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TOP 3 Real Estate Software - Contact Management

For the last 3 days I have been searching and reading blogs and websites about migrating my contact data from TP7i to something else. The reasons are that Top Producer has been always difficult to use and too expensive. So far I have 3 runners for its replacement.( I tell my customers to keep no more then top 3 homes they like, if another runner up comes up they have to replace it with one of their top 3 so there are always no more then 3 homes to consider. )

My Top 3 so far are:

Howard & Friends : http://www.howardandfriends.com/index.html
RealeSeller: http://www.realeseller.com/index.html
REST : http://realestatesuccesstools.com/newsite/REST/REST/

Others:

4. Eurekaware: http://www.eurekaware.com/Default.asp

The Main thing they have in common is that all 3 integrate or work with Outlook Express. I will welcome some comments on those 3 or if you have a better choice nominate it here and I will update the list.

Jan. 22.08 Update:

I am replacing Eurekaware with REST. The main reason is transferring TP7i database. As you may know by now your TP database is held hostage and you will need professional help to transfer it to the new software. Please keep the comments going, also when you suggest a product let us know why you like it. Thank you all.

Aug. 22. 08 Update

I am adding Advantage Xi as it is getting many people exited. I call all that have used that software to leave a comment for the others with cool features, what you like - don't like and other usefultips. I will be downloading the program soon as my time permits and will share the experience.

Posted by Kris Zugloff on 01/21/2008 11:42 AM

Comments (65)

outlook express, realeseller, eurekaware, howard friends, real estate software, contact management, real estate leads

Post is included in group: Century 21 Active Rainers
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65 Comments on TOP 3 Real Estate Software - Contact Management

JAN

2008

That's very useful information, Top Producer isn't all that user-friendly either.

I'll definitely research those options.

Thank you!

Kris look at www.realfuturecrm.com its free up to 500 contacts..( I think that amount is right)..

I gave up Top Producer for REST, Real Estate Success Tools.

Vickie Nagy, http://www.besttrivalleyhomes.com/

One of the most knowledgeable people about different contact management programs is Gary David Hall. He has a lot of information on his web site at GaryDavidHall.com. If you contact him directly, he will help you find the best program for you based on your needs. I am a very satisfied user of Gary's products and service, and have no other ties to him.

So which did you pick to use? I also tried and gave up on Top Producer. It hogged too much memory and kept crashing my machine. And was a pain. I do need something that works with Outlook. Through Realty Executives I'm using Sharper Agent, but it won't integrate with Outlook. I'm interested in your final choice and why!

JAN

2008

Would love to know what you decide - I, too, dumped Top Producer as too expensive and difficult to use.

Kris

great info thank you...

Rick

Jan. 22.07 Update:

I have TP 6i and I use Outlook and I am looking for something different too.

MAR

2008

I'm thinking of purchasing REST, but I would like to hear some more comments from anyone that has used it. Are you happy with it? How is the e-mail feature work.....does it sync up with outlook?

How about ACT for Real Estate? I am looking for the best solution too!

MAR

2008

I tried a free-trial for the NEW ACT 2008 for Real Estate and I found it to be like most ACT software...bloated, slow and too complicated. I also tried Top Producer 8i, but didn't want to sign their 12 month auto-renew contract (since most everyone I talk to that has used TP usually ends up NOT using it after a few months).

So, I've narrowed my choices down to REST and Advatage Xi. Both seem like good platforms, but I'm just not sure. I'd like to hear more from people that are using them everyday.

I like REST becuse I might end up getting a MAC when my Dell finally kicks the bucket, and I've always heard good things about File Maker Pro (which is what REST is based on).

Advantage Xi looks really good also.....it seems very intuitive and simple. But, I don't want to be married to Microsoft Windows for the rest of my life....so that's one strike against it.

Choices.......

great tips thanks for sharing

MAR

2008

I've decided to go with REST.After evaluating all the other options, REST "just works". It's intuitive, it's attractive & it does everything I need it to do. Plus, after speaking with Karen & Matthew at REST, I truly believe this is the platform that will not only work for me now.....but it will grow with me.

MAR

2008

Hello Kris, Thank for adding this post in to the Users Group. There are many many in the profession that have wrestling with this issues for years and you gave a nice succinct post that deals with your decision making on your selection of real estate software. The comments really tell the story that there has been so much misinformation out there. I read here from a few about REST. I was very impressed with the company and their responsiveness to questions that I had. They seem dedicated to our interests and provide great tutorials as well as training. Other software supplier would be well advised to look at the model they set up. I haven't personally made the change but when I am ready to do so, REST , it is. They deserve the publicity here as they have been very responsive and obviously care that their clients are well served. Thanks again for bringing this post to the group. It's all about informed choice.

This is good information....Kris....which one did YOU choose and why ?

Doug

Just to update.....I'm 2 days into using REST and I have not had any complaints. The buyer's remorse usually kicks in for me right about now (on day 2) for most of the Real Estate Tools that I've purchased in the past, but not with REST......I'm still thrilled with it and I'm actually excited about using it.

REST doesn't do a lot of marketing like Top Producer, so word of mouth from happy customers goes a long way.

If you are curious about it, go to their site and download the demo.....or just call them up and talk to Karen or Matthew. I promise you, it'll be worth your time.

Kevin

MAR

2008

I gave up on Top Producer years ago - too clunky, too slow, not compatible with other programs. Since then we've been using ACT and have been very happy with it. Didn't like TransACT for real estate - just customized the regular ACT.

APR

2008

Is there a monthly fee for REST? Also, is anyone here a reseller of this program? I'd like to know if there is a trial version available. I don't like Outlook because of then notes section and how it is not very helpful when tracking real estate transactions and people. Too many categories could easily be created and then data becomes messy. Also, has anyone here tried Lead Commander which links with Freedom Voice? I have Freedom Voice, but I have not used it even though I pay the monthly fee. Any suggestions will be greatly appreciated.

APR

2008

Hi Kris~ Another powerful alternative that is very user friendly is WiseAgent It is quickly becoming a very popular transition platform from Top Producer, as it offers many of the same features and is more user friendly.

I, too, am a Top Producer reform-ee. I loved it at first but I was new to the CRM world...I grew to dislike it more and more everyday I used it. Not to mention the monthly wallet raid that was required.

I made my own contact forms for Outlook and can now track the information I need and that is specific to my area instead of a generic CRM program that has things that I would never use...I always hated that.

I used to use a separate Exchange server (http://www.1&1.com/) for all of our email, contact lists, etc. I recently started using http://www.plaxo.com/ to maintain my contact list, calendar, etc. It has worked out very well for the way we work. Plaxo will automatically sync with Outlook and many other tools. The base version of Plaxo is free and you can get some enhanced features for a monthly price.

MAY

2008

I'm curious...you already use Outlook Express (that's for email) why aren't you using Outlook to incorporate the contact management, activity tracking, calendar, syncing with PDA/Phone and email?

MAY

2008

Hi Kris. Thanks for sharing the great tip! Keep them coming.

Kris...I agree TP does hold your database hostage. I have helped several agents migrate from TP to Outlook and although I consider myself a professional, getting your contacts out of TP and into another program isn't all that complicated as it is time consuming. Are their tricks to know...absolutely. Thanks for your post.

JUL

2008

Hi Mr. Zugloff,

I hope you don't mind me posting a side question here. Since you are intimate with crm tools (through your needs and research of products) I was wondering if you could help answer a question I posted here: http://activerain.com/blogsview/574849/CRM-Management-Tool which is asking for a list of important features in a crm tool. I feel some of the tools are bloated and wonder what you and others find useful within a crm tool and what features are not really used. Any information would be great!

Att. Jason _

For me automatic e-mail and mail plans are a must also to sync my information with Outlook and my Treo. Hopefully other agents will comment what they like here so make sure you subscribe to this feed. Good luck and keep us posted.

AUG

2008

Anyone use Howard & Friends or Agents 1st Choice? I, too, got Top Producer 8i and don't like it at all. I am seriously looking at Advantage Xi (heard it is really good). Agents 1st choice looks interesting because it can pull property data/photos from your mls, do really nice CMAs, have email/history tied to the contact, and have customizable web forms that can automatically import you leads to your database. Advantage Xi take it further with lead capture, but you have to manually enter in MLS data. I'll look into Wise agent and REST too.

Talk to Gary David Hall for more advice.. he is great! (Unsolicited compliment) I don't work for him or get paid by him.. he is just a valuable resource http://www.garydavidhall.com/

AUG

2008

Don't forget Top Producer, Agent Office and a relatively new one out there called TheWiseAgent. What ever the program -0- it is only as good as you use it -- hopefully for more than an address book and you will set up email campaigns with your clients

I had heard a lot about Top Producer and would like an easy system to use - thanks!

Thank you all for participating. I am looking into Advantage Xi and it looks like it will make its way to the Top 3. The good thing about it is that there is so much information about it so its easy to see if its going to work or not. They have over 100 instructional videos and 300 page manual available as well as 30 days trial. I will play around with it for a while and see what happens<grint>

So whats the final verdict? Anyone want to argue what's the BEST of the BEST?!!

I am trying to understand which features are beneficial to you and would like to understand 'why' you choose certain products. Also, what formats are beneficial to extract or export into other tools you may use.

v/r

Really great information in these post! Thank you to everyone for sharing! Paige www.paigewalker.com

AUG

2008

Have used top producer 7i, and 8i, and Agent office.

Top Producer 8i just flat out sucks. Sure it is a very powerful database...but as far as being user friendly it sucks...as far as being 'fast' it sucks. Web based is highly over rated...it is just way to slow.

Agent office, i like much more, but just is not as powerful as I need it to be. Not good with importing internet leads, and it's email program is terrible.

So I went searching....and without question advantage xi is the best CRM i have come across.

You get a free 30 day full working program. download and check it out...tons of great video tutorials...but you hardly need them as it just makes sense...and it is very very powerful.

You won't be sorry...check it out.

p.s. I know nothing about the other databases mentioned above...but i would stay away from any web based database...they are just way to slow (even with high speed)...with advantage xi...i pay $10 a month and they hose the database on their servers...i dont' worry about backing up my data at all...and the database flies...i just have to wait 10secs to 1 minute upon logging out while it 'synchs' to the server at their location...pretty slick.

What would you say about ACT! for real estate use? I have been told that was high up there with client databases.

To Amy and Jim,

I am very curios if you can tell me how long have you used Advantage Xi and what do you mean by the Advantage Xi lead capture capabilities or may be you can share any other cool features that you like. Because the program its not that well known I got flood of emails since you mentioned it. Let us know if you can take the time, we are very interested to learn.

AUG

2008

Advantage Xi gets great reviews in this neck of the woods. I would love to learn more from current users...anyone?

SEP

2008

I chose EurekaWare for the following reasons:

1) It is integrated into Outlook, which means no Synchronizing data. I have never been able to get any programs to sync to Outlook without losing data or corrupting records.

2) It is very easy to use. I use Outlook for all of my email correpondance. So I like having all of these interactions tracked where I manage my contacts. Eurekaware transforms Outlook into an effective tool for managing my Sphere and key contacts.

3) Action plans. Eurekware has a cool tool that allows me to create action plans for common functions: Closing Items, New Listings, etc...

4) It is cheap: a one time cost of $70. I get everything I was using Top Producer for in an easy to use tool at a fraction of the cost. Basically two months of TP fees.

What I don't like about it:

- It does not sync custom fields to my Palm. I think others have figured this out but I don't know how.

- It does not have prebuilt Action Plans- you have to build them yourself (although I heard they are adding this in the upcoming release)

SEP

2008

Kelly:

The new version of EurekaWare is now available: http://www.eurekaware.com

Version 3.0

Vista Compatible: Eurekaware now works with Vista.
Outlook 2007: All features now work in Outlook 2007.

Version 3.1

Action Plans: Campaigns were renamed to ActionPlans for clarity.
Canned Action Plans: EurekWare now comes standard with some common ActionPlans that you can use for marketing programs and activity tracking. .
Action Plan Import/Export: Have a great Monthly Drip Markeitng Touch Campaign or a Comprehnesive Closing Checklist? Now you can share it. EurekaWare let's you import and export Action Plans to XML files that can be shared with other users.
Action Plan Sharing Site: EurekaWare now offers a free site to share your ActioPlan and Marketing Template documents. Just upload your favorites and download what you need. EurekaWare has always been a proponent of cost-effective real estate marketing tools. And what is more cost effective than free?
Days Prior: Action Plan Template field that allows you to specify an event leading up to a special day.
Auto Appointments: Automatically create appointments when the Action Plan is assigned to a contact. This works like the Auto Email feature.
Auto Assign: Now you can automatically assign activities to your contacts in an Action Plans.When a contact is an activity they receive an email describing the activitiy. If they use Outlook they can uypdate the activitiy status as well.
New Menu Structure: AMenu structure was reorganized to make it simpler and easier to use.
Context Sensitive Help: Help links have been added to all EurekaWare forms.

OCT

2008

I talked with a sales manager of Wise Agent at the Atlantic City real estate expo last year, and the software sounded impressive and much easier to use than Top Producer. However, I did not want to buy into a program that required me to keep my database online and pay them for the privilege of accessing my information. That's why I refused to get involved with Top Producer when they moved into their 'internet only' stance.

What's the verdict regarding your software choices, Kris? You are using REST *and* Advantage Xi? Why both? What does one give you that the other doesn't?

JT Prevatte, is it difficult to learn how to use Outlook to incorporate the contact management, activity tracking, calendar, syncing with PDA/Phone and email? Do you use an outside source of contact management software integrated with Outlook?

This is a great subject. Thanks to all for their comments!

Barbara Janosko www.JerseyShores.com

OCT

2008

Any update? Which one are you using now? I am thinking of trying eurekaware

OCT

2008

Hi Erica, Please give us your findings here after you try eurekaware!

I will... haven't downloaded it yet. It's on my TO DO list.

NOV

2008

FYI.. Eurekaware posted a series of Video Tutorials http://www.eurekaware.com/Tutorial.asp

and new release (3.1.6) that includes

Import Utility: that allows you to import data Top Producer and other Farm List
Web to Contact Import

There is also a 20% discount on purchases made in November.

How about realty juggler?

Anyone using that?

http://www.realtyjuggler.com

NOV

2008

Advantage xi - if I went to the right place cost $345 for the program. Jim mentioned it cost $10 a month - I'm guessing that's in addition to the program in the first place.

NOV

2008

I was curious about the same thing Anna asked. What does the $10 monthly fee include? Is that the fee for online access after you purchase the program for $345? I am going to use the 30 day free trial for Advantage xi. I currently use 8i and am very dissatisfied with the program.

Thanks for all the posts.

NOV

2008

Great post and great responses - We have just committed to Outlook 2007 as a company and I'm off to look at Eurekaware for those that need more...

Has anyone else had difficulty with importing their top producer 8i information into Advantage Xi? I have tried repeatedly to download the 30 day trial program to no avail. I will say support has been very responsive, but my issue has yet to be resolved. I have already spend too much time just trying to get it downloaded!

I am pretty close to giving up on the free trial. I haven't even started and I am already having technical difficulties. Any suggestions?

JAN

At our office we use www.BrokerOfficeSolutions.com It's a full blown Brokerage Management system built by active Real Estate Brokers. It only costs us $75.00 a month and they offer free support and upgrades.

The most importatant thing to me is that they include Agent Access for free. Thats the agent version where all our agents can see thier transactions, brokerage leads, statistics and much more.

They do have a comprehensive agent version too, www.agentofficesolutions.com Definitely changed the way we run our business!

FEB

When creating an action plan for a set of contacts...I created the action plan templates within the action plan. I saved these successfully and the tasks showed up in my To Do folder in Outlook on the correct dates for each specific task within the action plan. However, the tasks did not denote which contact I am to call or email for the task (template). When I created the templates within the action plan, I filled in the drop down menu "Contact Info" with "fullname." I also filled in the "Your Info" menu with "fullname." I noticed when I opened the template after having saved the action plan, these fields were blank?

I need to know who I need to call or email when the task comes up after I assign a contact to the action plan.

FEB

A few comments:

Hank & Amy - thanks for the kind words!

Gail - yes it is 500, but if you're smart, you won't pick any solution because it's free. Pick it because it best suits your needs, and it happens to also be free. When you over 500, if it's not the best, then what. You don't want to be switching and incur a new learning curve.

With respect to Mark-It Advantage Xi - It is one of many products I discount. I discount Xi $30.

For those of you who are very analytical, I just released my Real Estate Contact Management & CRM Comparison Matrix. It's what I reference when people call for my advice.

Also - I've created a 1 hour Power Point presentation for the RECyber Convention. It is entitled Considerations when choosing a Real Estate Contact Manager or CRM. You can download it for free by clicking on the title.

Erica - not sure what you mean by TP hogging too much memory, as it is a Web based application.

Kevin - You're comments on ACT for Real Estate have been echoed to me many times. With respect to Mark-It Advantage Xi, it does not need to have anything to do with MS products. It has it's own e-mail client, word processor, and desktop publisher. It will synch with Outlook if you want it tom although personally i much prefer using their e-mail client, which has a very similar look and feel to Outlook, than using Outlook. It will also do mail merges with MS Word and Publisher if you prefer them to the internal ones. If you mean that it will not work on a MAC, that is correct, unless you use PC emulation software. Of course that is true of all Real Estate specific Desktop CRM's other than REST.

Susan - I am a reseller for REST, as well as everything else mentioned here. I am affiliated with 28 RE specific solutions, and growing.

Some have commented that ACT, Outlook, and Plaxo serve them well. My comment about them is that they are fine if all you really want is A) a Daytimers on your computer, which is the case with Outlook and Plaxo. If you want a relational database which eliminates keying the same things in over and over again, or the ability to create activity plans or drip campaigns, they are inadequate. In the type of market most are in today, not having an organized system to follow-up is inadequate. B) W/r to all three, as they are not Real Estate specific, one must spend a great deal of time creating workarounds for them to work for Real Estate, which in my mind, when I was an agent, was a waste of time.

Kris - Advantage Xi captures leads and adds them to your database by taking the e-mail from whatever lead capture system you use, be it a Web site contact form or any other e-mail lead. You create a "Rule" in it's e-mail client (it has it's own, which has a very similar look and feel to Outlook) and it takes the information in the e-mail text and creates a contact, categorizes them based on what it says in the e-mail, and then launches a follow-up plan/drip campaign based on what it says in the e-mail if you so choose.

Ann - The cost on Advantage's site is $345, on mine it's $315. The $120/yr. is for them to host the master database on their servers. This is only necessary if you want remote access from various locations. There is an explanation on my site about the various methods you use to synch Advantage Xi at http://garydavidhall.com/advantagexiSynching.htm

Judy - Sorry to hear you are having difficulties downloading Advantage Xi. Contact me and I'll help you resolve it. It is almost certainly a browser issue.

As always - my business model is to help anyone with any questions on RE CRM solutions, anticipating that when you purchase one, you purchase it through me. I am affiliated with virtually all of them, and have no biases other than my opinions on them, based on the hundreds of times I've had feedback on them, and my personal usage of them.

Hope this helps!

Gary--Top Producer is SLOW SLOW SLOW and too bogged down, even in internet-based form. i found it just too sluggish for me.

Erica - Understood - I just meant that isn't a RAM issue. It depends upon the speed of your computer, your Internet connection, and other things I probably don't know myself. You're not the only one I ever heard complain that it was too slow for them. But to be fair, not everyone has the same experience.

What works for one person might not be the perfect solution for others. I just plain hated TP and I have tried several other solutions as well. Each has its plusses and minuses. But Top Producer was not worth the expense each month.

MAR

FYI - My Real Estate Contact Management and CRM Comparison Matrix is finished! This Matrix allows you to easily compare almost 30 Real Estate Contact Management and CRM software products across 350 features, while learning about all the possible features with a 15,000+ word glossary.

APR

Some very nice comments for our software Real Estate Success Tracker - aka REST - for which I am very gratified!

Of course, if we can help in any way, we'd love to.

Matthew Hardy

CEO/President

Real Estate Success Tools

480-626-4461

mhardy@realestatesuccesstools.com

www.realestatesuccesstools.com

MAY

REST is my choice, since I am Mac Based. It works great. I have found the customization is unmatched. Anyone else out there using REST want to share customized Action Templates? Let me know!

Hi Carl,

Thank you very much for your kind comments. Thought you might like to know that...

We are pleased to announce availability of

REAL ESTATE SUCCESS TRACKER - REST

VERSION 3.7 for Windows and Macintosh

UPDATE GUIDES:

http://www.realestatesuccesstools.com/guides

DOWNLOAD UPDATER:

http://www.realestatesuccesstools.com/downloads

..........................................................................................................

NEW FEATURES AND IMPROVEMENTS:

- Added: sync with new REST w/U iPhone Edition

with tabbed interface for iPhone and iPod Touch

- Added: print calendar views

- Fixed: blind forward copy

- Added: ability to apply Action Templates to

Properties only (a big request from REO users)

- Added: Transaction Status “Canceled” option

- Added: navigate to People from Property Owner field

- Added: mail/send seller updates based on all Active listings

- Added: create/send email to any address in People using

a single dialog (includes Mail Template selection) and REST

records the mailing under the People Mail tab

- Send “smart letterhead” email with custom HTML branding

(now built into REST preferences - more detail to follow)

Downloaded it this morning - Action Templates for properties! AWESOME - REST is the Best!

JUN

i too have heard that top producer is difficult and not user friendly. I will monitor this post, and hope I too, may find a good system, that is user friendly, and will not crash my hard drive. thanks for all the info! great responses and great post!

SEP

This is for all who use Contact Managers.

Hope this information helps you all.

It's such a tedious task to transfer leads/contacts manually into your Outlook. What do you do when you have a huge list of contacts/leads and you want to transfer them into your Contact Manager (Outlook, Excel, ACT!, REA, SalesForce.com, Top Producer, etc)? The only way to transfer the contacts/leads are by manually "Copy-Pasting" them in the contact manager.

You must be thinking, why hasn't anyone introduced a tool to automatically capture and transfer the leads/contacts in the contact manager?

GOOD NEWS!!! There is a tool available in the market and it does much more than just transfer contacts into your contact manager. It can even pull contact lists from any Internet source - name, email, address, fax, phone, website, etc.

ListGrabber is the most popular tool used by Top Real Estate Agents to increase their productivity and sales. Having a tool like ListGrabber can make the work life of an Real Estate professional easy.

ListGrabber is used by agents of RE/MAX, Century21, Coldwell Banker, Keller Williams and many others.

Check out this Blog:

http://activerain.com/blogsview/1169865/listgrabber-lead-capture-tool-for-real-estate-professionals

Download the free trial from the Blog Post or Click here for the trial download

I am sure you will love this product.

Regards,

Joel Fernandes

SEP

Matthew & Carl,

I am also a Mac user and I see REST is compatible, but will I be able to sync it with my blackberry so both are up to date with calendar and contacts? Nothing worse than having to enter everything twice!! Not to mention it probably won't get done.

Look forward to hearing from you.

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