PropKaki CRM — the Market-Aware CRM for Singapore Property Agents

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.

PropKaki gives an agent several things that all involve messaging, and confusing them is the single easiest mistake to make. The table sorts them:

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.

Capture is where most books fail, so there are five doors and 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.

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. Setup for this is hand-held rather than self-serve today.

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 own client-facing bot. If you run a PropKaki assistant on a shareable link, the people who talk to it land in the same book.

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.

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. Press Update Profiles 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.

Four 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 tells you the cost before it runs, not after.

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.

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:

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 of the twelve possible checks are switched off rather than faked: there is no listing price history in the data, and no live feed of rule changes, so those pills never appear for anyone. A button that cannot answer is worse than no button.

And the rule that matters most: if nothing has changed, it writes nothing. No findings, no draft, no nudge to send something anyway. A CRM that always has something for you to send is a drip campaign wearing a CRM's clothes.

Once there is something worth saying, the draft is written from those findings and nothing else — then you edit it, defer it to a date, or send it.

It cannot invent a figure. Every number in a draft has to come from a query that ran or from something you typed. Tell it "say prices went up 10 percent" and it will attribute that to you — "you mentioned prices are up around 10 percent" — rather than stating it as a fact of the market. In a regulated business that constraint is the point, not a limitation.

It sounds like you. The CRM keeps its own tone and style settings, separate from your client-facing assistant, so tightening one never changes the other.

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. 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.

One number is kept, and only one: 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.

The omissions are choices, and you should know them before you rely on it.

It does not score or rank your leads. It will tell you what changed for a person you open. It will not tell you who to open first. Several competitors do that well; this does not do it at all today.

It never sends without you. Nothing goes out that you have not read and pressed send on. There is no overnight queue and no automatic sequence.

It does not scan on a schedule. The market check runs when you press it. That is deliberate — it keeps the cost visible and stops the product manufacturing occasions.

It does not count your sends. No activity dashboard, no leaderboard, no messages-per-week.

It records consent and Do Not Call status but does not enforce them. The facts sit on the contact and the default audiences exclude people who have not consented, but the system will not block a send you choose to make. 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.

The CRM opens for accounts verified against the Council for Estate Agencies public register — your own licence, matched to your own profile. For anyone else the tab is not there at all.

That is deliberate. The book holds real clients' personal information, so access is tied to a real, checkable registration rather than to an email address.

One honest gap: the rule is licence-bound, which means agency support staff cannot get in today — the ops, admin and marketing people who do a great deal of the actual follow-up work in a brokerage hold no CEA licence and never will. Widening it is an open question, not a shipped feature.

If you are registered and want to see it against a book like yours, ask for a demo on WhatsApp.

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.

There is no separate CRM subscription today — a verified agent gets the tab.

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. 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.

Two costs that are not ours and are 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. And the reading step tells you what it will cost before it runs, so a large book is never a surprise.

For how this compares with the paid alternatives, see the honest CRM comparison.

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. PropKaki records consent and Do Not Call status but does not enforce them at the point of sending. 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.