Avli - Listings and Agent CRM for a Cypriot Estate Agency
Listings, Leads and Deals CRM for a 22-Branch Agency
Designed and built a clickable listings and agent CRM for a Cypriot sales and lettings agency with 22 branches and about 180 agents: listings with EPC and agency agreement checks, portal syndication, a lead pipeline with response timers, offers that wait for AML clearance, and a progression checklist from reservation to transfer of title.
Most of our work is under NDA. Per agreement, we can share the work but not the company details - all names and identifying information shown here have been changed.
Impact
Dashboard, listings in grid and table views, listing detail with 9 tabs, the lead pipeline board and progression with its deal panel.
New leads count down to the client's target: 15 minutes in office hours, or 10:00 the next working day outside them. The timer turns red once the target is missed.
From buyer and seller AML clearance through reservation, contract deposit and transfer of title at the Land Registry to keys, plus a 6-step letting checklist. The non-EU buyer permit step applies only to flagged buyers.
Sales and lettings across every status, 26 leads, 36 contacts, 11 viewings, 3 offers, 10 deals, 5 portal destinations and 8 staff users in 3 Limassol branches.
The Problem
Lemonokipos grew by buying smaller agencies, and each brought its own tools. Branches kept listings in three desktop systems and updated portals by hand, so the same villa appeared at two prices on the same day. A third of portal leads got no reply within a day, offers were negotiated over WhatsApp with no record, AML checks were done on paper after the reservation deposit was paid, and commission was argued over in a month-end spreadsheet.
Our Solution
Avli covers the agency's working day from first instruction to completion in one CRM: listings with EPC details, price history and portal syndication, buyer and tenant leads auto-matched to listings, a pipeline with response timers, offers with a negotiation log, a progression checklist to completion and a manager view of response rate and pipeline value, in Greek and English.
The Challenge: One Agency, Many Rulebooks
Residential sales and lettings in Cyprus combine agent registration, anti-money laundering duties, energy certificates, Land Registry steps and marketing consent rules, on top of the agency's own policies. Each one affects what an agent may publish, send or accept.
Listings Without the Paperwork
Commission is generally only enforceable with a written agency agreement, and an energy performance certificate is generally required when a property is sold or let. Listings went live on portals with neither, and a price changed in one system stayed wrong on the others.
Leads Nobody Owned
Enquiries from the agency website, Bazaraki, Spitogatos, Rightmove Overseas and A Place in the Sun landed in shared inboxes. Nobody could see which lead was waiting, for how long, or who was meant to answer it.
AML Checks After the Money Moved
Estate agents are obliged entities under the Cyprus AML law and must check both parties to a sale. On paper forms, checks often happened after the reservation deposit had already been paid.
Progression Nobody Could Track
A sale moves through reservation, a contract drafted by lawyers, deposit of the contract at the Land Registry and transfer of title, with a Council of Ministers permit for non-EU buyers. Once a sale was agreed, nobody could say which of these steps had happened.
Our Approach: From Agency Rules to a Clickable CRM
Spec and Rules Research
Mapped 9 staff roles from sales agent and assistant to compliance officer and finance, plus buyers, tenants, sellers and landlords, 45 screens across staff web, an agent mobile app and the public website, and the data model for listings, instructions, contacts, consents, leads, matches, viewings, offers, deals, AML checks and commission. Wrote down the rules the design follows: the Real Estate Agents Law, the AML law, the EPC rules, the Cyprus buying process, the GDPR with Law 125(I)/2018, and ePrivacy marketing consent.
Clickable Demo on a Production UI Kit
Built 5 key screens on a production dashboard kit: the dashboard with KPIs, today's viewings and tasks, leads waiting and listings needing attention; listings with EPC badges and bulk publish; listing detail with change price, publish, offers, matches and syndication tabs; the lead pipeline board with drag to change stage; and progression with the sale and letting checklists. All actions run on local state.
What a Production Build Adds
Feeds for Bazaraki, Spitogatos Cyprus, Rightmove Overseas and A Place in the Sun, subject to each portal's terms; Sumsub or Onfido identity checks and ComplyAdvantage screening; WhatsApp, SMS and email through Twilio and Postmark; DocuSign agency agreements; calendar sync. Staff auth by role, an append-only audit log, and the remaining screens: contacts, viewings, inbox, compliance, Manage reports, settings, the agent mobile app and the public listing pages.
Why It Works: Rules Checked Before the Click
Publishing Runs a Launch Checklist
Publish is blocked until a signed agency agreement is attached, and the instruction card shows a red banner when it is missing. Every listing card shows its EPC class or a red No EPC badge, and portal errors such as a missing energy class appear on the listing.
Every Lead Has a Clock and an Owner
The dashboard lists leads waiting on the agent oldest first, each with a countdown to the response target. On the board, a lead can only move forward, and dropping it on Lost asks for a reason.
Offers Wait for Cleared Checks
Recording an offer warns when the buyer's check is not cleared, and Accept stays blocked until both parties' AML and ID checks are cleared. The negotiation log keeps each offer and counter with amount, channel and note.
Progression Shows the Next Step
Each deal shows its checklist progress and next open item, with overdue items in amber. AML items tick only from compliance, items that need evidence ask for it, and Complete is enabled only when every required item is done.
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Enterprise Software Engineering - Human + AI
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Location
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
Enterprise Software Engineering - Human + AI
Contact Us
Locations
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
© 2026 - Copyright. All Rights reserved Oceanlab