Custom software for real estate groups.
Off-the-shelf CRMs assume your business runs like everyone else's. Kairos builds deal management portals, client-facing tools, and workflow systems purpose-fit for how your group operates.
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What problems do real estate groups run into every day?
CRMs that don't match your deal flow
Most real estate CRMs are designed for residential agents using MLS. If you're a commercial group, development firm, or team with a specialized transaction type, you're forcing your workflow into the wrong shape.
Disconnected systems
Deal tracking in one tool. Documents in another. Communication in email. Accounting in QuickBooks. Nobody has a complete picture without pulling data from four places manually.
Client experience built on someone else's template
White-labeled portals that show your clients a generic interface, not a branded experience. Limited by what the platform allows, not by what your clients actually need.
Everything your group needs. Nothing it doesn't.
Deal management dashboard
Pipeline by property type, stage, team member, and projected close. Full status visibility at a glance.
Client-facing portal
Branded property information, document sharing, transaction status, and communication in one place.
Document workflow
Upload, review, e-signature routing, and secure storage integrated into the deal process.
Team & commission management
Track deal assignments, splits, and performance metrics across your team.
Automated deal communications
Status-triggered emails and notifications so clients and team members stay informed without manual updates.
Custom reporting
Revenue by property type, team member, and time period. The metrics your principals actually ask for.
From discovery to launch. Fixed price throughout.
Discovery
We learn how your deals actually move — your transaction types, team structure, and client touchpoints. The software is scoped around your operation, not a generic real estate template.
Build
We build your system with a fixed price and a clear timeline. You receive regular updates throughout. AI-assisted development keeps delivery fast without cutting corners on quality.
Launch
We handle data migration, team training, and go-live support. After launch, our Care plan keeps your software updated and supported as your portfolio grows.
Why do real estate CRMs stop fitting as a group grows?
Because they are built around an individual agent working a personal pipeline. Follow Up Boss, kvCORE, and the platforms in that category are good at lead response and agent-level nurture. A group with a team structure, shared listings, and a transaction coordinator has a different shape entirely.
The friction shows up in the handoffs. A lead is assigned, then reassigned, and the history is unclear. A transaction moves from under contract to closing and the checklist lives with the coordinator rather than in the system. Commission splits get calculated in a spreadsheet because the CRM assumes a split model that is not yours.
None of that stops the business from working. It just means the broker cannot answer questions about the business without asking three people, and every new agent learns the process by watching someone rather than by using a system.
What does custom real estate software usually cover?
Most builds center on the transaction rather than the lead. From accepted offer to close there is a defined sequence of dates, documents, and contingencies, and it is the part of the business with the most deadlines and the least tolerance for a missed one. A system that tracks it produces the broker visibility that the CRM does not.
Around that sits commission and split calculation tied to the actual closed transaction, a document checklist that satisfies your compliance requirements, and a client-facing view so buyers and sellers can see where things stand without calling the agent for a status update.
Lead management is the piece we most often leave alone. If the existing CRM handles lead capture and nurture well, the better build reads from it rather than replacing it.
What about compliance and document retention?
It is a real constraint and worth scoping explicitly. Brokerages carry document retention obligations that vary by state, and an audit or a license review is a bad time to discover that files are scattered across agent email accounts and personal drives.
A custom transaction system can enforce the checklist rather than suggest it: required documents identified per transaction type, missing items visible to the broker before closing, and everything retained in one place with access logging. That is usually easier to justify to a broker than any feature on the sales side.
What does it connect to?
Custom software should sit alongside the tools you already pay for, not replace them. These are the connections we build most often for real estate groups and brokerages.
Follow Up Boss or kvCORE
Keep lead capture and nurture where it works, and pull converted deals through.
MLS and IDX feeds
Listing data flows in rather than being re-typed into a second system.
DocuSign or Dotloop
Signed documents attach to the transaction record and satisfy the checklist automatically.
QuickBooks
Commission disbursements and brokerage accounting without duplicate entry.
Google Workspace
Calendars, documents, and email in the accounts agents already use daily.
Twilio
Deadline and contingency reminders by text to agents and coordinators.
How long does it take, and what does it cost?
A first build covering transaction tracking, document checklists, deadlines, and broker reporting typically ships in eight to twelve weeks once scope is defined. Commission and split calculation, client portals, and MLS integration are commonly a second phase.
The price is locked before work begins. Each feature is priced in Kairos Units during scoping and converted to a fixed total in the project agreement, so there is no hourly billing and no open-ended invoice as the build progresses.
Migration of active transactions and historical closings is part of launch, along with training for agents and coordinators separately, since they use the system very differently. The Kairos Care plan covers hosting, patching, and continued development afterward.
See how KU pricing worksFrequently asked questions
Do we have to give up Follow Up Boss or kvCORE?
No, and usually you should not. Those platforms handle lead capture and agent nurture well. The build that tends to pay off covers what happens after a lead converts: transaction tracking, document compliance, deadlines, and commission calculation, reading from the CRM rather than replacing it.
Can custom software handle our commission splits?
Yes, and it is one of the more common reasons groups build. Split structures vary by agent, by team, by cap status, and by referral arrangement, which is exactly the kind of logic a generic platform models poorly. Tying the calculation to the actual closed transaction removes the spreadsheet step and the disputes that come with it.
How does this help with broker compliance and document retention?
By making the checklist enforceable rather than advisory. Required documents are defined per transaction type, missing items are visible to the broker before closing rather than during an audit, and everything is retained in one place with access logging. Retention requirements vary by state, so the specifics get scoped against your rules.
Can clients see the status of their transaction?
That is a common second-phase addition. A client-facing view showing completed milestones, upcoming dates, and outstanding items reduces status calls to agents considerably. It is usually scoped after the internal transaction system is in daily use, since the client view depends on that data being reliable first.
How long does it take to build custom real estate software?
A first build covering transactions, document checklists, deadlines, and broker reporting typically ships in eight to twelve weeks once scope is defined. MLS integration, commission calculation, and client portals extend the timeline and are often phased in afterward.
What does it cost for a small brokerage?
It depends on scope, and the total is fixed before work starts. Features are priced in Kairos Units during discovery and locked into the project agreement, so a brokerage can weigh a real number against current software subscriptions and coordinator hours rather than against an hourly estimate that may move.
Let's build your real estate group's competitive edge.
Tell us about your deal flow and what your current tools can't do. We'll scope a system built around how your team actually works.
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