Everything else is on both plans, in English or Spanish, on the web and installed on your phone’s home screen.