Using Your Database to Match Buyers With Property.

Property matching only works when buyer information is accurate.

Useful details include:

• Preferred suburbs

• Budget

• Property type

• Bedrooms

• Land size

• Must-have features

• Deal-breakers

• Buying timeframe

• Finance position

• Whether they need to sell first

Old requirements can produce poor matches.

Price is important, but it should not be the only filter.

Also consider:

• Location

• Property type

• Size

• Condition

• Lifestyle needs

• School zones

• Investment requirements

• Development potential

A buyer may have some flexibility, so good CRM notes still matter.

When a new property is listed, your CRM should help identify suitable buyers.

A simple workflow might be:

New listing created → Search matching buyers → Review strongest matches → Contact priority buyers → Send alerts where appropriate → Record response

The strongest matches may deserve a personal call before a bulk alert is sent.

Off-market property matching can be particularly valuable when you know:

• The seller is open to a quiet sale

• A buyer has a very specific requirement

• The property is difficult to find

• The buyer is ready to act

Use the CRM to identify genuine matches rather than sending the opportunity widely.

Automated property alerts can save time, but they still depend on accurate filters.

Check that alerts reflect:

• Current budget

• Current suburbs

• Property type

• Buying status

• Any important requirements

If the buyer has purchased, paused their search or changed direction, update the CRM.

When a buyer responds to a property, record what you learn.

For example:

• Interested

• Too expensive

• Wrong location

• Too much work required

• Wants more land

• Ready to inspect

• No longer buying

This helps improve the next match.

Some buyers should sit higher on the list.

For example:

• Finance approved

• Ready to purchase

• Clear requirements

• Actively inspecting

• Recently missed another property

• Looking for something difficult to find

These buyers may need personal contact when the right property appears.

Not every match deserves the same level of attention.

A simple way to prioritise is:

High priority

Contact these buyers personally.

They closely match the property and are ready to act.

Look for:

• Strong match on location, price and property type

• Finance approved or confirmed

• Actively inspecting

• Clear buying timeframe

• Few major compromises required

• Recent contact showing they are still active

Medium priority

These buyers may still be suitable, but one or two things are less certain.

For example:

• Budget is slightly below the asking range

• Location is close but not exact

• Timing is less immediate

• Finance is not fully confirmed

• One requirement does not quite match

They may suit an alert, email or follow-up call depending on the property.

Low priority

These buyers are only a loose match.

For example:

• Requirements are old

• Budget is well outside the range

• They are no longer active

• The location is not preferred

• Several key requirements do not match

Do not spend the same amount of time on these contacts.

Update their requirements before treating them as a genuine match.

The aim is to help agents focus first on buyers who are both suitable and ready.

Before contacting buyers, check:

• Are their requirements current?

• Does the property genuinely match?

• Is the budget realistic?

• Are there any known deal-breakers?

• Is the buyer still active?

• Should this be a personal call rather than an automated alert?

• Has their response been recorded?

• Does the next step need a task or follow-up date?

Good property matching is not about sending more listings.

It is about using what you know about the buyer to send fewer, better opportunities.