A home inspection CRM that tracks the deadline, the agent, the add-ons and the monitor still in the house.
An inspection is a short job with a lot of parties: the buyer, two agents, sometimes a lender, and a closing date none of them control. The CRM has to hold the price, the agreement, the payment, the report release and the add-on equipment on one record, and show the office what is due first.
Inspection scheduling runs on other people's dates
Field software built for repair trades assumes the company sets the schedule. A home inspector does not. The buyer's contract sets the last day to inspect, the lender sets the appraisal, the listing agent controls access, and the radon lab sets how long results take. A CRM for this trade has to sort jobs by the date that cannot move and warn the office when a report, a lab result or a re-inspection will not fit inside it.
The people on an inspection job are also unusual. The buyer is the client, but the buyer's agent made the call and will ask for the report, the listing agent holds the key, and a co-buyer or an attorney may need access too. Who may see the report is a matter of the client's permission, and a CRM that stores the permission list with the job makes that routine instead of a judgment call at the end of a long day.
Then there is the equipment and the history. A radon monitor is out at a house for a couple of days and has a calibration date. The sewer camera is in one truck. A past client will sell that house in some years and need a pre-listing inspection, and a referring agent needs to see that their clients get called back. None of that fits a generic pipeline of lead, quote, job and invoice.
What a home inspection CRM has to hold
Every item below is something the office checks several times a day in a busy week.
The deadline, on the job and on the board
The inspection-period end date from the contract, the closing date, and the date the buyer needs the report to ask for repairs. The schedule view sorts by the earliest one, and a job whose report will land late turns red before it becomes a problem.
Price rules shared with the website and the phone
Size bands, age adjustments, foundation surcharges, travel and add-on fees calculated one way everywhere, so the quote the buyer saw online is the number on the invoice.
Agreement, payment and report release
Signed agreement status, payment status and the report link on one record. If your policy is no report until both are done, the system holds the link, and nobody has to remember who paid.
Agents as accounts, buyers as clients
Every buyer's agent and listing agent is a record with their clients, their jobs and the last time you spoke. Referral volume by agent and by brokerage shows who sends work steadily, and a note reaches you when a regular goes quiet.
Monitors, cameras and lab samples
Each radon monitor by serial number, the address it sits at, the pickup date and the calibration due date. Each lab sample with a sent date and an expected result date, so the office knows what is still open on an inspection that is otherwise finished.
Re-inspections and past clients
A repair verification visit links to the original report's defect list and bills as its own job. The client record keeps the house, the closing date and the items you told them to watch, for the anniversary note and the pre-listing call years later.
How we build a CRM for a home inspection company
Our own service companies run on a CRM we wrote for ourselves; yours is shaped around the way your inspections actually run.
Booking, phone and office on one calendar
The website form, the AI receptionist and the office book from the same inspector calendars, with slot lengths set by house size and drive time between addresses. Double bookings stop being possible.
Your report software, linked
The CRM does not write the report. It records the report link or file from the software you use now, sends the delivery email and text from your domain, and logs who opened it and when.
Texts and emails that run themselves
Booking confirmation, the agreement link, the day-before reminder with what to have ready at the house, the report delivery, the review request a few days later, all from your business number and address, all logged on the job.
Agent access by permission
When the client approves the agent on the agreement, the agent receives the report automatically. When they do not, the agent gets a confirmation that the inspection happened and nothing else.
Reports for the owner
Inspections per week by inspector, add-on attach rate, revenue by referral source, average booking-to-report time and the agents whose referrals changed this quarter, on one page.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Custom CRM for home inspection, answered.
Can it replace the scheduling built into my report software?
It can, and many inspectors keep both for a while. The CRM adds what report software usually lacks: price rules, agent accounts, deadline tracking, equipment and the marketing list. We import your clients and jobs so history is not lost.
How does it handle a buyer who cancels when the deal falls through?
The job is marked canceled with the reason, the fee policy you set applies (many inspectors charge for a visit that already happened), and the buyer stays on your list, because they will be under contract on another house soon.
Does it track which agent sent each job?
Yes, on every job, and the agent report shows referrals by agent and brokerage over time. Keep it to tracking and thank-you notes. Paying agents for referrals runs into federal rules on settlement service referrals and professional codes of ethics, so talk to a lawyer before offering anything of value.
Can a second inspector use it from the field?
Yes. Each inspector sees their own day, the address, the lockbox details, the add-ons ordered and the deadline on a phone, and marks the job complete when the report goes out.
Custom CRM for home inspection. Owned by you.
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