Key Takeaways
To keep up with market fluctuations, businesses need to enhance the property valuation experience with new elements like virtual stagings.
Virtual assistants can assist in lead generation through different strategies, helping you convert interested parties into buyers.
Social media tools have given realtors the highest number of quality leads (52%), followed by CRM tools (31%) and their Multiple Listing Site (28%).
Real estate is one of the most difficult industries to grow revenue in.
This is surprising, as overall, the industry seems to be doing well. The U.S. real estate brokerages reached a total revenue of USD 48.088 billion in 2025.
So what’s the secret of the few at the top that are boosting this number?
First, they’re moving in stride with recent trends like hiring a virtual assistant (VA) for support. From managing data entry to making cold calls, real estate VAs are helping businesses grow.
Second, along with VAs, they’re leveraging the latest tools designed specifically for realtors, real estate agents and brokers.
Digital tools help real estate virtual assistants manage daily paperwork, improve online visibility, generate leads and handle client communication.
So how do these tools work? Which of these are worth investing in? How will they boost your real estate VA’s productivity? This article covers everything.
What Is a Real Estate Virtual Assistant?
Real estate agents face various challenges, such as too many administrative tasks, inconsistent lead generation, fluctuating sales and a lack of work-life balance.
A real estate virtual assistant (VA) can lighten the load by handling your back-office tasks and assisting with key operations like property listing management, social media marketing, cold calling and more.
With real estate VAs, you can:
- Reduce operational costs
- Increase productivity
- Manage time better
- Ensure buyers are supported
- Convert more leads
Best Real Estate Virtual Assistant Tools
To level up your virtual assistant strategy, you need to pair your VAs with industry-relevant tools.
Whether it is CRMs for tracking leads or a file-sharing tool to streamline digital record keeping, a virtual assistant with the right tools can transform your business!
Tech tools have supported realtors in boosting lead generation. As per a survey by National Association of Realtors, social media tools given them the highest number of quality leads (52%), followed by CRM tools (31%) and their Multiple Listing Site (28%).
Property Listing Platforms
Property listing platforms can open up new sales possibilities in a few clicks, getting you more clients with less effort.
You won’t need to advertise or send emails or wait for someone to call you. No need to go door-to-door to find potential buyers, either.
Instead, your virtual assistant can leverage property listing sites to boost exposure for all your properties. These platforms come with features like targeted advertising, virtual tours, CRM integration, analytics and more.
Your VA can leverage listing platform features to:
- Generate and capture leads.
- Gain more client reviews.
- Connect to a broader audience.
- Promote your properties more effectively.
- Improve marketing visibility.
- Research pricing trends, demand/supply, etc.
- Increase your potential to hit the international market.
Some popular property listing platforms include Zillow, Apartments.com, Realtor.com and Trulia.
CRM and Database Tools
The CRM adoption rate in the US was recorded to be 83.6% in 2024. In fact, as many as 65% of businesses adopt CRMs in the first five years because that’s just how important the tool is for strong customer relations.
Thus, CRM is a must if you want your VA to help with customer support, sales and marketing.
But what can a CRM tool do? Think of it as a solution when handling multiple clients and recording their details becomes impossible. Each client has different, changing needs and this tool allows you to customize how you collect and store data.
Your VA can use CRM systems to track client data, such as contact details, personal information, home preferences, previous conversations, engagement and status. Moreover, the CRM can be used to store different business and property documents.
All these can strengthen your relationship with your client and increase the chances of conversion. For example, the VA can use data about your client’s ideal home to create compelling emails.
Some reliable CRMs for real estate businesses include Agile CRM, Pipedrive, Odoo, Follow Up Boss and Freshsales.
Bookkeeping and Invoicing Tools
As every real estate agent knows, good bookkeeping and invoicing tools are essential for maintaining a steady cash flow. Your real estate virtual assistant can manage your finances using such tools.
They can send invoices, collect payments, approve payments and handle all transaction management tasks using an invoicing tool. Every time you close a deal, your VA can record the clients’ details and track them with the invoice number.
These tools also help monitor rent payments and due balances. Your VA can set up automated reminders to deal with late payment issues.
Plus, bookkeeping tools help you reduce manual errors and maintain accurate records.
With a VA in charge of expense tracking, invoice preparation and more, you can focus on your clients and close more deals.
Some invoice tools you can choose from are FreshBooks, QuickBooks, Xero or Zoho Invoice.
Design Tools
Tools for designing and editing images, graphics and videos come in handy for various tasks. A virtual assistant can use Canva or Adobe Photoshop to meet all your creative needs.
Here is what they can do with these design tools:
- Create images for social media posts.
- Design promotional content like property creatives and open house ads.
- Develop detailed real estate presentations (images, slides and short clips) for clients.
- Redesign your website graphics.
- Make infographics for market research and other reports.
In a nutshell, design tools are essential for your marketing and sales efforts.
A real estate VA with graphic design skills can help enhance your brand identity, attract more clients and boost engagement on social media.
Instant Messaging Tools
Communication issues can be detrimental to any business. A Grammarly report suggests poor communication leads to lower productivity and increased stress.
Instant messaging tools can be effective for quickly sharing updates and feedback. They help you stay on the same page and maintain an open line of communication with your VA, strengthening your relationship and boosting productivity.
Real estate virtual assistants can also use these tools to connect with multiple clients simultaneously. They can answer queries, follow up on time and ensure timely, professional responses to keep leads engaged.
The best examples of instant communication tools are Google Chat, Slack, Microsoft Teams and Zoho Cliq.
Video Conferencing Tools
Do you have a client with unique requirements who needs strategic follow-ups? Or a complex task that requires a long discussion?
Sending lengthy emails or messages in such situations will not only waste time but also create confusion.
Video conferencing tools are effective in such cases. Your real estate virtual assistant can leverage real-time, virtual conversations for faster resolution of problems. Instead of losing time waiting for replies or losing focus due to constant messages, use video calls to address pressing issues.
You can even integrate other tools for meeting success. For example, at Zenius, we use an AI-powered integration to transcribe and summarize important meetings for later use. This has helped our teams save over 1.5 hours per week in constant back-and-forth about meeting specifics.
Here are some ideas to effectively use video conferencing tools:
- Introduce and connect your virtual assistant to your team.
- Discuss instructions and tips to solve specific problems.
- Give feedback on recent work.
- Get aligned on brand voice or research strategies.
- Allow your VA to express their ideas and challenges.
- Provide immersive client support.
You can rely on video conferencing tools like Google Meet, Microsoft Teams and Zoom.
Task Management Tools
As you expand your business and acquire more clients, you might catch yourself multitasking. That’s when a task management tool will come in handy.
Hand over a task management tool to your VA and see how your operations become streamlined!
Your VA can use these tools to organize and schedule all your daily activities. They can track the progress of each task and allocate your resources efficiently.
You can also plan for the upcoming weeks in advance. For example, you can schedule time to meet with stakeholders or review ROI reports.
Using these tools, VAs help you streamline your workflows, improve time management and boost productivity.
Monday.com, ClickUp, Jira, Asana, Smartsheet, Trello, Wrike and Zoho Projects are the most widely used task and project management tools.
File Sharing Tools
Real estate agencies deal with a large volume of paperwork. Before clients buy a home, you need to produce a sales agreement file, property disclosure forms, inspection reports, tax records and a property deed.
Isn’t it stressful to go back and forth for so many documents?
Quit this mundane activity by adopting a file-sharing tool. These tools come with features like access control, customizable folders and synchronization.
Your virtual assistant can utilize such tools to share necessary files with clients and stakeholders. They can ensure access control, create extra layers of security, provide file tracking and organize folders for more clarity.
This way, you can stop wasting time searching for files, photos and documents!
Google Drive is the best file-sharing tool with over 30% market share. But you can also choose from other leading tools like Dropbox, OneDrive and Google Drive.
Time Tracking Tools
Time tracking tools help you monitor your virtual assistant’s working hours. Once the software is installed on your VA’s computer, it will track their activities for different projects.
These tools also provide insights that help you manage your virtual assistant better.
You can find details related to task completion rates, productivity and time management. For instance, tracking how long your VA takes to complete 10 phone calls can determine their efficiency at client follow-ups.
Toggl Track, Memtime and Harvest are a few examples of time trackers.
Social Media Management Tools
Social media offers vast opportunities for real estate businesses to find their next big client.
However, leveraging social media isn’t that simple since you need an omnichannel strategy to stay relevant.
Your real estate virtual assistant can use social media management tools to handle multiple platforms, from Instagram and Facebook to Pinterest and LinkedIn, without breaking a sweat.
Here are the main uses of social media management tools:
- Scheduling posts and messages for different platforms.
- Monitoring inboxes for all your platforms in one place.
- Managing and organizing all your social media tasks.
- Tracking all your content and profile analytics in one place.
- Replying to comments from interested sellers or buyers.
All these efforts will boost your social media presence and make your promotional activities more consistent and effective.
Buffer, Hootsuite and Sprout Social are among the most popular social media scheduling tools.
Scheduling Tools
Time is your ultimate asset. Properly scheduling and organizing all tasks, events and meetings can help you make the most of your day.
Virtual assistants can schedule appointments and arrange your calendar with a scheduling tool.
They can set appointments for client meetings, open houses and property showings. They can also coordinate with the homeowners to choose a suitable time for viewings.
Problems like double bookings and missed appointments won’t interrupt your workflows again. Instead, your productivity will increase. You’ll be able to entertain more prospects and seal more deals per day, all the while avoiding overtime and stress.
Some of the best scheduling tools include Calendly, Motion and SavvyCal.
Content Management Systems
Content management systems (CMS) can help you manage the most important storefront of your business—your website.
Since your site is used for capturing leads online, you must actively manage it and keep all content updated. A CMS makes this task easier.
Your virtual assistant can use a CMS to upload new content, edit existing posts or delete outdated content. Here, “content” can be anything from property listings, real estate agent details and blogs to client testimonials, company profiles and contact information.
But the best part is convenience! Most CMS tools come with a drag-and-drop UI for adding blog posts and website pages. Your VA will be able to revamp your website with zero coding.
The best CMS tools are WordPress, Drupal, HubSpot CMS and Joomla.
| Tools | Advantages |
|---|---|
| Property listing platforms | More online exposure to clients |
| Invoicing tools | Streamlined cash flow |
| CRM and database tools | Effective lead tracking |
| Instant messaging tools | Faster problem resolution |
| Video conferencing tools | Efficient communication |
| Task management tools | Task tracking and reviewing |
| File sharing tools | Improved collaboration and better control |
| Time tracking tools | Time and performance monitoring |
| Social media management tools | Consistent social media posting |
| Scheduling tools | Optimal time management |
| Content management systems | Faster website updates |
Read More: Different Types of Virtual Assistants You Need To Hire
How Real Estate Tools Are Leveling Up in 2026
The real estate industry is tough to crack. And in 2026, the closing cycles are shorter, interactions are more personalized and online engagement is key. RE/MAX CEO, Adam Contos says,
The most important asset you can own in your business is the attention of your customer. If you don’t own it, someone else does.
To keep up with market fluctuations, businesses need to outperform competitors not just in efficiency but also in engagement. This means enhancing the property valuation experience with new elements like virtual tours and staging and predictive lead scoring.
AI-powered tools are projected to create a more involved experience for customers. It will help them not only visualize their home but also connect to real estate agents who understand their personal vision. Brett Jennings, founder of Real Estate Experts, says,
The highest levels of success don’t come from more grinding. They come from more alignment.
The upside for real estate agents will be loyal customers and better referrals. But to get the most out of AI integration, real estate businesses will have to shortlist their AI tools, upskill themselves and learn how to use them.
By hiring VAs, you can bypass the hurdles of lengthy training. You can simply hire a virtual assistant who brings AI tool experience to your operations. For instance, VAs who specialize in real estate can use tools like Virtual Staging AI, DALL-E and more to create an immersive experience.
Why You Need Effective Real Estate Virtual Assistant Tools
Sure, real estate virtual assistants can help you achieve your business goals by tackling routine background tasks.
But to help your virtual assistants make the most out of their skills and qualities, you need to arm them with the latest tools.
Here’s how adding tools to their workflows can help you.
Improved Performance
Why rely on spreadsheets to manage business data when your VA can use a CRM?
Still sharing important files via email? Switch to file-sharing tools for more convenience. Want exposure on social media? Social media management tools can help you craft an omnichannel strategy and also let you follow it with consistency.
A real estate VA can use these tools to boost productivity, improve time management, enhance efficiency, grow online presence, get the maximum ROI from your marketing efforts and improve business performance overall.
Reduced Workload
Cold calling new leads, scheduling property tours, dealing with existing clients, chasing renters for payments and more, all at once, can be exhausting.
You can easily delegate these repetitive tasks to your VA. With the right tools, they’ll be even more efficient in uploading listings on your platform and organizing potential customers based on lead scores.
Imagine how free you’ll feel with these chores off your plate! You can run your business stress-free and enjoy seeing staggering results.
More Conversions
Your real estate VA can assist in lead generation through different strategies, helping you convert interested parties into buyers.
The VA can use CRM and communication tools to track leads and stay in touch with both new and existing clients.
With them, you’ll retain more clients, secure more appointments and close deals faster!
Stronger Client Relationships
To grow your real estate business, you must build and maintain strong relationships with clients. Michael Miedler says,
Success in real estate comes down to two factors: taking care of and valuing the customer.
A real estate virtual assistant can use messaging tools and social media to retain clients. They can send the latest listings based on customer preferences, share newsletters and answer general questions.
This can help you foster long-lasting relationships. Loyal clients can buy new properties, post positive reviews and give referrals that turn into future sales.
Wrapping Up
Hiring virtual assistants is an effective solution for your real estate business. But you need the right tools to extract the real benefits from your VAs.
Providing helpful tools to your VA will boost collaboration, improve communication, increase productivity and close property deals faster.
With the right property management, CRM and marketing platforms, your VAs will help you find more leads and sell more properties.
Zenius provides flexible and hassle-free hiring for virtual assistants and other specialized talents. You can hire one or a whole team of VAs effortlessly. We’ll handle tasks like screening, interviewing and payroll for a seamless recruitment process.
All you need to do is meet your VA over your preferred platform, power them up with the latest tools and level up your business today.
