Online client briefs
Budget, suburbs, property type, must-haves and deal-breakers captured in a form clients fill in, with changes tracked.
Buyers agent software: client briefs, portals & shortlists
Buyers agents: the whole search, shared with your clients. Clients see the search.
The brief lives in a Word doc, shortlists go out in email threads, inspection notes sit in your camera roll and clients ring at 9pm asking what's happening. We build client portals and back-office systems for buyers agents that hold the whole search in one place, from the first brief to the keys. Then we host them and look after them.
Looking for buyers agent software that shows clients the search?
A buyers agency is part researcher, part negotiator, part project manager and part counsellor. You're sourcing on and off market, running inspections, chasing building and pest reports, talking bidding limits and keeping nervous buyers calm. Most of it runs on email, texts, spreadsheets and a phone that never stops. The client only sees the bits you have time to send them, so they ring to ask.
Wollopit builds custom software for buyers agents around how your agency actually works. Clients fill in their brief online and watch the shortlist grow in their own portal. Inspection notes, photos and video go straight onto each property from your phone. Due diligence, offers and settlement dates tick along on one timeline that clients, brokers and conveyancers can see. We connect the tools you already like and look after the lot on our own servers.
01The problems
What we hear from buyers agents
Does your buyers agency have these problems? Here's how we'd fix them.
Most buyers agents we talk to are brilliant at finding and negotiating property. The admin around it is what eats the evenings.
- The problemThe brief lives in a Word docIt starts as a phone call, becomes a document and changes every few weeks. Nobody is sure which version is current.How we fix itAn online brief clients fill in themselves: budget, suburbs, must-haves and deal-breakers. Every change is tracked so you can see how the brief has shifted.
- The problemShortlists lost in email threadsListings go out one email at a time and clients lose track of what they've seen, what's sold and what you rejected.How we fix itA live shortlist in the client's portal with status on every property: new, inspecting, ruled out, offer in or sold elsewhere.
- The problemInspection notes on your phonePhotos in the camera roll, notes in the Notes app and a voice memo from the car. Good luck finding them a week later.How we fix itNotes, photos, video and a quick score saved against each property from your phone, right there at the open home.
- The problemThe Saturday run planned by textSix opens across four suburbs, two clashing times and a client meeting you at the wrong address.How we fix itAn inspection schedule built from the shortlist, mapped in order with travel times and shared with the client automatically.
- The problemFeedback by phone at 9pmClients ring after dinner to talk through every property, then change their mind by morning.How we fix itClients rate and comment on each property in the portal, so feedback is written down and the brief sharpens as you go.
- The problemInterstate clients can't be thereBuyers in Sydney, Melbourne or overseas want to see the place but can't make a Saturday open.How we fix itVideo walkthroughs and live notes posted to the portal, with a booked call slot to talk them through it.
- The problemOff-market leads stuck in your headA selling agent mentions a quiet listing over coffee and it lives in your memory until the right client turns up.How we fix itAn off-market register matched against every active brief, plus a contact log for the selling agents you deal with.
- The problemDue diligence by chasingBuilding and pest, strata reports, contract review and finance approval all run on different deadlines and email chains.How we fix itA due diligence checklist per property with reports attached, deadlines counting down and the conveyancer and broker kept in the loop.
- The problemAuction limits sent by textBidding strategy agreed on a call, the limit confirmed in a text and nothing written down if it goes pear-shaped.How we fix itOffer and auction records with signed-off limits, a negotiation log and a clean history of every bid and counter-offer.
- The problemFees invoiced by handEngagement fees, success fees and retainers tracked in a spreadsheet and retyped into Xero.How we fix itOnline agreements signed with DocuSign or in the portal, engagement fees paid by card and success fees invoiced at settlement into Xero.
- The problemWhere are we up to?Between contract and settlement clients, brokers and family all ring for updates you've already given twice.How we fix itA settlement timeline in the portal with finance, cooling-off, deposit and settlement dates that update as each one ticks over.
02What we build
Solutions
What we build for buyers agents. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Client portal
Each client logs in to see their brief, shortlist, inspections, reports and where the deal is up to.
Live shortlists
Properties added from a listing link with your notes, status, price guide and why it made the list or got ruled out.
Inspection notes & media
Notes, photos, video and scores saved against each property from your phone at the open.
Inspection run planner
Saturday opens ordered on a map with travel times, clashes flagged and the schedule shared with clients.
Client feedback & ratings
Clients score and comment on every property so the brief gets sharper with each inspection.
Off-market register
Quiet listings and selling agent tips logged once and matched against every active brief.
Agent contact log
Every selling agent you deal with, their listings, conversations and how they like to negotiate.
Due diligence tracker
Building and pest, strata, pest, contract review and finance tasks with deadlines and reports attached.
Offers & auction records
Signed-off bidding limits, offer history, counter-offers and outcomes, all written down.
Agreements & fees
Engagement agreements signed online, engagement fees by card and success fees invoiced into Xero.
Settlement timeline
Cooling-off, finance, deposit and settlement dates in the portal with reminders for everyone.
Partner access
Mortgage brokers, conveyancers and accountants see only the bits they need, so they stop ringing you.
A website that wins briefs
Hand-built, quick on mobile, with an enquiry form that starts the brief and built to rank for 'buyers agent' plus your area.
03The systems
The big ones
Your whole agency, on one system.
These are the systems buyers agents ask us about most. Each one works on its own and they get properly useful once they're joined up.
Briefs & client portal
One login where clients watch their search happen.
The brief starts online and stays live for the whole search. Clients log in to see what you're working on, what you've ruled out and why. That means fewer 'just checking in' calls and more trust in the process.
- Online brief form clients complete
- Budget, suburbs and must-haves
- Deal-breakers and nice-to-haves
- Brief changes tracked over time
- Shortlist and status at a glance
- Ruled-out properties with reasons
- Reports and documents in one place
- Couples and family share one login
- Messages kept with each property
- Works on any phone
Shortlists & inspections
A Saturday of opens, planned and written up before lunch.
Build the shortlist, then turn it into an inspection run mapped in order with travel times. At each open you save notes, photos, video and a score from your phone. The client sees it in their portal before you're back in the car.
- Add properties from a listing link
- Status: new, inspecting, ruled out, offer
- Inspection runs on a map
- Travel times and clashes flagged
- Schedule shared with the client
- Notes, photos and video per property
- Quick scores against the brief
- Voice notes from the car
- Client ratings and comments
- Video walkthroughs for interstate buyers
Sourcing & agent network
Off-market tips that find the right buyer.
Log a quiet listing or a selling agent tip once and it gets matched against every active brief. Your agent contact log remembers who you spoke to, about what and how each one likes to deal.
- Off-market register
- Automatic matching to active briefs
- Selling agent contacts and history
- Notes on how each agent negotiates
- Listing alerts by brief
- Comparable sales notes per property
- Price guide and sold result tracking
- Suburb notes and research
- Pre-market and coming soon flags
Due diligence & offers
Every report, deadline and bid written down.
Each property you're serious about gets a due diligence checklist with reports attached and deadlines counting down. Bidding limits are signed off in the portal and every offer and counter-offer is logged, so nobody argues about who said what.
- Due diligence checklist per property
- Building and pest reports attached
- Strata and body corporate reports
- Contract review with your conveyancer
- Finance approval deadlines
- Signed-off bidding limits
- Offer and counter-offer log
- Auction day notes and result
- Conveyancer and broker access
Deals, fees & settlement
From signed agreement to keys, without the chasing.
New clients sign their agreement and pay the engagement fee online. Once a contract is signed the settlement timeline takes over, with reminders for clients, brokers and conveyancers. Success fees invoice themselves into Xero at settlement.
- Online engagement agreements
- DocuSign or in-portal signing
- Engagement fees by card
- Success fees invoiced at settlement
- Invoices straight into Xero
- Cooling-off and finance dates
- Deposit and settlement reminders
- Pipeline of every active client
- Referral partner tracking
- Handover pack after settlement
04How it changes
Before and after
A Saturday of inspections, wolloped.
Here's how a typical Saturday could change. Every agency runs a bit differently, so we map yours first.
Before
- Open the Word doc to remember the brief
- Text the client six addresses and times
- Take photos and notes on your phone at each open
- Drive home and type it all into an email
- Client rings at 9pm to talk through every place
- Next Saturday, start again from scratch
After
- The brief is live in the client's portal
- The run is mapped from the shortlist and shared
- Notes, photos and scores saved on the spot
- The client sees each property before you're back in the car
- Ratings and comments come in written down
- The shortlist updates itself for next week
05Services
Everything under one roof
Software, websites and systems for buyers agents.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for buyers agents
Built around how your buyers agency actually runs: online client briefs, client portal and the admin in between, in one system you own.
Websites for buyers agents
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Buyers agency system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for buyers agents
Live shortlists and inspection notes & media: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect realestate.com.au, Domain and CoreLogic RP Data so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your buyers agency, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the platforms you're happy with or replace the ones holding you back.
- realestate.com.au
- Domain
- CoreLogic RP Data
- Pricefinder
- Xero
- MYOB
- Stripe
- DocuSign
- InfoTrack
- HubSpot
- Pipedrive
- Mailchimp
- Google Maps
- Google Workspace
- Microsoft 365
- Calendly
- Zoom
- Dropbox
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your buyers agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on a brief call, tag along to an inspection run and look at your inbox, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your briefs, shortlists, inspections, due diligence, fees, partner access, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the client portal and shortlist first, so your next client feels the difference.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things buyers agents ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients see properties we've rejected?
Yes. You can share why properties were ruled out so clients understand the search and see the work you're doing behind the scenes.
Does it work for interstate and overseas clients?
Yes. Video walkthroughs, notes and photos land in their portal straight after each inspection and they can book a call to talk it through.
Can we add properties from realestate.com.au or Domain?
Yes. Paste in a listing link and the key details come across where the platform allows, then you add your own notes, photos and status.
Can mortgage brokers and conveyancers see what's going on?
Yes, if you want them to. Partners get their own login and only see the deals and documents you share with them.
Is our clients' financial information safe?
Yes. Logins are secured, each client only sees their own search and everything is hosted on our managed servers with backups. We'll talk you through how it's set up.
We already use a CRM. Do we have to switch?
No. If HubSpot, Pipedrive or your current setup is doing its job, we build around it and connect the portal, shortlists and inspections on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a buyers agent system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online briefs or a shortlist portal can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most buyers agents we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a buyers agency problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.