CRM Alternatives for Property Developers: What to Compare
If you are already using a CRM and looking at alternatives, you are probably running into one of a few common problems: the system was not built for unit-based inventory, pricing does not scale well with your project size, or agency partners are hard to bring on board properly. This article sets out how to compare alternatives properly rather than just switching to another generic tool.
Why developers switch CRMs
The most common reason developers look for an alternative is that their current system was built for a different kind of sales process, usually B2B software sales or resale real estate, and does not handle unit inventory, reservations or payment plans natively. The second most common reason is pricing: per-seat models become expensive as agency networks grow, with cost rising faster than the value delivered.
A third reason is that the original CRM lacks real-time integration with the developer's public-facing website, so availability shown to buyers online does not match what the sales team sees internally, creating awkward moments when a buyer enquires about a unit that is already gone.
Framework for comparing alternatives
Rather than comparing feature lists line by line, score each alternative against the handful of things that actually determine whether it will work for your business.
- Does it treat units as first-class objects with live availability, not just custom fields on a generic deal?
- Does pricing scale with units sold rather than penalising you for adding agency users?
- Can it support agency collaboration with proper permissions, not just a shared spreadsheet?
- Does it include tools for presenting the project, or do you need separate software for that?
- How much support is included for onboarding a new project or migrating existing data?
Migration considerations
Switching CRMs mid-project is disruptive, so most developers time a switch to coincide with a new project launch or the start of a new sales phase. Before committing, ask the new vendor how data migration works in practice, including whether historical lead and deal data can be imported, and how long a typical migration takes.
It is also worth testing how quickly the new system can get a single project fully live, including units, pricing, documents and presentation materials, before deciding to migrate everything else.
Where Prompto fits as an alternative
Prompto was built specifically around residential development sales, covering units, availability, leads, deals, documents and agency collaboration as core functionality rather than bolt-ons. Pricing is per unit per year rather than per seat, at 35 EUR for the marketing pack or 75 EUR for the sales and marketing pack, which tends to compare favourably once agency partners are factored into per-seat alternatives.
Developers already using Prompto's Marketplace for leads also benefit from leads flowing directly into the same CRM, which removes the manual step of re-entering enquiries from a separate lead source.
Questions to ask before switching
Before you commit to any alternative, get specifics rather than general assurances.
- Can you demonstrate the system with our actual unit types and floor plans before we sign?
- What is the realistic timeline to go live on a current project?
- What happens to our data if we need to leave in future?
- Is there a trial period or a reduced-commitment way to start?
Making the decision
The right alternative is the one that fits how your sales team actually works day to day, not the one with the longest feature list. Shortlist two or three options, run a live demo against your real project data for each, and compare the all-in first-year cost rather than just the headline licence fee before making a final call.
Frequently asked questions
What is the main reason developers look for CRM alternatives?
Most commonly it is because their current CRM was not built for unit-based inventory and reservation tracking, or because per-seat pricing becomes expensive once agency partners are added.
Is it disruptive to switch CRM mid-project?
It can be, which is why most developers time a switch to a new project launch or the start of a new sales phase rather than migrating mid-sale.
Can historical lead data be migrated to a new CRM?
Most platforms support some level of data import, but it is worth asking any vendor directly what can be migrated and how long it typically takes before committing.
How does Prompto compare on pricing to per-seat CRMs?
Prompto prices per unit per year rather than per seat, which tends to be more predictable once you factor in agency partners that per-seat models would charge for individually.