PropKaki CRM — the Market-Aware CRM for Singapore Property Agents
The market-aware CRM: a book of the people you know that watches Singapore property data on their behalf — so when it tells you to write to someone, it can also tell you why.
The PropKaki CRM is a market-aware client book for Singapore property agents. Where an ordinary CRM holds only what you typed and can tell you how long it has been, this one runs eleven checks against live property data for each person — new listings on their brief, transactions in their block, competing supply, and the dates running down on what they own — then drafts the follow-up from what it finds, in your voice, from your own WhatsApp number. If nothing has changed for someone, it says so and writes a check-in rather than inventing news. It also sorts your book — every person gets a Readiness and a Value — and can run follow-ups on a schedule, with a Do Not Call check before anything goes out. It never counts how many messages you send.
Every agent has the same Monday. You open whatever you use to keep track of clients, it shows you a list of people you are overdue to contact, and you sit there unable to think of a single reason to message any of them.
That is not a discipline problem. It is what happens when a system knows only what you typed into it. It can count days. It cannot know that two units matching someone's brief were listed last week, or that a flat you sold three years ago is about to clear its Seller's Stamp Duty window.
The PropKaki CRM is built the other way round: it starts from what changed in the market, for that specific person, and works backwards to the message.
What is the PropKaki CRM?
The PropKaki CRM is a market-aware client book for Singapore property agents: it watches property data on each client's behalf, so it can tell you not just who is due a message, but what has changed for them since you last spoke.
It is the place your clients and prospects live: one row per person, with what they want, what they own, where they are in the process, and every conversation you have had with them.
What separates it from the other things called a CRM is what sits underneath. It runs on the same Singapore property data as the rest of PropKaki — transactions, listings, launches, the directories — so it can look at a person's situation and check whether anything relevant has actually happened.
That produces a different kind of row. Not "21 days since last contact", but "three 3-bedders in his range listed in Tampines since 2 August". The first is a fact about your calendar. The second is a reason to send a message.
The rest of this page is how each part of that works, and — in the section near the end — the things it deliberately will not do.
Whose product is this — yours, or your clients'?
The PropKaki CRM is yours, not your client's — it is you writing to people you already know. It is not the assistant that answers your clients, and the two are built separately with separate stores.
PropKaki gives an agent several things that all involve messaging, and confusing them is the single easiest mistake to make. The table sorts them:
| Whose number | Who talks to it | What it is for | |
|---|---|---|---|
| PropKaki on WhatsApp | PropKaki's number, in your WhatsApp | You | Price a listing, run the numbers, produce client work |
| Your assistant — your website | none; your free website, at a link you share | Your clients | Catch an enquiry you would otherwise miss |
| Your assistant — WhatsApp reply | your own number | Your clients | The same, on the number they already have |
| The CRM (this page) | your own number | You write, they receive | Stay useful to people you already know |
The first three are covered in their own guides — the app, PropKaki on WhatsApp, the link door and the WhatsApp reply door.
The CRM is none of them, and the distinction is worth holding on to: the assistant answers strangers who contact you. The CRM helps you contact people who already know you. They are built separately, with separate stores — the material you keep in your CRM is never visible to your client-facing assistant, and vice versa.
How does someone get into your book?
People enter your PropKaki book from your WhatsApp line, Messenger and Instagram, PropertyGuru, EdgeProp and 99.co enquiries, your Meta lead forms, your website and its assistant, your email, an import of what you already have, or typed in by you.
Capture is where most books fail, so there are several doors, and once they are connected none of them need you to be sitting at a desk.
Anyone who writes to your WhatsApp line. Every unknown number that messages the line you have connected becomes a contact, automatically. If they arrived by clicking one of your Meta ads, the ad's headline is written into their notes — so the first thing you read about a stranger is why they are there.
Facebook Messenger and Instagram. Connect the Page and the Instagram account you use, and people who message them land in the same book. Meta lets you reply only within 24 hours of the person's last message.
Portal enquiries. PropertyGuru, EdgeProp and 99.co enquiries arrive on your WhatsApp line, and PropKaki records which portal and which listing each one came from.
Your Meta lead forms. Connect the Facebook or Instagram Page you advertise from and lead-form submissions arrive as contacts with the name, phone, email and every custom question you put on the form. You connect it yourself, from the Meta Lead Ads card on the Connectors tab.
An import of what you already have. A spreadsheet of contacts, or a WhatsApp chat export, or PDFs and documents about a client. Re-importing the same file adds nothing — people are matched by phone number, so the second run is a no-op rather than a mess of duplicates.
Your website and its assistant. The people who talk to the assistant on your PropKaki website land in the same book.
Your email. Connect Gmail, Outlook or Zoho Mail, and people who write to you there become contacts too — you can switch that off.
Typed in by you. The ordinary way, for the person whose number you just wrote on the back of a name card.
One thing it does not do: it does not find you strangers. Nothing here advertises on your behalf or hands you a list of leads. Getting seen is a different part of the product.
How does it learn who they are?
The PropKaki CRM fills in each person's profile from conversations you already had — showing the exact line it learned each fact from and the date it was said. Anything you type outranks anything it inferred, permanently.
Nobody fills in a CRM. That is not a character flaw, it is a universal fact, and any system that depends on you typing sixty fields per client is already dead.
So the profile fills itself. Choose Update Profiles from the ⋯ menu, then Sync with Chats, and PropKaki reads the threads that have something new in them — WhatsApp conversations, uploads, notes, documents you dropped on a person — and files what it learns into a structured picture of that client: buying or selling or renting, budget band, timeline, what they own, what they have viewed, where their financing stands, what is blocking them.
Three things make that safe to rely on:
It shows its working. Every field carries the short quote it came from and the date that line was said. You are never looking at a fact with no provenance.
Your correction is permanent. Anything you type outranks anything the system inferred, and a later read of the same chat cannot quietly overwrite it. Delete a field and it stays deleted.
It is resumable. It reads only what has arrived since the last time, so running it again is cheap and never re-reads a year of messages.
Alongside the profile sits everything else that passed through that person — the files you sent them, the documents they sent you, and the full thread history from every channel in one place.
How does it know when there is a reason to write?
PropKaki runs eleven checks against each person's situation since you last contacted them — new listings on their brief, transactions in their block, competing supply, and the dates running down on what they own. Each is a real query against Singapore property data.
This is the part that does not exist in other CRMs, so it is worth being specific about what runs.
When you open someone, PropKaki checks what has happened for them since you last made contact:
| The check | What it looks at |
|---|---|
| New listings | units matching their brief, listed since you last spoke |
| New launches | launches near the area they want |
| Transactions | sales where they viewed, or in the block they are selling in |
| Block supply | what is competing with their unit right now |
| Market | median movement in their area |
| Their property | Minimum Occupation Period, when Seller's Stamp Duty clears, lease decay |
| Financing | whether an In-Principle Approval or HFE status is missing |
| What you haven't asked | the gaps in what you know about them |
| Your news | your own listings and deals near them |
| Dates | anniversaries, festive occasions |
| Commentary | published market pieces that touch their situation |
These are typed queries, not the model guessing. Each returns a finding with its figures, its source and the date it was true — the same data the public pages of this site are built on.
Two further checks are switched off rather than faked: there is no listing price history in the data, and no live feed of rule changes, so neither ever reports anything. A check that cannot answer is worse than no check.
And the rule that matters most: it never invents a reason. If nothing has changed for someone, it tells you so, and the draft is a plain check-in rather than news that did not happen.
What does it write, and whose number does it send from?
PropKaki drafts the follow-up from what those checks found, in your voice, sent from your own WhatsApp number or mailbox. Your client never sees PropKaki branding, and its figures come from what the checks found.
You start from What do you want to do? — Auto, Send Update, Share Content, Send Invite, Ask to Talk, Check In, Send Greeting, Reply, Use Draft, Use Template, Write Myself or Give Instructions — and press Auto Draft. Every press gives you a finished message you can send as it is; if a draft cannot be written, a ready-made message of that type goes in the box, free of charge. Then you edit it, set a date with Schedule… on the Send button, or send it.
Writing to a group, you choose one message for everyone, which costs 1 credit to draft, or a different message for each person, at 1 credit each.
Its figures come from what the checks found. The draft is written from the findings, and a number you give it is put in your mouth, not the market's: tell it "say prices went up 10 percent" and it writes "you mentioned prices are up around 10 percent" rather than stating it as a fact of the market. Read every figure before you send; the checks inform the draft, they do not certify it.
It sounds like you. One style, under Settings → Styles, sets how PropKaki writes as you, and the CRM and the Inbox both use it.
It goes out on your own line. WhatsApp sends from your own business number using your own Meta-approved message templates; email sends from your own mailbox. There is no PropKaki branding on anything a client receives — your name, your number, your signature.
You can also write without any of the machinery. Pick Give Instructions and tell it what you want to say — "remind him the launch preview is Saturday and I can get him in early" — and it drafts from your words, with the same rule about figures applying. Or pick Write Myself and it sends exactly what you type.
What it keeps is the relationship, not your effort: when you were last in touch, and whether they replied. PropKaki does not count how many messages you sent, and there is no dashboard of your activity, because sends are effort and replies are the only outcome that means anything.
What it deliberately does not do
No activity dashboard, no send counts, no mobile app, no sending on its own unless you say so — and it will not decide anything a licensed agent should be deciding.
The omissions are choices, and you should know them before you rely on it.
It sorts your book, but it does not decide for you. Every person gets a Readiness (Hot, Warm, Cold or Dormant) and a Value (Low, Medium, High or Very High), set by rules and kept up to date, and the Prospects table opens sorted by Value. You can set either yourself, and your setting holds until something material changes for that person. Whether this is the week to call them is still yours to judge.
It sends on its own only if you tell it to. Automations are follow-up sequences on a schedule — every day, every week or every few days, for a set number of rounds or until you switch them off — and ready-made ones are under Browse. Each has an approval choice: Notify Only, Confirm Before Drafting (the default), Approve Before Sending or Send Automatically. Only the last sends without you pressing anything. The Follow-Ups list shows what Needs Your Go-Ahead, what is Due Today and your Recommended Follow-Ups, with Draft All and Send All.
It scans on a schedule only inside an automation. Otherwise the market check runs when you draft. An automation runs the same checks when it fires, for the people it is writing to.
It does not count your sends. No activity dashboard, no leaderboard, no messages-per-week.
It checks Do Not Call before a follow-up goes out. PropKaki checks Singapore's Do Not Call Registry for anyone who did not contact you first, on PropKaki's own account, so you need no DNC account of your own. If the number is on the register, PropKaki will not send that message for you; you can still send it yourself. Consent is recorded on the contact, and the default audiences exclude people who have not consented, but that is a warning rather than a block. Your obligations under the Personal Data Protection Act and the Do Not Call Registry remain yours.
It cannot read a photograph. A snapshot of a name card, or a screenshot of a chat, is not something it can file. Text, spreadsheets, chat exports, PDFs and documents are fine.
There is no mobile app. It runs in a browser, and PropKaki's other lanes run on WhatsApp.
Your book is exportable in full, at any time, without a plan gate.
And the one that is not a limitation but a boundary: it does not exercise judgement on your behalf. It can tell you three units were listed on someone's brief. Whether that person is ready to hear from you, whether the timing is right, whether the relationship can take a nudge this week — that is the job you are licensed for, and no amount of data replaces it.
What is the biggest mistake agents make with a CRM like this?
The biggest mistake with the PropKaki CRM is treating it as a database to fill in. The fields fill themselves from conversations you already had, and a week where it finds nothing new is information rather than a failure.
The instinct on day one is to sit down and enter everything: every contact, every field, tidy and complete. It feels like progress. It is the reason most CRMs are abandoned in week three, because the tidying never ends and none of it produces a conversation.
The better first day is almost lazy. Connect your number. Import the contacts you already have. Press the button that reads your existing chats. Then open three people and see whether anything has actually changed for them.
If something has, send those three messages. If nothing has, it will tell you so and offer a check-in — send it, or come back next week. A quiet week is information, not a failure. The system telling you nothing is new is doing its job.
A CRM you fill in is a chore. A CRM that fills itself in is a colleague.
Who can use the PropKaki CRM?
The PropKaki CRM is open to agents verified against the CEA public register and to agency support staff who verify with their agency email, on every plan, Free included; the plan sets how many contacts it holds. The agent website and WhatsApp line need a CEA licence.
The CRM opens for verified accounts. A licensed agent verifies against the Council for Estate Agencies public register, matched to their own profile; agency support staff — the ops, admin and marketing people who do a great deal of the follow-up work in a brokerage — verify with their agency email. For anyone unverified the tab is not there at all.
That is deliberate. The book holds real clients' personal information, so access is tied to a checkable identity: a CEA registration, or an agency email.
What stays licence-bound is the agent's own website and WhatsApp line: staff get the CRM without them.
To try it before you sign up, press Start Demo on the For Agents page and turn on Demo Mode to run it on a sample book. If you are registered and want to see it against a book like yours, ask for a demo on WhatsApp.
Does your client ever see PropKaki?
No. PropKaki messages go from your own WhatsApp number or mailbox, with your name on them and no PropKaki branding of any kind — your client never sees the tool that helped you write.
No, and this is a design rule rather than a setting you have to find.
Messages leave from your own connected WhatsApp business number, or from your own email account. Attachments carry your details. There is no footer, no watermark, no "sent via" line, and nothing in the message identifies the tool that helped you write it.
The reason is simple: the relationship is yours. A client should experience an agent who remembered something relevant, because that is what actually happened — you decided to send it, and you decided what it said.
The separation runs deeper than branding. Your CRM's documents and notes are held apart from anything your client-facing assistant can reach, so material you keep for your own reference cannot surface in a conversation with a stranger.
What does the PropKaki CRM cost?
The PropKaki CRM comes with every plan for verified Singapore property agents, Free included, and the plan sets how many contacts it holds. A draft costs 1 credit and a send 1 credit per person, from the same balance as the rest of PropKaki.
There is no separate CRM subscription — a verified agent gets the tab on every plan, and the plan sets how many contacts it holds: 25 on Free, 500 on Basic, 5,000 on Pro and no limit on Max.
The work that calls a model — reading your chats into profiles, writing a draft — draws on the ordinary PropKaki credit balance, the same one the assistant uses. A draft is 1 credit — one message for a whole group is 1, a different message for each person is 1 each — and each send is 1 credit for every person it reaches. That starts with a free monthly allowance and runs through paid plans if you need more volume; you can see the current figures on the pricing page.
One cost that is not ours is worth knowing about. WhatsApp charges come from Meta, not from PropKaki: a message you start more than 24 hours after a client last wrote to you needs a pre-approved template and is billed by Meta. Replies inside that window are free.
For how this compares with the paid alternatives, see the honest CRM comparison.
Official sources
Methodology and sources
This page describes the product as built, including what it does not do. Regulatory dates and rates come from the authorities named and are current as of 2026.
What this page is. A description of the PropKaki CRM as it works today, written by PropKaki. Everything described is shipped; where a capability is limited or absent it is stated in the section above rather than omitted, because a product page that only lists strengths is not much use to somebody deciding.
What is deliberately not claimed. No numbers of agents, no lead volumes, no conversion rates, no time-saved figures, and no testimonials. Those claims are easy to make and impossible for you to check.
On the market checks. The eleven signals run against the same datasets as the public pages of this site. Two further checks exist in the design and are switched off because the underlying data does not exist yet — listing price history, and a live feed of regulatory changes. They are named here so their absence reads as a fact rather than an oversight.
On property dates. Minimum Occupation Period, Seller's Stamp Duty holding periods and lease considerations are computed from rules current as of 2026 and are indicative. Verify with HDB, IRAS and your own conveyancing advice before relying on a date with a client.
On compliance. Before a follow-up goes out, PropKaki checks Singapore's Do Not Call Registry for anyone who did not contact the agent first, and will not send to a number on the register; the agent can still send it themselves. Consent is recorded but not enforced. Obligations under the Estate Agents Act, the Personal Data Protection Act and the Do Not Call provisions remain the agent's. This is not legal advice.
On comparisons. Where this page mentions what other products do, the detail and dated pricing live in the CRM comparison and the alternatives to Privyr.
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