Over 500 MLSs are now RESO-certified and more than 90% offer Web API feeds — but RESO certification alone doesn't guarantee your CRM will sync cleanly with your specific MLS. This RFP template is for brokerages, property management firms, and PropTech teams evaluating a real estate CRM build or replacement.
Before You Start
- [ ] Bring stakeholders together — agents, transaction coordinators, marketing, and IT — to map current pain points before writing requirements
- [ ] Diagram how your current tools are interconnected; this reveals the root causes behind most CRM complaints
- [ ] Decide whether you need off-the-shelf CRM with configuration, or a custom build — custom development typically runs $50,000–$250,000 and takes months, so this decision drives your entire RFP scope
- [ ] Confirm which MLS(s) you need to integrate with and whether they're RESO Web API certified
Section 1: Core CRM Functionality
- [ ] Property listing management with support for your specific listing types (residential, commercial, land, multi-family)
- [ ] Pipeline management covering every deal stage from lead capture through closing, with automated follow-ups
- [ ] Commission tracking and split calculations for teams and referral arrangements
- [ ] Showing scheduling with calendar sync for agents and clients
Section 2: MLS and Data Integration
- [ ] Confirm RESO Web API certification status for your specific MLS(s) — certification doesn't guarantee zero sync issues, so ask for a live data-sync demo
- [ ] Ask what happens when MLS field mappings change — who owns fixing broken syncs, you or the vendor?
- [ ] Confirm real-time versus batch sync frequency for listing updates
- [ ] Data validation and deduplication process for records pulled from multiple MLS feeds
Section 3: Custom Development Considerations
- [ ] What SDKs, APIs, and developer documentation are available if you need custom integrations later?
- [ ] Is there an active developer community or dedicated technical support line, separate from general customer support?
- [ ] Get a fixed-scope quote versus time-and-materials, and understand which one the vendor is proposing and why
Section 4: Data Security and Compliance
- [ ] Encryption standards for client financial and personal data
- [ ] Access controls separating what agents, brokers, and admins can see
- [ ] Data residency and backup terms, particularly for multi-state or multi-country operations
Vendor Scorecard
| Criterion | Weight | Score (1–5) | Notes |
|---|---|---|---|
| MLS integration reliability | 25% | Ask for a live sync demo against your specific MLS | |
| Pipeline & commission tracking depth | 20% | Test with your actual deal stages, not generic demo data | |
| Custom development / API support | 20% | Confirm documentation quality, not just availability | |
| Data security & compliance | 20% | Get specifics on encryption and access control | |
| Total cost (build + 3-year maintenance) | 15% | Custom builds often run $50K–$250K — confirm what's included |
Red Flags to Watch For
- A vendor who can't explain what happens when MLS field mappings change
- No reference client on your specific MLS, especially for less common regional MLSs
- Vague "we integrate with your CRM" claims with no API documentation to review
- Fixed-price quotes that don't specify what happens if requirements change mid-build
How to Use This Template
Send this to three to five vendors and require live demonstrations against your actual MLS feed, not a generic sandbox. Weight MLS sync reliability heavily — this is where most real estate CRM projects fail post-launch, not in the CRM's core features. Score every vendor with the same evaluators before making a final decision.