Automatic buyer-property matching: how the 0-100% score works

When an agency manages several hundred contacts with an open buyer profile, checking their search criteria against every new property by hand stops being realistic past a certain volume. A sales agent goes through area, budget, size and property type one by one, and by the end of the day is usually left wondering whether some buyer who matched what just came into the portfolio slipped through.

Which fields the matching compares

RealEstateCRM's matching engine automatically crosses the search criteria saved on each contact's profile — area, price range, minimum size, number of rooms and property type — against the active properties in the portfolio. There is no need to rerun the search every time a property goes up: as soon as it is added, the system checks it against every buyer with an open profile and works out which ones match. That's automatic real estate matching: software that compares those criteria against the active portfolio and works out, property by property, which buyers genuinely fit.

Where the percentage comes from

The result is not a plain yes or no, but no single criterion outweighs the others either: the maximum price and the area act as a pre-filter, so a property outside the budget does not come back with a low percentage — it simply does not come back at all. From there, the percentage comes from how many of the additional criteria set on the profile it meets — number of rooms, minimum size, a specific property type — so two properties with the same price and area can end up at 100% and 67% depending on how many of those extras line up. Below 60% compatibility the match is not even shown: the filter exists to save calls to buyers who are not going to be interested, not to show off fine-grained grading.

What changes when you add a property

Across a portfolio of two or three hundred properties, going through contacts one by one every time a new listing comes in is neither realistic nor the best use of an agent's time. With automatic scoring, the newly created property already shows up ranked by compatibility on the profile of every matching contact, freeing that time up for calls instead of spreadsheet comparisons.

Prioritising calls by score, not by sign-up order

A match list sorted from highest to lowest percentage also changes how the day gets prioritised: rather than calling buyers in the order they signed up, it makes more sense to start with the ones that best fit what just landed in the portfolio. A 92% match with a freshly listed property usually deserves a call before going back through contacts whose interests are already out of date.

A case: a flat in Ruzafa with three buyers in the portfolio

A three-bedroom flat goes on sale for €220,000 in the Ruzafa neighbourhood. At that moment the agency has three buyers with an open profile whose area of interest includes Ruzafa. The first is looking for up to €250,000 and needs at least three bedrooms and 70 m²: the flat matches on price, area, bedrooms and size, so it shows up at 100%. The second is searching in the same price range and area, but only two bedrooms are a must and they never set a specific minimum size: they meet fewer of the additional criteria they did set on their profile, so the system gives them 67% — not because bedrooms 'weigh' more, but because out of the criteria they actually filled in, fewer are met.

A third contact had a maximum budget of €190,000 saved for the same area: since price acts as a pre-filter and the flat goes over it, that buyer does not even appear on the flat's match list, no matter how well the rest of their criteria fit. That is the practical effect of price and area cutting off before any percentage is calculated: the agent does not waste time calling someone who, from the outset, cannot afford the property.

Automatically crossing portfolio and contacts this way is one of the features we work on at RealEstateCRM, built for agencies that can no longer keep up checking buyers one by one by hand. Matching kicks in right after a property is added, using the data brought in by the automatic Catastro lookup; you can see the rest of the Properties and Contacts module features.