Real estate marketing is a special area of the real estate industry where creativity meets strategy, networking, brand positioning, interpreting statistics, and so much more. Keeping track of all the best practices has become quite literally impossible without real estate marketing automation.

That’s because marketing isn’t just about posting pretty pictures on social media platforms. It’s part art, part numbers, and part mastering efficiency (AKA real estate marketing automation).

Think about it for a minute: Even without social media, challenges persist, from SEO to managing listings and engaging through direct mail. But, not to worry – there is a way to keep it all together and even save time in the process. Let’s get into it.

Understanding Real Estate Marketing Automation

Imagine having a magic assistant that does your repetitive tasks. That’s automated real estate marketing.

Marketing automation tools are the helping hand that makes things easier while ensuring you keep hitting that projected ROI. One such tool is Xara, also known as the go-to marketing center for real estate companies. This marketing automation center streamlines and automates various tasks to help you:

  • Handle repetitive and time-consuming jobs
  • Improve brand consistency and marketing efforts
  • Free up real estate professionals to concentrate on the more strategic aspects of their business

Why Real Estate Agents Need Automation

Automated Real Estate Marketing Materials with Xara

Real estate agents juggle a lot – listings, open houses, social media posts, networking events, and more. Sometimes, they struggle with marketing strategies, which can make their brokerage look inconsistent and affect their money-making.

Often lacking marketing expertise, agents’ efforts translate to inconsistent branding and poor administration of resources, hurting the brokerage’s bottom line.

Real estate marketing automation is the solution – it streamlines repetitive activities, ensuring consistent and timely materials with minimum input.

It’s an investment in brand integrity and revenue growth, addressing the challenges faced by agents and positioning the brokerage for success in a competitive market.

Benefits of Automated Real Estate Marketing

There are plenty of pro reasons to choose automation for your real estate business – and they’re more than just optimizing efficiency. Even creative activities like design and team collaboration can be streamlined in 2024. Learn how to below.

1. Time Efficiency and Streamlined Work

Let’s talk about saving time. Ever wish your branding tasks could be as easy as downloading a stock photo and posting it on multiple social media channels (AKA the beginning of social media)? Xara brings that magic into play, sort of.

Instead of downloading pictures from the World Wide Web, you get to download branded templates that you generate in seconds and use them as marketing materials.

How so? Let’s see:

  1. Xara streamlines brand automation by letting you customize templates effortlessly.
  2. Import your brand guidelines and smartfields once; our system applies them to all your favorite templates.
  3. Download – post directly on your social channels via Xara’s dashboard – repeat!

Designing and tweaking the visual aspect is already a thing of the past. So how about the copy? Here’s where we bring an extra dash of enchantment with the AI generator.


Our Open-AI powered generator populates templates with text at the touch of a button. Whether it’s crafting newsletters, lead magnets, flyers, or social media posts, Xara makes brand customization easier than ever before.

Got a new property to showcase? Instead of drowning in design work, choose a template, apply your brand guidelines, and you’re done.

Pro Tip: Auto-populate Listing Data from Your Website to a Xara Template – No MLS Required! Just like that, your marketing process became easy again.

2. Improved Lead Management System

Now, let’s dive into lead management with marketing automation software. Picture it as your all-in-one solution – from lead generation to conversion. Digital marketing often involves creating brand awareness and keeping your real estate company on the map.

But you can’t change that. 38% of leads come from posting on social media marketing channels alone. Facebook ads and print ads are also high on the list. The truth is, you need collateral – so your best shot at getting a constant influx of new leads is to automate lead generation and brand awareness activities.

While the lead nurturing process requires the human touch, Xara steps in with automated sales collateral, such as:

  • Branded emails (both email banners and newsletters) for email marketing automation
  • Window displays for high-traffic areas and offline marketing campaigns
  • Social media profile management for posts (new listings, open house posts, event RSVPs, etc.)
  • Flyers and brochures for direct mail and print campaigns (check out the Xpress Docs integrations which allow you to send out ready-made designs straight to inbox using zip codes only! Send the right message to the most relevant email list at the right time using the right tool.

👉 Your gain? Your brokerage’s marketing materials look professional without having to allocate hours of design work to agents – leaving them more time for client interactions and deal-making.

3. Consistent Branding with Less Effort

Automated Real Estate Branding

Maintaining a consistent brand image is a game-changer in the real estate business, and real estate marketing automation is here to simplify this crucial aspect for agents:

  • Templates Tailored to You. Any solid real estate automation software will offer customizable templates that make it easier to showcase your properties with just a few clicks, without the need for advanced design skills.
  • Effortless Brand Guidelines. Xara, in particular, allows you to import and apply brand guidelines effortlessly, ensuring a consistent and professional look every time.
  • No Rushed, Generic Materials. Having professionally designed templates eliminates the need for rushed, last-minute efforts. Instead of posting ineffective, sloppy content, you can get polished, professional materials in a snap.
  • Avoid Unbranded Content. This is huge. Branded content shows professionalism and instills an image that people will associate with your brokerage. This used to be a major advantage for big brands with even bigger budgets, but not anymore! Every piece of content, from emails to social media posts, proudly carries your brand’s signature with the right marketing automation tools.

4. Better Brand Management with a DAM

Using a digital asset management (DAM) system within an automated marketing tool is what ties it all together. All in all, a DAM centralizes your brand assets, ensuring everyone in your team accesses the latest logos, images, and templates.

This coherence in brand elements across all marketing materials strengthens brand identity. Do you want to make your agency instantly recognizable? This is it. With Xara’s DAM, say goodbye to inconsistent branding and hello to a unified, professional image that resonates with clients.

5. Auto-populate Listing Data from Your Website to a Xara Template (No MLS Required!)


Gone are the days of complex MLS connections. Xara introduces a game-changing feature: populating your real estate templates with data straight from your website. This unique process allows you to customize your marketing materials without the need for MLS integration.

How It Works:

  1. Provide the URL of your property listing on your website.
  2. Xara’s AI tool automatically extracts listing photos and information.
  3. Watch as your favorite template transforms using the captured data.

6. Document Efficiency – PDFs and More

Real estate companies need it all – to create PDFs, edit documents, craft tables, and monitor engagement metrics. To nail document efficiency, here’s a list of what you NEED (but may not even know you do yet):

  1. Creating Stunning PDFs. With intuitive design tools, you can effortlessly craft visually appealing PDFs for property listings, client proposals, investor pitches, or brochures. The result? Professional, eye-catching documents that make a lasting impression on future homeowners or real estate investors.
  2. Editing Made Simple. Need to update a listing or tweak a proposal? A virtual editor at your disposal ensures that your documents are always up-to-date and polished. Just choose the sharing link option instead of downloading the document to keep it editable.
  3. Dynamic Tables and Charts. Xara’s functionality extends beyond static documents. Create dynamic tables and charts in a snap, adding a layer of interactivity to your reports and presentations.
  4. Real-time Metrics Monitoring. Your designs don’t stop at document creation. At least, not with us. We employ the latest technology for monitoring engagement. Track open rates, click-through rates, and other vital metrics directly within the platform. This real-time feedback loop allows you to fine-tune your content strategy for maximum impact.
  5. User-Friendly Analytics Dashboard. Dive into Xara’s analytics dashboard for a 360-degree view of your document performance. It’s a great way to understand how your audience interacts with your content, identify trends, and make informed decisions to optimize future campaigns.

7. Listings that Attract More Leads and Sell More

Real Estate Agent selling to a customer Source

In the real estate game, attracting potential leads and sealing deals depends on your property listings. Xara goes beyond the basics, transforming your listings into compelling, eye-catching showcases.

With visually appealing layouts, captivating descriptions, and strategic positioning, Xara ensures your listings stand out. The result? More leads are drawn in by engaging content and more sales as your properties take the spotlight.

Try these listing templates for FREE and see for yourself!

8. Real-Time Market Adaptation – This is Important

Need to change your marketing strategy fast, hop on a trend, post an urgent listing, or change direction? When strategies or brand guidelines change, real estate marketing software acts like a unified dashboard where agents and realtors can log in and learn about the strategy.

Then, they can continue to generate new materials with no added effort, all in literally minutes. Cut meeting times, unbranded content, and long learning curves spanning months. Simply distribute new guidelines to keep every agent on the same page while the process remains the same.

Real Estate Agent team meeting Source

Imagine you’re changing brand guidelines, creating a new logo, and adopting a new font. To add to this challenge, let’s consider that your marketing teams have changed, too, and you’ve got new people on board.

Here’s how you can use marketing automation tools to streamline and simplify this change for your agents:

  1. Meet and Introduce. A quick meeting introduces new teams to the marketing automation software.
  2. Effortless Setup. Old procedures guide them for setup, reducing the learning curve.
  3. Reinforce Brand Guidelines. Teams reinforce new guidelines (fonts, logos, colors, styles) within the dashboard, applying them to templates.
  4. Consistency with Ease. Though assets change, their place remains, ensuring agents don’t need to relearn styles, designs, or procedures.
  5. Simple Communication. Agents learn these changes in a meeting. No need for extensive learning, thanks to real estate marketing automation.

In a nutshell, marketing automation makes rebranding a smooth transition for agents, minimizing disruption and maintaining a robust online presence – and fast.

What Makes an Automated Real Estate Marketing Tool Great

A real estate marketing automation tool becomes exceptional when it combines efficiency and user-friendliness. In other words, you need a genuinely helpful tool that ticks these boxes:

Print and Direct Mail Automation

Do you know the part of marketing that often gets overlooked but can significantly enhance your marketing efforts? We’re talking upgraded real estate farming, better engagement with your target audience on a tangible level, an enhanced local presence, and more.

It all happens with print marketing and direct mail. Print works. People remember your brand when they can associate a tangible feeling with it. That’s why Xara empowers you to create compelling materials and distribute them at once.

Our integration capabilities to print and distribute materials strategically by zip codes. This approach ensures that your message reaches specific areas of your target audience, enhancing your real estate farming efforts too.

In the digital age, tangible materials stand out, and that’s a given. Direct mail provides a physical touchpoint, making your brand more memorable and fostering a deeper connection with potential clients.

Social Media Automation

Managing social media marketing efforts can eat up time, but with a solid tool, it’s no longer such a challenging task. Take Xara, for example:

  • It generates posts from templates
  • It helps with content sharing on different social media platforms straight from the app.
  • It keeps your social media presence lively even when you’re busy elsewhere (like selling properties)

Psst…there’s also this pretty amazing feature: the one-click resize button. By clicking on resize, Xara will transform your brochure into an Instagram post effortlessly. Or your flyer into a LinkedIn post, and so on. You don’t need to start from scratch or pick another template. Repurposing content just got easier.

Unique Features That Add Up and Make Your Experience Great

Not all tools are created equal, and automation takes various forms. Your brokerage has distinct needs, and the greatest tool is the one that aligns with YOUR requirements.

So, invest wisely. The ideal tool molds itself to your needs. Xara understands that one size doesn’t fit all, offering a range of features adaptable to your specific requirement with its:

  • Constant Evolution. A tool committed to growth is a valuable asset. Xara is invested in your success, evident through continuous development, introduction of new features, and commitment to staying at the forefront of real estate marketing technology.
  • Intuitive Design. Xara’s user-friendly interface is designed with you in mind. It’s not just about features, but how seamlessly you can integrate them into your workflow.
  • Responsive Development Team and Excellent Support. The responsiveness of the development team signifies a tool’s commitment to user satisfaction. Xara’s team actively engages with user feedback, making it a tool that evolves with your needs.

Do you have suggestions for improvement or requirements for your brokerage that we should listen to? Drop your ideas here – we really listen!

Choosing the Right Marketing Automation Tools

Screening the multitude of automated real estate marketing tools is a daunting task in itself. What to look for? Which one to pick?

Real Estate Broker Choosing A Automated Real Estate Marketing Tool Source

Your concerns are valid – but don’t worry! We did the research, so you don’t have to. Here’s what to look for when reviewing real estate marketing automation tools:

  • Alignment with Your Brokerage’s Needs. Ensure the tool aligns with the unique requirements of your brokerage. Customization and adaptability are key factors here. Check out your tool’s feature plan in detail before proceeding.
  • User Reviews on G2 and Trustpilot. Check user reviews on platforms like G2, Google Business, and Trustpilot for authentic insights into user experiences. Real testimonials and referrals can be invaluable.
  • Free Trial Evaluation (Xara Offers One). Take advantage of free trials to experience the tool’s functionalities firsthand. Xara, for instance, offers a free trial for you to explore its capabilities.
  • Competitive Pricing. Assess the pricing structure to ensure it fits your budget and offers value for money. Competitive pricing is crucial long-term. You don’t need to be spending hundreds or thousands a month to get the most out of your marketing automation tools.
  • Functionality Check. Review the functionalities offered. From social media automation tools within the dashboard to document creation, make sure the tool covers the spectrum of your marketing needs.
  • Scalability Possibilities. Consider the tool’s scalability. As your brokerage grows, the tool should scale seamlessly to accommodate a bigger team and growing needs.
  • Good Customer Service: Choose a tool with excellent support so that any issues or questions you may have are promptly addressed.

Overcoming Challenges in Real Estate Marketing Automation

Real estate marketing automation isn’t without its hurdles, but with the right real estate automation tool, you can have a reliable provider to tackle these challenges head-on.

Balancing Automation with Personalization

Achieving the right equilibrium between automation and personalization is difficult. Too much automation and your interactions may feel robotic. Too little, and you’re suddenly doing design work and copywriting all day long.

Striking the perfect balance is not difficult, though. That’s what these tools are for. Consider them as your brokerage’s personal assistant, ensuring repetitive tasks are under management. However, when it comes to ideation, creative work, and sticking to an effective marketing strategy, the human touch is irreplaceable.

AI and automation have their place in real estate – keeping your best real estate agents on top of the business operations and human communications. This is how you’ll retain that authentic touch, fostering genuine connections with your audience.

Learning Curve

Implementing new tools and procedures is never easy, especially when they don’t resemble the traditional methods you’ve learned so far. However, automation is taking over now just as digitization did 70 years ago.

There’s no way to escape it if you want to stay competitive, so it’s time to embrace it. Even though it may be a struggle to learn these systems at first, there’s nothing more rewarding than getting the hang of your best, newest tool in the stack.

Then, all you have to do is deliver the procedure to your team and automate the work. In other words, make your life easier while improving the bottom line.

Xara is designed with user-friendliness in mind. The minimal learning curve allows your team to quickly adapt and harness the power of automation without prolonged disruptions. Plus, we’ve prepared all the tutorials and procedures you need to implement automation in your brokerage – hassle-free!

Automation Thrives with Xara

Real agents have succeeded with Xara. In his quest to discover the best real estate marketing automation tool, Ethan Ives, Operation Managing Broker of Westgate Realty, discovered Xara.

Real estate brokerages face the ongoing challenge of equipping their agents with effective marketing tools. In Ethan’s case, the need was not just for tools but a comprehensive marketing center that could elevate both individual agents and their listings.

The Result

Ethan Ives turned to Xara Cloud for its quick and stylish real estate marketing campaign generation and time-saving features without the hassle of design work. The benefits were notable:


Westgate Realty’s experience with Xara resulted in their agents seamlessly finding, downloading, and distributing marketing materials. This helped them achieve a streamlined workflow and reduced their daily workload.

MLS Connect automated tasks, resulting in an impressive 80 hours saved monthly and a 75% decrease in creation time.

The user-friendly interface and Xara’s features impressed agents, with 60 expressing heightened satisfaction.

The ease of use and one-click branding features made Xara an invaluable partner, saving not just hours but thousands of dollars in marketing budgets.

👉 Want results like Ethan’s for your real estate business? Start your free trial here.

It’s a Wrap!

Automated real estate marketing isn’t just for the tech-savvy – it’s for everyone. Marketing automation is like having a helping hand that simplifies the complex and ensures your brokerage’s success journey is on track.

Ready to revolutionize your real estate marketing? The next step is to elevate your brand, save time, and create stunning materials effortlessly with Xara. Take the first step towards success—sign up for a free 14-day trial today!

Automate your team’s real estate marketing with Xara