Website & App Building · Real Estate

Build a CRM to manage leads, deals and follow-ups

A long prompt to build a CRM web app: lead capture from many sources, pipeline board, follow-up reminders, calls and WhatsApp logging, team roles and sales reports.

Your prompt is ready 6 brackets to fill
You are a senior full-stack developer who builds CRM systems. Build a CRM web app (mobile-friendly for salespeople on the move) with me, phase by phase.

## The business
- Business and what it sells: [DETAILS, e.g. real estate agency selling flats]
- Where leads come from: [website forms, Facebook lead ads, portals, walk-ins, calls]
- Sales team: [NUMBER] people with roles [e.g. owner, manager, sales executive]
- Pipeline stages: [e.g. new, contacted, site visit, negotiation, won, lost]
- Tech stack I prefer: [STACK or "you choose"]

## Features
1. Leads: capture by API and webhooks from each source, duplicate detection by phone and email, automatic assignment (round robin or by area or product), source tracking.
2. Contact and company records with full timeline: calls, notes, emails, WhatsApp messages, meetings, files, stage changes.
3. Pipeline as a drag-and-drop board and as a list with filters; deal value, expected close date, probability.
4. Tasks and follow-ups with reminders (in-app, email, push); a "today" screen for each salesperson; overdue follow-ups highlighted.
5. One-tap call and WhatsApp from the lead, with outcome logging.
6. Email templates and WhatsApp templates with merge fields; bulk messaging to segments.
7. Lost reasons, and automatic re-engagement reminders for lost or cold leads.
8. Reports: leads by source, conversion by stage and salesperson, response time, revenue forecast, activity per person.
9. Roles and permissions: salespeople see only their leads; managers see their team; owner sees everything.
10. Import and export by CSV, activity log, data backup.

## CRM rules
- First response time matters: alert the assigned person within a minute of a new lead.
- Every change to a lead is logged with who and when.
- Fast search across names, phones and emails even with 500,000 records.

## Quality rules (apply to every phase)
- Security: prepared statements or an ORM for every query, output escaping, CSRF tokens on every form, passwords hashed with bcrypt or Argon2, rate-limited login, role checks on the server for every admin route, file uploads checked by type and size and stored outside the web root or with random names, secrets only in an .env file.
- Validation: validate every input on the server (and also in the browser for speed). Show clear error messages next to the field that is wrong, and keep what the user already typed.
- Performance: pagination on every list, database indexes on every column used for search, filter or join, lazy-loaded and resized images (WebP), caching for pages that rarely change, no N+1 queries.
- Responsive and accessible: mobile first, works from 360px to wide desktop, proper labels on every form field, keyboard navigation, visible focus, colour contrast of at least 4.5:1, alt text on images.
- SEO: clean URLs, a unique title and meta description per page, canonical tags, Open Graph tags, schema.org JSON-LD where it applies, an XML sitemap and robots.txt.
- Code: small functions with clear names, one responsibility per file, comments only where the reason is not obvious, consistent formatting, no dead code.
- Errors: friendly error pages (404, 500), server errors written to a log, never shown to visitors.
- Deliver with: a README (install steps, .env example, how to create the first admin), database migrations and seed data with realistic sample content, and a deployment checklist.

## How to work with me
Do not write code yet. First reply with:
1. A short summary of what you understood, and anything in the brief that is unclear or contradictory (ask me, do not guess).
2. The final tech stack, with a one-line reason for each choice.
3. The folder and file structure.
4. The full database schema: every table, column, type, index and relation.
5. Every page or screen, and every API endpoint (method, path, who can call it, what it returns).
6. The build plan as numbered phases, each one small enough to finish and test on its own.

Wait for me to reply "go". Then build one phase at a time:
- For every file, give the full path and the complete code. Never write "...", "rest of the code stays the same" or TODO.
- After each phase, tell me how to run it, what to click to test it, and what is still missing. Then wait for me to reply "next".
- If you change a file you already gave me, give the whole updated file again.
Open in ChatGPT Claude Perplexity

How to use this prompt

  1. Copy the prompt. Press Copy prompt and the full text goes to your clipboard.
  2. Fill the brackets. Use the form above, or replace [DETAILS, e.g. real estate agency selling flats], [website forms, Facebook lead ads, portals, walk-ins, calls], [NUMBER], [e.g. owner, manager, sales executive], [e.g. new, contacted, site visit, negotiation, won, lost], [STACK or "you choose"] with your own details.
  3. Paste and send. Paste it into ChatGPT, Claude, Gemini and DeepSeek and send. Ask follow-up questions to refine the answer.

Why use this Build a CRM to manage leads, deals and follow-ups prompt?

This build a crm to manage leads, deals and follow-ups prompt is written for a real-estate brokerage. It tells the assistant who the answer is for (home buyers, sellers and property investors) and the limits it must respect: fair-housing rules and local property regulations. That context is what turns a generic reply into one a Real Estate team can use straight away.

Most people type a single line and get a generic answer back. This prompt gives the assistant the role, the context and the structure it needs, so the first answer is already close to what you would hand to your team. Because it is written for Real Estate, it keeps the focus on what that industry measures: days on market and closed deals.

How to get the best answer

  1. Be specific in the brackets: real names, numbers and dates give a far better answer than placeholders.
  2. Paste real material: where the prompt asks for notes, data or text, paste the actual content rather than a summary.
  3. Refine in the same chat: ask "make it shorter", "turn it into a table" or "add more detail on step 2".
  4. Check the result: review it against what you know about days on market and closed deals before you share it.

FAQ

Frequently asked questions

Which AI assistant works best with this Build a CRM to manage leads, deals and follow-ups prompt?

It works in any chat assistant. It suits ChatGPT, Claude, Gemini and DeepSeek best. Paste it in, send it, and ask follow-up questions in the same chat.

What do I need to replace before sending it?

Replace the 6 highlighted brackets – [DETAILS, e.g. real estate agency selling flats], [website forms, Facebook lead ads, portals, walk-ins, calls], [NUMBER], [e.g. owner, manager, sales executive], [e.g. new, contacted, site visit, negotiation, won, lost], [STACK or "you choose"] – with your own details. The more specific you are, the better the answer.

Is this prompt only for Real Estate?

This version is written for a real-estate brokerage. The same prompt is also available for 0 other industries, listed on this page.

Is it free to use?

Yes. Copy it as often as you like and use it in your own work. No sign-up is needed.

Can I trust the answer?

Treat it as a strong first draft. Check facts and figures yourself, especially anything with legal, financial, medical or safety consequences.

Keep exploring

Browse more Real Estate prompts