Outsource Real Estate Data Entry Services

As a real estate business, you need to deal with massive back-end operations, including handling huge amounts of data coming from different business-associated sources. Handling this enormous amount of data can impact your other day-to-day tasks.

That’s where outsourcing real estate data entry can help. This allows you to organize all your data and access them more efficiently. Here, we will discuss the services relevant to real-estate data entry, the tools and software used to conduct this service, and the steps involved.

We will also touch on the benefits of this service, how you should choose your service provider, and where you can find your real estate data entry service. Let’s dive in:

The Purpose of Real Estate Data Entry

When running a real estate business, you need to deal with a considerable volume of data regarding valuation details, property listings, sales and commission information, legal files, etc. This can easily overwhelm you and reduce efficiency.

That is where real estate data entry service comes into play. This service helps you maintain accurate and organized records. Therefore, your organization can ensure smoother operations and make informed decisions to offer reliable services to your clients.

In general, real estate data entry services deals with the following information:

• Property Listings: Updating and maintaining correct property details
• Client Information: Gathering and organizing client contact details
• Transaction Records: Managing records related to property transactions
• Rental Payments: Tracking rental payments from tenants
• Maintenance Requests: Recording and managing maintenance requests

When performed properly, these tasks bring efficiency and trustworthiness to your real estate organization.

How Can a Real Estate Data Entry Assistant Help?

As mentioned earlier, real estate businesses must deal with large amounts of data, which can be challenging if improperly organized. When you outsource real estate data entry service, an assistant will help you by managing the following data:

Property Data Entry

As a realtor, it is crucial that you have the correct property listing to avoid misinformation for potential buyers or renters. Property management data entry service allows you to have precisely that privilege.

In general, property data entry deals with three types of data:

• Property details
• Property photos
• Property descriptions

Let’s discuss them in brief:

Property details: A property’s value and appeal depends on various factors. Your client may want to know several details, including street address and tax information. All this information is contained in property details. Here is some standard information that is usually recorded:

• Property Address – Includes street, city, state, and ZIP code from the property’s geographic identity
• Property type – Refers if it is intended for use as a house, apartment, or commercial real estate
• Square footage – Defines how much space the real estate contains
• Property Details – Detailing the number of rooms a space contains and for what use
• Lot size – Giving the estimation of the outdoor space and potential use of the property
• Property features – Mention if the property has any attractive features like a pool, garage, fireplace, etc.
• HOA fees – Shows if the property is listed within a society or not with access to shared amenities
• Tax information – Discussing the estimated tax rates, including annual property tax
• Year Built – Mentioning the architectural trends, historical context, and design considerations
• Condition and Upgrade – The property’s overall condition – whether it is ready to move in or need renovation

Property photos: The visual appeal is undeniable in the case of real estate organizations. Therefore, you should have an extensive yet organized portfolio of the property you are showing. The most common information property photo data entry contains are:

• Uploading and Categorizing – Creating a visual narrative by uploading and categorizing appealing images
• Image Description and Captions – Describing images to emphasize features

Property description: Without a proper description, even the most desirable property may look plain. Therefore, real estate data entry assistants input relevant data to make a property look more appealing. In general, property description may contain the following data:

• Detailed Property Description – Creating a narrative to discuss the best features of the overall property
• Formatted Description for Online Listings – Specific and compelling words that highlight the key features of the real estate property
• Relevant Keywords – Finding the right words that your clients use to find their most suitable property

Client Data Entry

Knowing your client is a must if you want to thrive in the real estate industry. It involves collecting, organizing, and managing client information within your industry.

This data entry includes recording details of potential and existing clients, maintaining an up-to-date client database, and ensuring accurate communication histories.

Client data entry mainly deals with two types of data.

• Client Information
• Client Communication

Each data type has its own comprehensive set of information.

Client Information: This data mainly deals with your client’s basic information. It helps you to connect with your preferred customers and generate a personalized pitch for them. You may find the following information there:

• Contact Details – Contains client name, phone number, home address, and email
• Preferred Contact Method – Upholds the best way to reach out to clients
• Property Ownership Information – Details about the properties they already own, if applicable
• Purchase/ Rental History – Record of past real estate transactions if applicable
• Financing Information – Insight into your client’s financial capacity and preferences
• Property Preferences – What is the ideal type of property preferred by your client
• Reviews and Feedback – Opinions on properties visited or services received to improve the offering

Client Communication: In addition to keeping track of client information, you need extensive information on client communication. This will give you better insights about clients and make communication more effective in the future.

• Log Communication – Documenting client interactions—calls, emails, and appointments
• Client Status Update – Tracking their journey—prospect, client, or closed deal

Transaction Data Entry

Transaction data regarding a property helps both you and your client make informed decisions based on accurate data. Additionally, these data are crucial to avoid legal malpractices and build trust.

Generally, such data covers the following information:

• Sales/Rental Agreements
• Financial Data

Sales/Rental Agreements: The sales records data entry service keeps you informed about the contract made with your client. Thus, you can access the fine details of your contract, keep a record of your commission information, and track the transaction situation.

• Sale Prices – Document the agreed-upon price for sales or rental transactions
• Sale Date – The pivotal moment when ownership transfers—note it diligently
• Terms and Conditions – Any special clauses, contingencies, or seller concessions
• Agent Commission Information – Track the commission percentage earned by agents
• Brokerage Split – If applicable, record the division between agents and the brokerage
• Referral Fees – Note any fees paid to referring agents or third parties
• Track Transaction Status – Keeping track of the deal if it is in progress, closed, or canceled

Financial Data: Any transactions conducted while selling a property must be accurately recorded for future reference. Otherwise, it will cause disputes and result in expensive legal suits. In financial data entry, assistants keep records of:

• Financial Details – Down payments, mortgage information, and rental income fall under financial details
• Commission and Earning Calculation – How much commission your agent earns after a successful transaction

Market Data Entry

Market data entry helps your real estate business market its properties and essentially gives you insights about market trends.

In general, market data entry deals with 2 kinds of information:

• Comparative Market Analysis (CMA)
• Property Values

Comparative Market Analysis: Data entry for CMA helps you compare properties to set up property prices correctly. This helps you understand the trends and set up a valuation to help your sale. The most common data collected and entered for CMA are:

• Collecting and inputting data on comparable properties to determine the pricing
• Analyze the market trends by collecting relevant data and setting up accurate pricing

Property Values: The value of any property can fluctuate over time due to numerous factors. As a real estate owner, you need to keep track of these fluctuating factors to get better opportunities. Generally, property value data deals with the following information:

• Tracking property values over time to determine future trends
• Update property assessment depending on the current situation and changing trends

Additional Tasks

In addition to the above-mentioned tasks, your commercial real estate VA should assist you with several additional tasks, including creating a real estate database. These data help enhance security, assist in verification, generate reports, and manage databases.

As a realtor, you can expect the following additional data entry tasks from your assistant:

Data Cleaning and Verification: In the real estate business, you need to deal with a massive amount of data. As a result, it is crucial to regularly clean unnecessary data and verify the new ones to get an accurate picture. Commonly, data cleaning and verification deals with the following tasks.

• Data Accuracy and Consistency – Ensuring all the relevant data are up-to-date and align with current market trends
• Identifying and Correcting Errors – Finding the incorrect data and updating them to get the accurate picture

Data Backup and Security: Protecting your data is a must in real estate property business. A proper data backup system helps retain essential data whenever you need it. This helps you avoid legal jargon and navigate through the challenges safely. Here are the tasks your data entry service should provide you:

• Data Backup – Maintaining the database regularly so there is no data loss
• Security Measures – Implement strict data security protocols to restrict access only to authorized personnel

Report Generation: Another important task your real estate data entry assistant helps is generating detailed reports. These reports contain property listings, including descriptions, photos, and relevant details.

Database Management: Last but not least, maintaining and updating is an important part of data entry service. A real estate company needs to access all the data gathered, including real estate transactions, property listings, rental agreements, and tenant information. Therefore, it is essential that your service provider offer an extensive database management service.

Software and Tools Required for Data Entry Services

As per the discussion above, it is evident that real estate data entry services can be quite daunting as they deal with a landslide of data. Therefore, to make the process tolerable, data entry assistants utilize several software and tools. Here is a brief of the necessary tools and software to give you an insight:

• CRM Software : CRM software manages client information, conducts effective communication, and records transactions. HubSpot is one such platform offering a free real estate CRM plan.
• Property Management Software : Such software is used to track property details, rental incomes, and maintenance requests. AppFolio offers an excellent solution for this.
• MLS (Multiple Listing Service) : Data entry assistants continuously input and update property listings. MLS Systems allow assistants to input data about properties for sale, maintain listing currency, research active and sold properties, and construct competitive market analyses.
• Spreadsheet : Spreadsheets are one of the oldest methods of organizing and analyzing data and are still very much relevant. You can use MS Excel, Google Sheets, or any other open-source spreadsheet software for this.
• Data Entry Software : Data entry service providers use several data entry software programs to improve their data entry speed and accuracy. Our professionals find APISCRAPY very useful, as it is designed especially for real estate businesses.

All these software are crucial for accurate and rapid data entry for your housing business. So, when you are delegating to get data entry service, make sure your service providers have a good understanding of these tools and software.

Merits of Getting Real Estate Data Entry Services

While real estate data entry is a complicated yet tiring task, hiring a professional ensures reliable data entry, reduces errors, and maintains consistency. Outsourcing this service can save operational expenses while maintaining high-quality data management.

It lets you focus on core tasks as seasoned professionals handle all your data entry tasks more efficiently. Let’s check out the merits of real estate data entry services:

• Top-notch accuracy and reliability
• Gaining a vast productivity boost
• Save costs by reducing operational expenses
• Getting access to specialized skills
• Scale your service requirements according to your business needs
• Significantly saves time by automating the process
• Proper data management protects valuable resources and minimizes risks
• Ensuring compliance with legal and industry regulations

What are the Steps Involved in the Real Estate Data Entry Process

In real estate data entry, you need to ensure that all data is accurately recorded and set in proper order. This helps you access data with ease and use it whenever and wherever you want.

Our professionals follow a methodical process to conduct an extensive data-entry process to arrange the best possible outcome for your housing market. Here is our step-by-step process:

Step 1: Housing Data Collection – In this stage, we collect all the available property details surrounding your business area.

Step 2: Entering Data — Once we have our data, we enter it into a spreadsheet with all the details available.

Step 3: Validating Property Data – As we record data on a spreadsheet, we verify them to maintain accuracy, consistency, and completeness.

Step 4: Categorizing and Classifying – After validating the collected data, we start categorizing and classifying them for better understanding.

Step 5: Documentation and Image Entry — Right after categorizing the massive data, we focus on adding important documents and appealing images associated with the housing property.

Step 6: Quality Assurance – Once documentation and images are entered, run a thorough quality assurance of the data to ensure everything is accurate, consistent, and has all the details.

Step 7: Maintaining Data – It is not enough to simply record data. As professionals, we know the importance of keeping data up-to-date. We employ a strong protocol to keep all that data fresh and relevant so you can use it with ease.

Step 8: Establishing a Protocol for Data Security – For your housing developer business to succeed, you need to establish a strong data security measure. We ensure that all your data is accessible to only authorized business personnel.

Step 9: Reporting Real Estate Data – As a real estate data entry service, we are bound to provide reports containing property listings, including descriptions, photos, and relevant details.

Step 10: Assuring Data Backup & Recovery Approaches — In the end, we employ a secure method to regularly back up your data and implement appropriate safety protocols to recover it if you have lost it anyway.

Choosing Your Real Estate Data Entry Service Provider

While a comprehensive data entry service offers massive benefits for your real estate agency, finding the right service provider can be quite challenging. To help you out in this manner, here is our checklist you should go through before hiring your vendor:

✅ Determine the specific data entry tasks your agency requires

✅ Check out service providers with extensive experience in the real estate industry

✅ Verify if the service provider has strong data security measures along with excellence in attention to details

✅ Make sure that the service providers have strong technical knowledge and use up-to-date technology

✅ Choose a provider who can scale their services according to your business growth

✅ Get detailed quotes and consider the value and quality of service

✅ Check out feedback from previous clients to verify their reliability and performance

Recruit Your Real Estate Data Entry Service Provider

As per the checklist above, you should do extensive research before hiring your real estate data entry service provider. We are the perfect fit for all your housing industry data entry service needs.

YesAssistant has offered unparalleled data entry services to real estate business owners like you for over a decade. We give you the best possible real estate data with unmatched security protocols.

Our work process allows us to offer you the most accurate data with the best security protocol to protect them. You can comfortably scale our service depending on your business needs. We have a long list of satisfied clientele who consistently recommend our service as the best one they have.

If you have any further questions or concerns, feel free to contact us. You can also book an appointment with us to try our free data entry services for a trial period. Just fill out the form, and our customer service professionals will contact you to schedule an appointment.

Book an appointment today for further discussion.