Industries · Real estate brokerages
No lead lefton an agent's phone.
We build brokerage systems that route every portal, WhatsApp and website lead to the right agent, keep listings and viewings in one place, and follow each deal from offer to transfer and commission.
- Lead routing
- Listings & permits
- Viewings
- Offers & deal progression
- Commission splits
- Landlord & seller reporting
- Agent performance
- Management dashboard
01Where brokerages lose deals
The lead came in. Then it went home with the agent.
Brokerages spend heavily to generate enquiries — and then let the most valuable data in the business live in individual agents' phones and spreadsheets.
01Portal leads sit in an inbox until someone claims them
What happens
Enquiries from listing portals, WhatsApp, Instagram and the website arrive in shared inboxes and personal phones. Agents cherry-pick, and evening and weekend leads wait.
What it costs
Buyers and tenants who enquire with several brokerages go with whoever calls first — and the brokerage never knows how many it lost.
With one system
Every lead lands in one queue, is routed by listing, area, language or rota, and carries a response timer. Unanswered leads are reassigned automatically.
02Client relationships leave when agents leave
What happens
Contacts, conversations and requirements are kept in each agent's phone and WhatsApp. When an agent moves on, their pipeline goes with them.
What it costs
The brokerage loses years of buyer, seller and landlord relationships, and repeat business goes to a competitor.
With one system
Clients, requirements, conversations and history belong to the brokerage's system, with agents assigned — and reassigned — by managers.
03Listings are managed in spreadsheets and portal back-offices
What happens
Each listing's photos, permit number, landlord agreement and price changes are spread across folders, portal dashboards and chats with owners.
What it costs
Expired permits, outdated prices and duplicate listings on the portals, and agents who can't say how a listing is performing.
With one system
Every listing has one record: owner, agreement, permit details and expiry, media, price history, enquiries, viewings and offers.
04Viewings are booked by message and forgotten
What happens
Agents arrange viewings over WhatsApp with tenants, landlords and building security. Keys, access cards and feedback aren't recorded anywhere.
What it costs
No-shows, double-booked units, keys that can't be found and no view of which listings generate real interest.
With one system
A viewing calendar per agent with the unit, client, access arrangements, confirmation messages and feedback logged after every visit.
05Deals stall between MOU and transfer
What happens
Once an offer is accepted, the steps — MOU, deposit cheque, developer NOC, mortgage valuation, transfer appointment — are tracked in an agent's head and an email chain.
What it costs
Missed dates, frustrated buyers and sellers, and deals that collapse because a document wasn't chased in time.
With one system
Each deal moves through clear stages with owners, documents, due dates and reminders, so managers can see every live transaction and what it's waiting for.
06Commissions are worked out at month end in a spreadsheet
What happens
Splits between listing and selling agents, team leaders, referrers and co-brokers are calculated by hand after the deal closes.
What it costs
Disputes between agents, delayed payouts and no clear view of commission earned versus collected.
With one system
Commission rules are applied to each deal as it progresses, with splits, amounts invoiced and collected, and payout status visible to agents and finance.
02Brokerage platform preview
What your brokerage system could look like.
Switch between the screens an agent, team leader, listings coordinator, finance team and managing director would use. Every screen is designed around your teams, areas and deal types in discovery.
Illustrative interface with sample data — your system is designed around your teams, communities and listing types.
Illustrative demo · sample dataCan you see your own brokerage working on it?
Build your brokerage system03Solutions
The parts of a brokerage system — chosen for your brokerage.
Every enquiry owned within minutes
Lead capture & routing
Leads from listing portals, WhatsApp, Instagram, the website and calls arrive in one queue and are routed by listing, community, language, team or rota — with response timers and automatic reassignment.
- Portal and website lead capture
- Routing by listing, area and language
- Response timers and reassignment
- Duplicate client detection
Every enquiry owned within minutes
Lead capture & routing
Leads from listing portals, WhatsApp, Instagram, the website and calls arrive in one queue and are routed by listing, community, language, team or rota — with response timers and automatic reassignment.
- Portal and website lead capture
- Routing by listing, area and language
- Response timers and reassignment
- Duplicate client detection
Not every brokerage needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps every lead and deal moving.
AI in your brokerage system works on your own leads, listings, viewings and deals. It routes, drafts, matches and flags — agents and managers stay in charge.
AI never gives valuations, legal, mortgage or investment advice, and never promises a price, yield or availability. Client messages are drafted from your approved templates and sent by agents, and nothing changes a deal, commission or listing without a person approving it.
- 01
Lead qualification
Agent sends repliesA portal lead asks if a 2BR in Marina is still available and whether pets are allowed.The assistant checks the listing, notes the landlord's pet policy recorded on it, drafts a reply with available viewing slots, and routes the lead to the listing agent with the summary.
- 02
Requirement matching
Which of our buyers would be interested in this new Springs villa?Matches the listing against saved buyer requirements — community, bedrooms, budget, timing — and lists the clients with their agent, so agents can reach out personally.
- 03
Deal chasers
Agent approvesWhat's due on our live deals this week?Lists each deal's next step, owner and date — NOC requests, valuation appointments, transfer bookings — and drafts reminders for the documents still outstanding.
- 04
Listing quality checks
Which listings need attention before the weekend?Flags listings with expiring permits or agreements, stale prices, few photos or no enquiries, with the comparable data behind each flag.
- 05
Reporting in plain language
Which agents are slowest to respond to portal leads this month?Answers from your own lead data with response times by agent and the leads behind them, so team leaders can coach on facts.
05A day with ORCHESTR
A brokerage Saturday, two ways.
- 08:00Leads routed overnightEvery overnight lead was routed by listing and language, with draft replies ready and a timer running.
- 10:00One viewing calendarViewings are on one calendar with the key holder and access arrangements; confirmations went out the evening before.
- 12:30Offer logged on the dealThe agent logs the offer from the app; the team leader sees it immediately and the seller update is drafted.
- 15:00Deal status on one screenThe deal shows the NOC request date, outstanding documents and the next step — the agent answers on the call.
- 18:00Owners updated automaticallyFeedback was captured after each viewing, and weekly landlord updates are drafted for agents to send.
- 21:00The week at a glanceThe MD reviews leads, response times, viewings, offers and commission by team from their phone.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your brokerage already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Listing portals
- Property Finder (lead feeds and exports, where available)Bayut / Dubizzle (lead feeds and exports, where available)XML listing feeds
- Messaging
- WhatsApp Business APIEmailSMS gatewaysCall logging
- Marketing
- Meta lead adsGoogle Ads lead formsWebsite forms
- Documents & signing
- E-signature tools (via API)Document templatesCloud storage
- Accounting
- Zoho BooksQuickBooksXero
- Data
- Existing CRM exportsSpreadsheetsBI tools
07How we build your system
Built around your brokerage — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the brokerage.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Faster first responses
Every lead is routed and timed, so enquiries are answered while the client is still looking.Client data the brokerage owns
Relationships, conversations and requirements stay in the system when agents change.Listings that stay accurate
Permits, agreements and prices are tracked before they lapse or go stale.Deals that don't stall
Every step from offer to transfer has an owner, a date and the documents it needs.Commission without disputes
Splits are calculated from agreed rules and visible to agents and finance.Spend that can be judged
Lead source, response and conversion data show which channels produce viewings and deals.
09Possible use cases
How different brokerages could use it.
Examples of what we could build — not completed client projects.
Every lead owned and followed
Lead routing, client records, viewings and deal progression for a small team that currently works from WhatsApp and a spreadsheet.
Teams, rotas and spend under control
Routing across several teams and communities, listing management, commission rules and a management view of portal spend and agent performance.
High-volume rentals, fast
Fast-moving rental enquiries, viewing calendars, tenant document collection and landlord updates, with handover to property management after the lease is signed.
Launches and resales in one pipeline
Investor requirements, launch registrations, developer inventory allocation and resale deals tracked to transfer, with commissions per project.
FAQs
Brokerage questions, answered.
Real estate & property
01Can leads from the listing portals come straight in?
Usually yes — through the portals' lead feeds, email notifications or exports, depending on what each portal and your subscription allow. We confirm the exact method per portal in scoping rather than assuming an API is available.
02Does it connect to DLD, Ejari or the permit system?
We don't claim direct integration with government systems. The system tracks each step — permits, MOUs, NOCs, Ejari registrations, transfer appointments — with reference numbers, documents and dates, and prepares the information your team submits through the official channels.
03We already use a real estate CRM. Why build one?
Often you don't need to replace it entirely. Some brokerages keep their CRM and add what it lacks — deal progression, commission rules, routing or management reporting. If the CRM forces your teams into workarounds, we'll say so in discovery and scope a replacement properly.
04Can agents keep using WhatsApp?
Yes. With the WhatsApp Business API, conversations happen in a shared brokerage number and are logged on the client record. Where agents use their own phones, the app makes it easy to log calls and chats against the client.
05Who owns the client data?
The brokerage. Access is role-based and enforced on the server: agents see their own clients and listings, team leaders see their team, and managers decide when records are reassigned. Exports and bulk downloads can be restricted.
06Can it handle different commission structures?
Yes. Rules can vary by deal type, team, agent tier, co-broker and referral arrangement. They're agreed with your management and finance team in discovery and applied to each deal automatically.
07What does the AI actually do for agents?
It drafts first replies, summarises leads, matches listings to saved requirements, flags stale listings and chases deal documents. It never values a property or gives legal or mortgage advice, and agents send every message themselves.
08Can we migrate our existing contacts and listings?
Usually, from your current CRM's exports, portal back-offices and spreadsheets. We de-duplicate clients, map agents and statuses, and agree what history comes across before launch.
09How is a brokerage system priced?
It's quoted after discovery, based on the modules, the number of agents and teams, the agent app and the integrations with portals and messaging. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour brokerage.
Tell us how a lead becomes a closed deal in your brokerage today. We'll show you how one system could connect your agents, listings, deals and commissions.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your brokerage runs today.
- 03If there's a fit, a written scope and quote — no obligation.