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Custom CRM development
Pipelines, contacts and follow-ups modeled on how you sell. No per-seat fees, no features you will never use.
Learn moreA CRM for home builders, with every build and client update in one place.
Selections, draws, subcontractor schedules and buyer questions spread across email and spreadsheets. We replace the patchwork with one system built around how your team actually works.
What we build for home builders
One system, shaped to your work.
- Buyer portal for selections and progress updates
- Subcontractor and supplier scheduling
- Draw and budget tracking
- Warranty request intake
- Lead CRM for model-home and web inquiries
Every build starts with a custom CRM designed around your workflow, connected to the tools you already use through API and software integrations.
The result
Our clients save an average of $5,000 a month in software costs and lost time.
Start with an audit
In 30 minutes we map your tools and manual steps, and show you what a custom system would replace.
The real cost
Where home builders lose margin and goodwill.
Building the house is the part you're good at. Keeping buyers, subs, lenders and your own team on the same page is where it slips.
Selections chase you for months
Cabinets, flooring, fixtures, paint, hardware. Every buyer makes dozens of choices, often by email, often changing their mind. When selections are tracked in a spreadsheet, a missed change means the wrong countertop gets ordered, and somebody pays for it. Usually that somebody is you. A locked, priced record of each choice prevents it.
Buyers call for updates constantly
Buyers want to know what's happening on their house. Without a better way to show them, they call and email your superintendent and your office, sometimes daily. Every one of those calls pulls someone off real work, and the ones you don't return turn into frustration.
Draws and budgets lag behind the build
The lender needs proof of completion before releasing the next draw. Your budget lives in one spreadsheet, the schedule in another, and photos on someone's phone. Pulling a draw package together takes hours of digging, and a slow draw slows the whole job. It also makes for an awkward conversation with the bank.
Warranty requests fall through
After closing, a homeowner emails about a sticking door. Another texts a superintendent who has moved to the next subdivision. Warranty requests scattered across inboxes don't get scheduled, and an unhappy buyer tells their neighbors, who are exactly the people you want buying your next homes.
How it works
A home builder CRM that covers the whole build.
From the first model-home visit to the last warranty ticket, here's how each part of a CRM for home builders works day to day.
Lead tracking from model home to contract
Walk-ins at the model, web inquiries, realtor referrals and event sign-ups all go into one pipeline. Your sales team sees each prospect's lot interest, budget, timeline notes and every conversation so far. Follow-ups are scheduled automatically, so a family that toured on Saturday hears from you before they tour the next builder's model. You also see which communities and lead sources produce contracts.
Custom CRM developmentA buyer portal for selections
Buyers make selections in a buyer portal built around your options and pricing. They see what's included, what's an upgrade and what's due by when. Once they confirm, the selection is locked, priced and sent to the right supplier or sub. Change requests after the deadline go through an approval step instead of a phone call. Your purchasing team works from one confirmed list.
Client portals & internal toolsProgress updates without the phone calls
Your superintendent uploads photos and marks milestones from the job site. Buyers see their home's progress in the portal and get a short update when something meaningful happens, like framing or drywall. Your office gets fewer status calls, and buyers feel informed instead of ignored. Your superintendent controls what buyers see, so they get real progress without a window into every punch-list item.
Client portals & internal toolsDraw and budget tracking
Each home has a budget tied to the schedule. As milestones are marked complete, the system pulls together the photos, completion notes and budget figures your lender wants for a draw request. Overruns and change orders show up against the budget as they happen, not at the end when it's too late to fix. You can see every home in progress on one screen.
API & software integration servicesSub scheduling and warranty intake
Subs and suppliers get schedule notices and changes automatically, so a slipped inspection doesn't leave your drywall crew showing up to an unready house. After closing, homeowners submit warranty requests through one form with photos. Each request is logged, assigned and tracked until it's closed, with a clear record of what was done. Recurring issues by trade or plan also show up, so you can fix them before the next build.
Workflow automationIn practice
One buyer, from tour to keys and beyond.
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A family tours the model
They sign in on a tablet at the model home. The record lands in the CRM with the lot they liked and their questions. Your sales lead gets a reminder to follow up, and the family gets a thank-you note with floor plan details.
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They sign and start selections
Once the contract is signed, the buyer gets portal access. They work through selections on their own time, see upgrade pricing, and confirm by the deadline. Your team gets a clean selections sheet instead of a long email thread.
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The build moves forward
The superintendent marks framing complete and adds photos. The buyer sees the update in the portal, subs get their next schedule notice, and the draw package for the lender is assembled from the same information.
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They move in, then call about a door
Months after closing, the homeowner submits a warranty request with a photo. It's assigned to the right trade, scheduled, and closed out with notes. The homeowner sees each step, and you have a full history of the home.
What goes away
The spreadsheets finally retire.
Smaller builders often run sales in one CRM, selections in spreadsheets, schedules in a project tool like Buildertrend or a shared calendar, and warranty requests in someone's inbox. A custom home builder CRM brings sales, selections, scheduling, draws and warranty into one system shaped to how you build. Your accounting and estimating software stay where they are. We connect to them so numbers move without being retyped.
- Selections spreadsheets
- Separate sales CRM
- Shared schedule calendars
- Warranty request inbox
- Draw tracking workbook
- Accounting software (connected, not replaced)
See it at a real builder.
A luxury custom home builder in North Idaho replaced its estimating spreadsheet, PowerPoint selection books and Teams threads with one operations app, and got 20+ hours of admin back every week.
Questions
Questions about a CRM for home builders.
We already use construction management software. Why would we need a CRM?
Many construction tools are strong on the build and weak on the buyer. A custom system can handle the sales pipeline, buyer portal, selections and warranty work, and connect to your existing project tool for schedules and budgets. Or it can replace parts of it, if that makes more sense. We sort that out during the audit.
Can the buyer portal match our options and pricing?
Yes. That's one of the main reasons builders go custom. The portal is built around your plans, your standard features, your upgrade packages and your selection deadlines. When your options change for a new community or a new plan, we update the system to match.
Does it work for both spec homes and custom builds?
It can. Spec homes and custom builds have different stages, different paperwork and different buyer involvement. We design the pipeline and project stages around the mix you actually build, so a spec home doesn't get forced through a custom-build workflow, or the other way around.
What does a custom home builder CRM cost?
It depends on what you need built: the sales pipeline, buyer portal, draw tracking, warranty intake and how many tools we connect. The free audit gives you a ballpark. We look at what you're paying for today and where your team is losing time, so you can weigh the cost against what it replaces.
Who supports it after it launches?
We do. Black Atlas builds, deploys and supports the system. When you open a new community, add a floor plan, or change how you handle warranty, we make the update. You have a U.S.-based team to call, not a ticket queue. You also get help training new staff on the system.
How we build it
The pieces behind the system.
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Client portals & internal tools
Give customers one place to see projects, approve quotes, pay invoices and upload files.
Learn more
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Workflow automation
Kill the copy-paste. Intake, scheduling, invoicing and reminders run themselves between every tool you keep.
Learn moreCustom CRMs for other industries
Free software audit
Find your $5k.
Walk us through your tools and workflows. We will show you where the money and hours are leaking, and what a custom system would replace.