Ditch the chaos. Start every day with total control, instant clarity, and a CRM built to help you close—not just manage—deals.
All insights and features based on real workflows from U.S. real estate professionals, engineered for agents who want to win.
Imagine starting your day not with chaos, but with absolute clarity. No more digging through emails, no more missed appointments, no more “Where did I save that file?” Instead, everything—leads, deals, listings, appointments, documents—is visible and under control from the very first second. That’s the TotalFlow promise: a true command center for real estate agents and teams who want to close more deals, save hours each week, and finally dedicate time to family and passions. This is not just about work—it’s about taking back your freedom. Welcome to your new HQ, designed by and for agents who want to win.
Most CRMs are either graveyards for lost leads or a minefield of features nobody uses. TotalFlow was born to change that. It’s the first platform built around real daily workflows—designed to save agents hours every week, reduce stress, and turn every touchpoint into momentum. No mindless data entry. No switching tabs. No guesswork. Just real-time clarity, AI automations, and integrated tools that actually work together.TotalFlow isn’t just a CRM—it’s your digital operating system for real estate. Here’s how your first day with TotalFlow might look:
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TotalFlow isn’t just about working better—it’s about living better. Every workflow is engineered to give you time, mental clarity, and control.
Open TotalFlow and step into your cockpit: the Command Center. Instantly see new leads, open deals, appointments, urgent follow-ups, and your progress this month—all in one place. The AI Command Layer suggests your top priorities and scans for risks or opportunities (like cold leads or overdue follow-ups). The dashboard updates live as your day unfolds, so you never lose track of what matters.
Click the “AI Command Layer” to set a goal for the day or trigger an automated workflow (like sending listing blasts, running compliance scans, or scheduling follow-up campaigns)—the system gives you a real-time action plan based on your pipeline status.
In the Lead Engine, every contact is transformed into a dynamic, interactive profile designed for real follow-through.
Adding a lead is simple: use the quick action on your dashboard, add directly from FlowInbox after a conversation, or capture from any section where you meet a potential client—no technical skills or complicated processes required.
As soon as a new lead is entered, TotalFlow automatically links and enriches their profile with every piece of data already inside your ecosystem: phone numbers, emails, messages, appointments, and even matched properties or previous deals.
You always see the entire client journey in one place. Each profile features a clear timeline of all past activity, interactions, follow-ups, and notes—everything is tracked and searchable, so you never lose context.
The system visually maps your lead sources (FlowInbox, SellerHunter, manual entry, referrals), and you get a live overview of conversion rates and the 'temperature' of every lead. Hot, cold, engaged, at risk—it's all clear and updated in real time.
AI surfaces the best next steps automatically, flagging which leads need immediate action or could benefit from a personalized follow-up sequence. Advanced filters and smart search make it effortless to segment, prioritize, and work your list with total precision. Need to update statuses or send group follow-ups? Bulk actions let you do it in seconds.
Every update is tracked and reflected instantly, so you can focus on relationship-building instead of admin. With TotalFlow, you never let a single opportunity slip away.
TotalFlow’s pipeline isn’t just a Kanban board—it’s the heart of your business, built to mirror the real flow of a real estate deal from start to finish. Every opportunity moves through the classic stages—New Lead → Qualified → Showing → Offer → Under Contract → Closed/Lost—but here, each movement is alive: whenever you drag a deal from one stage to the next, you’re not just updating a status—you’re unleashing real automations and workflows that push your business forward, reduce manual steps, and eliminate friction.
For every stage:
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And when you want the full picture, you open the Deal Room: here every transaction comes with its own detailed timeline, commission tracker, escrow ledger, document vault, and audit trail. You see every note, document, conversation, and payment—nothing is hidden, lost, or scattered. From first contact to closing and beyond, TotalFlow ensures you’re always one step ahead and never left wondering, “what’s next?”
Managing your real estate schedule has never been more intuitive or reliable. Every appointment, property showing, or client call you book is instantly synced with your Google Calendar account (full Google Calendar integration—secure, and always up-to-date).
Each event is automatically color-coded and contextually linked to the right lead, deal, or listing, so you never lose track of what’s next or who it concerns.
You can add events from anywhere within TotalFlow—whether you’re working from your Command Center dashboard, inside a lead profile, or even reviewing a deal.
As you add, move, or adjust appointments, built-in logic prevents double-booking by instantly alerting you to conflicts before they happen. This ensures you and your team never miss a meeting and that your time is always used optimally.
Want a personal assistant to do it for you? Just ask FlowCore AI or activate the Chrono Spirit bot—these AI agents can automatically propose, schedule, and even reschedule appointments for you.
You simply tell FlowCore to book a client call, a showing, or a team sync: the AI finds the right slot, checks for conflicts, and plans it. With Chrono Spirit, recurring appointments are managed hands-free, so you never have to worry about admin.
The TotalFlow Calendar gives you total control and flexibility, offering multiple views (Month, Week, Day, and Agenda) so you can plan and review your schedule in the way that best fits your workflow.
Move seamlessly between the big picture and granular details—switch from a monthly overview to a focused agenda of your day with a single click.After every event, TotalFlow proactively prompts you to log the outcome, update the status of deals, and trigger relevant follow-ups—ensuring your pipeline and activity tracking always reflect reality, not just memory.
This keeps agents and teams perfectly aligned, ensures nothing slips through the cracks, and gives solo agents the superpower of never missing a beat.
Currently, FlowInbox brings all your email conversations into a single, unified inbox—auto-linked to the right lead, deal, or listing. You can see the entire thread, reply instantly, and use AI-generated templates for rapid follow-ups.
Need to bulk message all your open house attendees or send urgent updates to every active client?
Do it in just a few clicks.But you can go further: automate your entire conversation flow with Rocket-Bot, the built-in AI agent that can handle follow-ups, send replies, and even draft messages on your behalf—choosing the tone (formal, friendly, urgent, or custom) to perfectly match the context and the client.
You remain in full control: approve messages before sending, or let Rocket-Bot handle the routine for you, saving time and maximizing engagement.
Support for WhatsApp and SMS is coming soon, making FlowInbox the true hub for every channel you use to communicate with your clients.
With TotalFlow, no message ever gets lost, no client is ever forgotten, and you always have the full context—now and in the future.
Every property, file, and marketing asset is centralized in a single, always-accessible module—so you never have to juggle multiple systems or lose time searching for critical info. View your entire inventory at a glance, with each listing clearly displayed along with its details, attachments, and status.
Not only can you update prices, share property packets, and store all contracts and documents in one place, but you can also instantly visualize every listing on an interactive map: explore your portfolio geographically, spot market trends, and quickly plan showings or tours.Need compliance?
With LegalGuard built in, every document—purchase agreement, disclosure, lease, or brochure—is automatically checked for compliance before you ever send it to a client or the other party.
No more last-minute surprises at closing or risky oversights.Property Manager is deeply integrated with Listing Studio and the Deal Room: when you update a listing, all connected deals, documents, and communications are updated automatically, ensuring that handoff between listing, transaction, and closing is truly seamless. It’s the simplest way to keep your portfolio organized, your process compliant, and your deals moving forward.
Listing Studio is where your property marketing comes alive. It’s designed as the creative and operational heart of your listing workflow, giving you everything you need to launch, optimize, and monitor listings with speed and style.
Here, you can create new listings with just a few clicks, add rich descriptions, set pricing and status, and instantly generate branded marketing materials—from beautiful brochures to social-ready graphics—using built-in AI tools.
Every update in Listing Studio automatically syncs with your main portfolio, Property Manager, and the Deal Room, ensuring no information gets lost between teams or steps.
Analytics track performance, letting you see views, engagement, and even benchmark your listings against local trends. Sharing is effortless: send listing packets to clients or partners, or broadcast your best properties with one click through FlowInbox or planned social campaigns. With Listing Studio, every agent—solo or in a team—has the toolkit of a top-tier agency, built right into their CRM.
The AI Command Layer is your automation launchpad—no need to describe tasks or write prompts. Instead, just choose from 11 pre-built, high-impact AI actions tailored for real estate. With one click, you trigger the process you need—whether it's launching a marketing campaign, reviewing documents, scheduling compliance checks, or scoring leads. Every task is optimized, guided, and instantly actionable. You stay focused, the AI handles the busywork, and your workflow never misses a beat.
Finance & Tax in TotalFlow centralizes every financial process, from income and expenses to tax tracking, into a single, intuitive hub. Here you can record every commission, escrow, expense, or recurring bill with a few clicks, keeping your real-time profit and cash flow always visible.
Powerful ledgers and dashboards give you clarity on pending commissions, closed deals, recurring bills, and overall profitability—no more guesswork or end-of-month chaos.
Track and review every transaction in detail, then move to the Tax Center, where you’ll find your quarterly estimates, annual forms, and a full profile of your business’s tax status.
The system reminds you of deadlines and keeps all forms and profiles securely stored and ready for download.Visualize income vs expenses, understand your performance trends, and export your data whenever needed. With TotalFlow, financial stress and manual spreadsheets are a thing of the past: your numbers are always up-to-date, your compliance is always on point, and your business is ready for growth.
The Agency Dashboard is your command center for leading and scaling a real estate team or brokerage. Every metric that matters—leads, pipeline value, deal conversion, commissions, agent productivity—is tracked in real time, visualized in intuitive dashboards that give you the full picture at a glance.
From the main dashboard, instantly see your team’s total lead count, open deals, GCI (Gross Commission Income), and key conversion rates. Dive into individual or group performance: monitor who’s closing, who needs support, and where the next big opportunity is hiding.
Role-based views and permission controls mean every agent, manager, and admin sees only what matters to them—keeping focus high and data secure. Detailed tabs let you manage team members and roles, review payouts and GCI, analyze financials and expenses, and even benchmark your brokerage against market standards.Built-in lead distribution, automated assignment, and live tracking ensure no opportunity slips between agents.
Track tax liabilities, and manage compliance for every member—all from a single dashboard.
Visualize key numbers, dig into transaction histories, and use smart analytics to coach, reward, and grow your team with confidence.The Agency Dashboard transforms complexity into clarity. No more spreadsheet chaos, lost leads, or blind spots. Just a high-performance, data-driven real estate business—ready to scale.
Stop guessing. Stats & Reports in TotalFlow are actionable: lead conversion, pipeline velocity, lost deal reasons, commission forecasts, agent productivity, source effectiveness, and more. Advanced dashboards (the Analytics Vault) reveal patterns and suggest optimizations—helping you grow every month.
Inside TotalFlow, access a built-in referral exchange. Send, track, and close deals with other agents. Dashboard tracks all incoming/outgoing referrals, status, and earnings. Network, earn fees, and manage the whole process—no more spreadsheets or lost opportunities.
The final step in your journey with TotalFlow isn’t just about mastering new features—it’s about transforming the way you work, lead, and grow as a real estate professional. When you’ve set up your workflows, automated your follow-ups, and connected every touchpoint, the daily chaos fades into true clarity.
You’re no longer chasing paperwork, juggling reminders, or guessing at your next move.Instead, you have complete confidence: your leads are tracked, your pipeline is moving, your team is aligned, and your numbers are clear. Every critical task is surfaced, every client touchpoint is handled, and your business is always ready for the next opportunity. Whether you’re an individual agent or managing an entire agency, TotalFlow puts you back in control—freeing up your time, your focus, and your ambition.In just 30 minutes, you don’t just learn a new CRM—you unlock a new standard for productivity, freedom, and success.TotalFlow: From Chaos to Flow. Ready to win.