Propstack agency for estate agents and real estate companies

Propstack that works for you.

We set up Propstack, migrate your data and get everything connected to it running: automations, newsletters, website, owner leads, portals and training. For estate agents, developers, project developers and property managers, with one contact.

Free strategy callSee the seven building blocks

30 minutes. Free and non-binding.

Propstack CRM

Listings

Published

Period apartment, 3 rooms

Exposé

New enquiry from your websiteCreated in CRM

Period apartment, 3 rooms

Just updated

Send enquiry

New enquiry

With search profile, back to Propstack

Sample view
languages, live from Propstack at QP Savills
4
completed projects
200+
stars on Google
5.0

These companies work with Weber Media

  • Quinta Properties / Savills
  • Autohaus Meyer
  • STRABAG
  • BAT Agrar
  • Volmary
  • Lantzerath Group
  • Delta Sport
  • Hilfswerk
  • Otto Schatte
  • Auto Nagel
  • Dr. Jan Nebendahl
  • Elbe & Spree Homes Berlin

01 / The problem

You bought Propstack. You use half of it.

We see it often: the agency switches to Propstack, the data is moved across somehow, and daily work carries on as before. Just in a new program.

Exposés go out by hand. Follow-ups live on sticky notes. The newsletter comes from another tool with another contact list. The website is maintained separately, and enquiries land in an inbox.

Yet Propstack can do much of this itself: answer enquiries and send the exposé automatically, match search profiles, send mass emails, publish listings to portals. Someone just has to set it up and connect it.

  • Migration without clean-upDuplicates, empty fields and old structures from the previous system, copied one to one.
  • Manual processesExposé dispatch, tasks and follow-ups depend on individual team members.
  • Isolated toolsNewsletter, website and portals run next to the CRM instead of from it.
  • Enquiries by emailContacts without source or property reference, copied into the CRM by hand.

There is a better way: Propstack is the centre. Everything else docks on, and your team works in one system.

02 / The full programme

Seven building blocks, one centre.

Propstack sits in the middle. We set it up and connect what your agency needs, from data migration to newsletters. Take everything, or just the building blocks you are missing.

See the seven building blocks

03 / The building blocks

Everything we handle around Propstack.

Each building block stands on its own. Together they form one system in which listings, contacts and enquiries come together in one place.

  1. Propstack setup and migration

    We set up Propstack the way your agency works. We migrate contacts and listings from your previous system, create custom fields, roles and permissions, and build the listing and contact structure, pipelines and templates for exposés, appointments and emails. For developers we create projects with their units, including price lists from Excel.

    Your benefit: Your team starts in a tidy system, not in a copy of the old mess.

    • Data migration from your previous system
    • Custom fields, including calculated ones
    • Roles and permissions per office
    • Pipelines for buyers and owners
    • Templates for exposé, appointment and email
    • Projects and units for developers

  2. Automations

    Propstack brings the tools, we set up the processes. An enquiry comes in, the contact is created and linked to the listing, the exposé goes out automatically. Add tasks, reminders and follow-ups, search profiles with automatic matching and sequences for owners. Where Propstack stops, we connect external tools and AI agents through the open interface.

    Your benefit: No prospect waits, no follow-up gets lost, and every case runs equally well.

    • Enquiry received, exposé sent automatically
    • Tasks, reminders, follow-ups
    • Search profiles with automatic matching
    • Appointment booking with reminders
    • Owner sequences with reporting
    • External tools and AI agents via API
    AI agents and automation

  3. Newsletters and email marketing from Propstack

    Propstack sends email campaigns with a mass email function straight from the CRM. We turn that into a system: new listing mailings to contacts whose search profile matches, newsletters for owners, market reports for your region. All in templates designed in your brand. If you need more, we connect a newsletter tool through the interface.

    Your benefit: Your contacts hear from you regularly, and new listings reach those who are looking for exactly that first.

    • New listing mailings to matching search profiles
    • Owner newsletters
    • Market reports for your region
    • Templates designed in your brand
    • Consent per contact in view

  4. Website with automatic listing integration

    Your website pulls listings and exposés from Propstack in real time. New listings appear, prices and status follow, sold ones disappear. Enquiries and search profiles flow back into the CRM with source and property reference, where your automation starts right away. Multilingual on request, built with WordPress or Next.js.

    Your benefit: You maintain every listing once, and every enquiry lands where your team works.

    • Property search and dedicated exposé pages
    • Enquiries and search profiles straight into the CRM
    • Multilingual from one inventory
    • Optimised for Google
    How the integration works

  5. Owner leads

    A valuation funnel for your target locations, plus campaigns on Google and Meta. Property type, location, price expectation, timeframe and reason for selling arrive in Propstack as fields. Tracking attributes every enquiry to a source, and your team leads the listing conversation with context.

    Your benefit: You win owners through your own channels, and every enquiry is in the CRM right away.

    • Valuation funnel as the entry point
    • Campaigns on Google and Meta
    • Handover to Propstack with custom fields
    • Source per enquiry
    Owner leads for agents

  6. Portals and data feeds

    Propstack publishes listings to property portals automatically. We set up the connections your agency uses and check mandatory fields, images and status. Where a portal, network or partner expects something of its own, we build feeds in OpenImmo format or via an interface, for example for ImmoScout24 and ImmoWelt.

    Your benefit: Your listings are correct everywhere, without anyone uploading them by hand.

    • Set up and check portal connections
    • ImmoScout24, ImmoWelt and more
    • OpenImmo XML
    • Custom feeds for partners and networks
    XML and API feeds

  7. Training and ongoing support

    Propstack itself offers webinars and an onboarding team. We additionally train your team on your own setup: with your fields, your processes, your templates. Afterwards we remain your contact, adjust automations when processes change and show your team how to use AI sensibly in daily agency work.

    Your benefit: Your team uses what has been set up, and the system grows with your agency.

    • Training on your own setup
    • Short guides for new staff
    • One contact for changes
    • New automations when needed
    AI consulting and training

Propstack describes the Propstack features mentioned here on propstack.de. Some of them are marked there as extensions or add-ons. Please check directly with Propstack what your contract includes.

04 / The technology

Website and Propstack as one system.

Propstack documents three ways to hand over website enquiries. We choose the one that fits your website and your processes. You do not need a particular CMS for it.

Everything the integration does

  • Listings and exposés live from Propstack
  • Prices and status updated automatically
  • Enquiries as contacts with source in the CRM
  • Search profiles straight from the form
  • Valuation requests with qualification
  • Activity: who views which property
  • Multilingual website from one inventory
  • Consent and data protection on the form

  1. Formatted email

    The simplest start. The form sends an email in the structure Propstack can read. Contact details and custom fields arrive cleanly.

    • Container ps-kontaktanfrage
    • Fields such as client_email
    • Custom fields with client_cf_

  2. OpenImmo XML

    The same format portals such as ImmoScout24 send. Useful if you already use OpenImmo for your listings.

    • OpenImmo standard
    • XML as email attachment

  3. REST API

    The cleanest way for modern websites: create the contact, set the source, trigger the workflow. Keys and validation stay on the server, never in the browser.

    • Next.js and headless
    • Spam protection
    • Keys on the server only

And the listings?

Property data comes to the website via OpenImmo export from Propstack. An API key adds search profiles and contact sync. For multilingual websites, Propstack states that a separate portal connection per language is possible.

The most common mistake

Sender and recipient are the same address. Propstack then treats the message as sent, and the automation does not start. We keep the two apart and check every change with a test enquiry.

05 / Proof

Two real estate companies already working this way.

No promises, just live projects. Both are connected directly to Propstack.

View all projects
Quinta Properties and QP Savills website on monitor, tablet and smartphone

Luxury real estate, Algarve

Quinta Properties / Savills

Four-language website with real-time connection to the Propstack CRM

QP Savills has been one of the leading providers of luxury property on the Algarve since 1998 and is part of the international Savills network. We redesigned and rebuilt the entire digital presence: a four-language website directly connected to the Propstack CRM.

What is connected

  • All properties published automatically
  • Always up to date online
  • Four languages from one inventory
  • WordPress
  • Propstack API
  • 4 languages
“We consistently receive first-class service from the team, 5 out of 5!”
Quinta Properties, Management, QP Savills
Visit website
Property platform of Elbe & Spree Homes Berlin

Real estate, Berlin

Elbe & Spree Homes Berlin

Property platform with Propstack integration and campaigns for owner acquisition

Elbe & Spree Homes Berlin belongs to the Elbe & Spree Group with its brands Homes Hamburg, Homes Berlin and Invest. For Berlin we built a property platform with refined UX/UI whose property search is connected directly to the Propstack CRM. Alongside it, social media campaigns run for property valuation and owner acquisition.

What is connected

  • Property search straight from the Propstack CRM
  • Campaigns for property valuation
  • Owner acquisition via social media
  • UX/UI
  • Propstack API
  • Social Ads
Visit website

06 / Process

Five steps to the full programme.

Your part is small: conversations, access, approvals. We handle the rest, in the order your day-to-day business can handle.

  1. Strategy call

    We look at your agency: previous system or existing Propstack, website, processes, goals. Afterwards you know which building blocks are missing.

  2. Assessment

    Which data moves, which fields, roles and pipelines do you need, which processes should run automatically? We write it down together.

  3. Setup and migration

    We set up Propstack, migrate your data after a test import and check samples with you.

  4. Connections

    Automations, newsletter templates, website, portals and campaigns go live one after another, each tested in the CRM.

  5. Training and support

    Your team learns the system using its own cases. Afterwards we remain your contact.

Service packages

07 / Packages

Propstack in three stages.

Depending on where your agency stands: starting fresh, getting more out of it, or everything from one team. Each stage builds on the previous one.

In every package

  • One contact for everything around Propstack
  • Concept before implementation
  • Every connection tested in the CRM
  • Consent and data protection built in
  • Handover with short guides

Who it is for

For estate agencies, developers, project developers and property managers who are introducing Propstack or finally want to use it fully.

Request package

In the strategy call we clarify scope and price.

01

Propstack Start

For agencies switching systems or starting fresh.

  • Setup of fields, roles and permissions
  • Migration from your previous system
  • Listing and contact structure, templates
  • Training for your team

02

Propstack Growth

For agencies where Propstack runs but does not yet work for them.

  • Automations and follow-ups
  • Search profiles with matching
  • Newsletters and new listing mailings
  • Website with listing integration

03

Propstack Complete

For agencies that want everything from one team.

  • Everything from Start and Growth
  • Owner leads with campaigns
  • Portals and data feeds
  • Ongoing support

08 / FAQ

Frequently asked questions about Propstack

The key questions, answered directly. Yours is not here? Ask us in the strategy call.

Ask a question

Are you an official Propstack partner?

No. We are an independent agency. Propstack is a trademark of Propstack GmbH. We work with the features and interfaces Propstack publicly describes and documents, as we did for QP Savills and Elbe & Spree Homes Berlin.

What does a Propstack agency do that Propstack does not do itself?

Propstack itself offers an onboarding team, webinars and support for the software. We add everything that goes beyond the software: data migration with clean-up, automations built around your processes, newsletter templates in your design, the website with live listings, campaigns for owners and feeds for portals and partners. You have one contact for everything connected to Propstack.

Can you migrate our data from onOffice, FLOWFACT or another CRM?

Yes, as far as your previous system exports the data. Which data can be migrated depends on the export: contacts, listings, activities, documents. We review the export first, map the fields to Propstack, clean up duplicates and check the result with a test import before everything moves.

Which automations are possible in Propstack?

According to Propstack, among others: creating enquiries as contacts automatically, linking them to the listing and sending the exposé, matching search profiles automatically, managing tasks, booking and reminding appointments, reports and birthday mailings. For custom processes there is the Workflow Builder as an extension. Anything beyond that we connect to external tools and AI agents through the open interface.

Can we send newsletters directly from Propstack?

Propstack offers email campaigns with a mass email function. New listing mailings and newsletters run straight from the CRM, with your contacts and search profiles. We build the templates in your design and set up the distribution lists. If you need more, we connect a newsletter tool through the interface.

How do my listings get from Propstack onto the website?

Property data comes via OpenImmo export from Propstack, complemented by the API for search profiles and contact sync. New properties appear automatically, with images, floor plans, descriptions and energy data. Price changes and status follow, sold properties disappear. You do not need a particular system for this, we build with WordPress or Next.js.

How do website enquiries end up in Propstack?

Through one of the three ways Propstack documents: formatted email, OpenImmo XML or REST API. The enquiry arrives as a contact with source and property reference, and your automation can start right away, for example with a confirmation email and a task for the agent.

Can I hand over valuation requests and owner leads to Propstack?

Yes. The valuation funnel passes property type, location and price expectation as search criteria, and details such as timeframe or reason for selling as custom fields. Your team sees in the CRM right away who they are talking to, without retyping anything.

Do you train our team?

Yes. We train on your own setup, not on sample data: with your fields, processes and templates. You also get short guides for new staff. You can use the webinars and onboarding from Propstack in addition.

How long does the introduction take?

That depends on data volume, number of offices, the automations you want and the connections. An agency with one office and clean data needs less than a developer with several project companies. We give you a schedule as soon as the scope is clear. We plan the migration so that your day-to-day business can carry on.

What about data protection?

According to Propstack, it hosts in Frankfurt am Main and keeps a GDPR status for every contact. For migration, newsletters and the website we implement the technical side properly: data processing agreement, consent on the form and for mailings, encrypted handover, clear purpose limitation. Whether your overall setup is legally sound is for your legal advisor to assess.

What does it cost?

It depends on the building blocks: data volume for the migration, number of automations, website and languages, campaigns. In the strategy call we clarify the scope, then you receive a transparent fixed-price proposal. Please check the terms for Propstack itself directly with the provider.

What happens in the free strategy call?

We take 30 minutes for your agency. We look at your previous system or your Propstack setup, your website and your processes and show you which building blocks are worthwhile. No sales pressure: afterwards you decide in your own time whether you would like a proposal.

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09 / The first step

30 minutes well spent

You receive an honest assessment and the biggest levers for your digital growth, whether or not you work with us afterwards.

30 minutes. Free and without obligation.

01 / 04: What would you like to achieve?

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  • A personal reply, no ticket system
  • A dedicated contact
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