The real estate CRM built by people who worked the cycle
We have taken the portal lead at 11pm, chased the viewing no-show and posted the commission to accounts. Keystone Hub is what we built because the software we were given did not know any of that happened — so it runs the whole cycle: Property Finder, Bayut and Dubizzle leads, WhatsApp, inventory, offers, signatures and the job that delivers them.
We built it because we lived it
The team behind Keystone Hub has run the property cycle in this market — the portal leads, the viewings, the offers, the handovers and the commission splits. The product is those years, written down as software rather than as opinions.
So every screen answers something that actually goes wrong on a Tuesday:
The portal lead that arrived while you were in a viewing
Property Finder and Bayut leads arrive by webhook the moment they are created, and the polling window is covered with a three-hour overlap so a lead that was listed late is picked up instead of skipped. Deduplicated by portal reference, so the same client never gets two records.
The number nobody wrote down properly
One canonical phone format for every inbound route. A client who types the number with spaces still lands on the lead the portal wrote without them, so a duplicate person does not quietly split the history in two.
The unit the whole building renames next month
Buildings, communities and landlords are records, not text on a unit. Renaming "Al Reem Island" to "Reem Island" cascades to every unit, listing and filter — which is why the inventory report and the map agree.
The agent who left with the client relationships
Every automatic path honours the same rotation, including the "receives new leads" switch. When someone leaves, leads are reassigned through one flow that also moves their deals, tasks, viewings and notifications — not one table at a time.
The offer that was signed but nobody sent back
Quotations are itemised, printed as a letter and signed from a link the client opens in a browser. The signed PDF is archived, the status moves forward, and the commission is stamped on the deal — so "did we get it back" is a field, not a memory.
The deal that closed and the job that never happened
For services, trading and hybrid workspaces the deal does not end at "won". A job order is created with the itemised scope, the crew logs checklists and photos, and the customer signs the handover on their own phone. The reward is released once, on the rule the workspace set.
Six jobs, one system
Most CRMs stop at the pipeline. Keystone Hub keeps going — through the listing, the signature and the work that has to happen afterwards.
Capture that does not miss
Portal leads arrive the moment they are created, and the gaps behind the polling window are covered for you.
- Property Finder, Bayut and Dubizzle leads, deduplicated by portal reference
- Weekly availability sheets and PDFs read straight out of a monitored inbox
- Web forms, a branded buyer portal and a broker intake for everything else
Routing that follows your rules
Every automatic path honours the same rotation, so a lead never lands on someone who is off or opted out.
- Round-robin or AI-weighted rotation, with a "receives new leads" switch per agent
- Unit owner and portal agent mappings win when you tell them to
- Duplicate merge keeps the richer record and never overwrites a good number
One thread per client
The conversation follows the lead, whichever channel the client used last.
- WhatsApp Cloud API inbox with media, templates and delivery receipts
- Email, SMS and multi-step sequences, plus workflow delays
- Calls, notes and messages land on the same timeline as the deal
Inventory, not a spreadsheet
Buildings, communities and landlords are records, so a correction travels to every unit.
- Units, buildings, communities and owners as masters — rename once, update everywhere
- Studios, photos, furnishing, availability and market class, per unit
- Push to Bayut and Property Finder, track live status, share a client link that installs as an app
Offers that close themselves
From quote to signature without printing, scanning or chasing a PDF by hand.
- Itemised quotations with a printable letter and a signing link the client opens in a browser
- Co-agency (A2A) contracts between agencies, with signed copies archived
- Commission structures, deal fees and expected earnings per agent
When you also deliver the work
The services side is a first-class pipeline, not a note in the deal record.
- Job orders with itemised scope, checklists and before/after photos
- Asset takeover and handover signed by the customer on their own phone
- Technician bonuses and sales commission released on the rule you set
A lead has one journey, and the system knows where it is
Nothing is derived from a status someone forgot to change. The recorded outcome does the moving.
Captured
A portal push, an email, a form or a phone call becomes a lead with one owner and one record.
Assigned
Your rotation decides — unless the unit owner, a shared link or a portal mapping already claims it.
Worked
Calls, WhatsApp, viewings and tasks post an outcome. The outcome moves the lead, not a dropdown.
Closed
Deal, documents, commission and — for services — the job that delivers it, all on the same record.
One product, five businesses
A mode is not a colour scheme. Each one gets its own pipeline stages, its own status vocabulary and its own automation formula — so a service business never reads a tenancy ladder, and a developer never sees a viewing.
Brokerage
Rentals and sales with viewings, offers, leases and portal publishing.
Developer
Launches, unit availability, reservations and handover tracking.
Services
Quote-driven work: a service catalogue, job orders, technicians and handovers.
Trading
Catalogue items, orders and delivery, with the same pipeline discipline.
Hybrid
One workspace where both offerings sit side by side.
Several workspaces, one install
Each workspace has its own users, tenants, inventory and settings, isolated from the others. Add one with a single command.
Works with what you already use
Credentials live per workspace, not in a config file — so the workspace owner connects their own portals, mailbox and number.
Portals
Messaging
Calendar
Sign-in
AI providers
Client data is the whole business
Built for teams that hand phones to staff and laptops to interns.
Two-factor authentication
TOTP 2FA, enforceable per workspace.
Single sign-on
Google, Microsoft and Okta OAuth.
Roles & permissions
Eleven roles plus granular permissions, with lead reassignment when someone leaves.
Audit log
Sensitive actions recorded and exportable to CSV.
GDPR & Do Not Contact
Subject export and erasure in-app; a DNC list enforced on every channel.
Private documents
Proofs, signatures and media on private storage behind authorised, time-limited links.
Web
The full workspace in any modern browser.
iOS & Android
A native app for the people who are never at a desk.
Installable PWA
Share links install to a client's home screen, with web push.
Seven languages
English, Spanish, French, German, Italian, Dutch and Portuguese, switchable per user.
Before you ask on a call
If your question is not here, ask it directly — a real person answers, usually the one who built the part you are asking about.
Ask us anythingIs this a CRM only for Dubai brokers?
No. It is built for the UAE market and the way the work is actually done here — Property Finder, Bayut and Dubizzle leads, WhatsApp-first clients, rent and sale pipelines, offers and handovers. Workspaces in Abu Dhabi, Sharjah and the northern emirates use the same product, and each workspace keeps its own inventory and settings.
We already use a CRM. Can we move our data across?
Yes. Inventory, owners, buildings, communities and leads are imported rather than re-keyed, and the team migrates with you. The import de-duplicates by phone and by unit number, so a re-run fills gaps instead of creating doubles.
Do we have to use WhatsApp for every client?
No. WhatsApp Cloud API is one channel; email, SMS and a multi-step sequence are there too. Everything lands on the same timeline as the deal, so a client who replies by email and then calls is still one record.
Does it work for a developer selling off-plan?
Yes — that is one of the five workspace modes. A developer gets launch inventory, unit availability, reservations and handover tracking, and it never sees the tenancy vocabulary a brokerage works with.
Can we put our own agents on it?
Yes. Each workspace has its own users, roles and permissions. Leads are routed by a rotation that honours who is active and who has opted out of new leads, and there is a per-agent "receives new leads" switch.
Where does our data live?
In your own workspace on this install, in its own database tables. Documents, proofs and signed copies sit on private storage and are served behind authorised, time-limited links — never a public URL.
Ready to run the whole book in one place?
Bring your brokerage, your developers or your service team onto one system — we will migrate the data with you.