Moving your agency across
The reason most agencies stay on a CRM they have outgrown is not the features. It is the fear of losing ten years of contacts. Here is exactly what moves, what does not, and in what order.
Do it in this order
The single most important thing: import first, cancel last. Your listings stay live on the portals the whole time, so there is no window where anything comes down.
| Step | What you do | What it takes |
|---|---|---|
| 1 | Connect your portals to Proparoo | One OAuth sign-in for Domain; agency ID for REA |
| 2 | Import your live listings | One click per portal — minutes |
| 3 | Export contacts from your old CRM as CSV | Every CRM offers this; ask support if you cannot find it |
| 4 | Import the CSV into Proparoo | Match your columns to the template |
| 5 | Check the result against your old system | The step worth not rushing |
| 6 | Move your team over, then cancel the old subscription | Last, once you are satisfied |
Your listings
Proparoo reads your existing listings back out of the portals themselves rather than asking your old CRM for them — which means it works regardless of what you are coming from, and does not depend on your previous provider being helpful about an export.
| Source | What comes across |
|---|---|
| realestate.com.au | Current, off-market, sold and leased listings, with images and features |
| Domain | Your agency’s listings, paged through and matched to existing properties where they overlap |
| Homely | Nothing — Homely is a one-way feed with no export |
Your contacts
Contacts come across as CSV, which every CRM can produce. Proparoo’s importer reads these columns:
| Column | What it holds |
|---|---|
first_name | Required |
last_name | Required |
email | Used to match against existing contacts |
phone | Mobile or landline |
type | Buyer, seller, tenant, landlord |
budget_min | Number, optional |
budget_max | Number, optional |
notes | Free text — paste your existing notes in |
tags | Your own categories |
What does not come across
Worth knowing before you commit rather than after:
- Historical enquiry threads. New enquiries are captured from the moment you connect; old conversations stay in your old system.
- File attachments. Contracts and documents held in another CRM do not transfer automatically.
- Trust accounting and rent rolls. Proparoo is a sales CRM and does not do property management ledgers or trust accounting.
If your agency runs a substantial rent roll on dedicated property management software, the sensible answer is to keep it and use Proparoo for sales — not to force one system to do both badly.
Common questions
- Will I have to re-type my listings?
- No. Proparoo reads your live listings back from realestate.com.au and Domain and creates them as properties — address, price, features and images included. Homely is a one-way feed, so there is nothing to import from it.
- How do I bring my contact database across?
- Export your contacts from your current CRM as CSV and import them into Proparoo. The importer expects first_name, last_name, email, phone, type, budget_min, budget_max, notes and tags, and you can download a template with those columns to match your export against.
- What does not come across?
- Anything the portals do not hold and your CSV does not carry: historical enquiry threads, file attachments, trust accounting and property management ledgers. Proparoo is a sales CRM — if you run a rent roll on dedicated property management software, keep it.
- Do I need to take my listings down to switch?
- No. Your listings stay live on the portals throughout. You are changing which system publishes to them, not removing anything — which is why importing first and cancelling last is the right order.
- How long does it take?
- The import itself is minutes, not days. The part that takes real time is checking the result and getting your team onto it — budget an afternoon for a small office.
See it on your own listings
A 20-minute walkthrough with your properties, your portals and your questions. No obligation.
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