Data entry specialist entering property listing details for a real estate brokerage

Every listing, lead and contract carries data someone has to enter, check and keep clean, and when your agents do it between appointments, mistakes and backlogs follow. Magellan Solutions' real estate data entry team handles it by volume: new listings entered into your MLS, leads and contacts kept current in your CRM, and key details pulled from contracts and documents into your systems, accurately and on schedule.

Real Estate Data Entry

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At a Glance

Best For Real estate brokerages, agent teams, commercial real estate firms and real estate investment companies with more data than time to enter it
Core Support PMLS listing input, CRM entry and cleanup, de-duplication, document data capture, database updates and record checks
Engagement A managed back office team, sized to your volume
Channels Work delivered inside your MLS, CRM and document systems, with questions and handoffs by email or your team chat
Delivery Philippines-based data entry specialists working in your systems, following your field rules, naming conventions and review steps

Bad Data Costs More Than the Time It Takes to Enter

A listing entered with the wrong square footage, a lead that sits in the CRM three times under different spellings, a contract date nobody keyed in: each one is small, and each one costs time later. Data entry is also the first job to slip when agents get busy, so backlogs build up exactly when the office has the most going on. Our data entry team keeps up with the volume, follows your field rules, and keeps your listings, contacts and records clean.

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Our Real Estate Data Entry Services

Our team enters and cleans your data inside your own systems, following your field rules and review steps, so your agents work from records they can trust.

Property Listing Data Entry

New listings entered into your MLS and listing systems with every field your board requires, including features, square footage, pricing, room counts and photos, ready for your agent to review and publish.

CRM Database Updates

New buyer and seller leads entered, contact details and deal stages kept current, and duplicate profiles merged, so your CRM shows one clean record per person.

Document Data Capture

Key details pulled from purchase agreements, disclosures and other transaction documents, such as names, dates, prices and addresses, and entered into your CRM or transaction system, with each file named and stored your way.
Data entry is the keying and cleanup part of our real estate back office outsourcing, which also covers transaction coordination, listing management and compliance file review. Tenant applications, leases and work orders are handled by our property management back office team. If you want one dedicated person across admin and data work, that's our real estate virtual assistant.

Why Real Estate Firms Outsource Data Entry

Clean data is what your CRM, your listings and your reporting run on, but entering it is nobody's favorite job. Outsourcing it keeps the work current without adding local headcount.

Cost Reduction

Philippine delivery typically runs 40–60% below the cost of an onshore data entry hire once salary, benefits, recruitment and training are counted.

More Time for Agents

Agents stop typing listings and contact updates between appointments, and spend that time with clients.

Checked, Consistent Records

Every record follows your field rules and naming conventions, whoever entered it. Entries are checked against your review steps before they're marked complete.

Backlogs Cleared

Volume rises in busy seasons and drops in slow ones. A managed team works through spikes and old backlogs without you hiring for the peak.

Works Inside the Systems You Already Use

Our team works in your MLS, CRM, transaction platform and shared drives with its own logins, following your field rules, naming conventions and approval steps. Nothing moves to a new system.

MLS & Listing Systems

New listings entered with every required field, ready for your agent to review

Real Estate CRM

Contacts, leads and deal stages entered, updated and de-duplicated

Transaction Platform

Contract dates, parties and prices entered from the documents in each file

Document Storage

Qualified owners booked straight onto the right agent's or acquisition manager's calendar

Compliance and Data Security, Built In

Outsourcing data entry means trusting someone else with your listings, client records and transaction details, and that trust is only worth extending to a partner who can show its safeguards. Magellan Solutions operates under certified security standards, documented confidentiality policies, and business continuity planning that keep your data secure.

Certified Standards icon
Certified Standards

Magellan holds ISO 27001 and PCI-DSS certifications — the recognized benchmarks for information security, payment data, and protected customer information. See our certifications.

Controlled Data Access icon
Controlled Data Access

Access to your MLS, CRM, transaction platform and document storage is restricted to the team responsible for your account, according to their role.

Enforceable Confidentiality

Every employee signs a confidentiality agreement before job assignment—subject to Philippine law and prosecutable for breaches. Access to your data is limited to the team working on your account.

Continuity You Can Count On icon
Continuity You Can Count On

Continuous data backup, off-site copies, backup-center planning and power-blackout protection keep your data entry work on schedule when unexpected circumstances affect normal operations.

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Files named and filed the way your team finds things

    Who We Support

    Real Estate Brokerages

    Real Estate Agent Teams

    Commercial Real Estate Agencies

    Real Estate Investment Companies

    Don't see your business type? We set up our data entry workflows around your MLS, CRM, document systems, field rules and review steps.

    Our Onboarding Process

    Requirements Setting

    1

    1

    Call center outsourcing

    Recruitment

    2

    2

    Agent Training

    3

    3

    Campaign Incubation

    4

    4

    Campaign Go Live

    5

    5

    Frequently Asked Questions

    FAQ
    What does a real estate data entry service handle?
    New listings entered into your MLS, leads and contacts entered and cleaned up in your CRM, duplicates merged, and details from contracts and transaction documents captured into your systems. It's high-volume work done to your field rules, by a managed team.
    Can your team enter listings directly into our MLS?
    Our team prepares each listing with every field your board requires. Depending on your MLS's rules on assistant access, we either enter it under your account for your agent to review, or hand it to your agent ready to submit. See our MLS data entry services.
    How do you keep the data accurate?
    We set up your field rules, naming conventions and review steps during onboarding, and every entry is checked against them before it's marked complete. Anything unclear in a source document is flagged to your team rather than guessed.
    Can you clean up a backlog or an old database?
    Yes. A cleanup project can merge duplicates, fill missing fields from your source records, and standardize formats across an existing CRM or database, then move into ongoing entry once it's current.
    Can you handle busy seasons?
    Yes. A managed team scales up when listing volume spikes, then back down, without changing your permanent headcount.
    Do you handle tenant applications and leases too?
    That work sits with our property management back office team, as part of our real estate back office outsourcing. This page covers brokerage data: listings, CRM records and transaction documents.
    Is our data kept secure?
    Yes. Magellan holds ISO 27001 and PCI-DSS certifications. Access to your systems is limited to the team on your account, and every employee signs an enforceable confidentiality agreement before starting.

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      Toll Free: 1 800 371 6224

      US:  +1 650 204 3191

      UK: +44 8082 803 175

      AU: +61 1800 247 724