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If you list properties in the UAE, most of your buyer and tenant enquiries probably start on a portal. Someone scrolls Property Finder on their lunch break, saves a few units on Bayut, sends a question through Dubizzle, and expects a reply before they have finished their coffee. The problem isn't getting those enquiries. It's what happens next.

In many agencies, portal leads arrive as emails, notifications in a portal dashboard, or calls to an agent's mobile. And when a manager asks, "How many leads did we get from Bayut last month, and how many turned into viewings?", nobody can answer with confidence.

This guide walks through how to bring property portal leads into Bitrix24 so that every enquiry lands in one CRM, reaches the right agent quickly, and can be tracked all the way to a closed deal.

Why portal leads need their own process

Portal leads behave differently from referrals or walk-ins. The buyer has often contacted several agencies about similar units at the same time. They know the listing, the price, and the area, and they are comparing who responds first and who sounds most helpful.

That means three things matter more than anything else:

Speed: the enquiry needs to reach an available agent straight away.
Context: the agent should see which listing and which portal the lead came from before they pick up the phone.
Tracking: you need to know which portal produces real deals, not just clicks, so you can spend your listing budget wisely.

Step 1: Decide where portal leads land in Bitrix24

Before connecting anything, agree on the structure. In Bitrix24 CRM, a new enquiry can become a lead or go straight into a deal in a sales pipeline. Many agencies prefer deals, with separate pipelines for different types of business. For example:

A Sales pipeline for buyers of ready properties
A Leasing pipeline for tenants
An Off-plan pipeline for project enquiries

Bitrix24 lets you configure several sales pipelines, each with its own stages and its own automation rules. If you're still deciding whether Bitrix24 is the right fit for your team, our overview of why UAE real estate agencies are moving to Bitrix24 CRM is a good starting point.

Step 2: Connect Property Finder, Bayut and Dubizzle

Bitrix24 does not ship with a built-in button for every regional portal, so the connection is made through an integration. There are two common routes:

Market apps

The Bitrix24 Market offers third-party apps that extend the CRM. Some are designed to receive leads from external sources. Check which portals an app supports and who maintains it before installing.

A custom integration through the REST API

Bitrix24 provides a REST API and webhooks that let external systems create and update CRM records. A custom integration can take each portal enquiry and create a deal with the right fields filled in: the portal name, the listing reference, the property type, the enquirer's name, phone and email, and their message.

This is exactly what Closerholic's portal and ad integrations do. We connect Property Finder, Bayut, Dubizzle, Meta, Google and your website to Bitrix24 so leads arrive in the CRM rather than in scattered inboxes.

Step 3: Capture the right fields

A lead that just says "Enquiry from portal" doesn't help your agents. Bitrix24 supports custom fields on leads and deals, so you can store the details that matter to your business. Useful fields for portal enquiries include:

Source portal (Property Finder, Bayut, Dubizzle, website)
Listing reference number
Community or building
Budget range
Purpose (buy, rent, invest)
Ready or off-plan

Bitrix24 also records a source on each lead, which you can customise in the CRM's status and dropdown settings. With consistent sources, your reports become much more useful later on.

Want to see how portal leads would flow into your own pipeline? Book a free 30-minute Bitrix24 demo and we'll walk through it with your portals and your team structure.

Step 4: Route each lead to the right agent

Once portal leads land in Bitrix24, you need to decide who handles them. You have a few options:

By listing: the agent responsible for the listing receives the enquiry.
By team: leasing leads go to the leasing team, off-plan leads to the off-plan team.
In rotation: leads are shared among a group of agents.

Bitrix24's automation rules can change the responsible person when a deal reaches a stage, and you can add conditions so a rule only runs when a field matches a certain value, such as a specific portal or property type. For enquiries that come in through CRM forms on your website, Bitrix24 can distribute new items among the selected responsible employees in turn, and can skip people who haven't started their workday or are on a break if you use work time tracking.

Step 5: Automate the first follow-up

Automation rules in Bitrix24 run actions when a deal reaches a stage. For portal leads, a simple setup might look like this:

A new deal arrives in the "New enquiry" stage.
An automation rule creates a task for the responsible agent to call the lead.
If the agent doesn't move the deal forward, another rule notifies the team leader after a set period.
When the agent books a viewing and moves the deal to the "Viewing scheduled" stage, the next set of rules takes over.

Rules can also send emails and SMS messages. If you run WhatsApp Business through your CRM, follow-up messages can be part of the same workflow. Our team sets up WhatsApp Business integration for agencies that rely on it for client communication.

Step 6: Avoid duplicate contacts

The same buyer often enquires about several units, sometimes on different portals. Without a plan, you end up with three contacts for one person and three agents calling them.

Bitrix24 includes duplicate controls. For CRM forms, you can choose whether duplicates are allowed, replaced or merged, and a record counts as a duplicate when two of three details match: name, phone number or email. For chats through Open Channels, the "Verify client in CRM database" setting links a conversation to an existing contact when the phone number or email is already in the CRM. A custom portal integration should follow the same logic: look up the phone number first, and only create a new contact if there's no match.

Step 7: Measure which portal actually performs

Once portal leads are flowing into Bitrix24 with a consistent source, CRM Analytics (available on commercial plans) can show you the sales funnel from new lead to won deal. Reports can be filtered by any field, including custom ones, so you can compare portals, communities or agents side by side. An employee performance table shows how each agent is handling leads and deals.

Bonus: manage listings from the same place

Capturing leads is only half the story. Many agencies also want to publish and update listings without logging in to each portal separately. Closerholic's listing application lets your team publish, edit, draft, unpublish and delete listings across Property Finder, Bayut, Dubizzle and your website from one platform, connected to your CRM.

Getting started

Bringing portal leads into Bitrix24 is one of the quickest wins for a UAE agency. Once every enquiry lands in one place, with the right details and a clear owner, response times improve and managers can finally see what is working.

If you'd like help connecting your portals, setting up pipelines, or migrating your existing leads into Bitrix24, our team handles the full setup, including data migration and team training.