Dynamics 365 Sales Enterprise — CRM Build for Commercial Real Estate Brokerage

About Us We are a mid-size commercial real estate brokerage headquartered in Austin, Texas, operating across seven business lines: Tenant Representation, Landlord Representation, Investment Sales, Property Management, Capital Markets, Development & Land Brokerage, and Retail Site Selection & Consulting. Our team of 6–20 licensed brokers runs the full spectrum of CRE transactions across Texas markets. We have licensed Microsoft Dynamics 365 Sales Enterprise and are seeking an experienced Dynamics consultant to configure it into a purpose-built commercial real estate CRM. We have a detailed implementation guide, field mapping tables, workflow documentation, and a Pipedrive migration script already prepared. This is an execution engagement. Project Goals The completed system should serve as the firm's single source of truth for: • People and companies contacts, accounts, co-brokers, lenders, vendors • Properties listings, available space, tenant rosters, lease data • Deals pipeline by business line, commissions, splits, billing • Activities calls, emails, meetings, tasks — logged primarily from Outlook • Marketing email campaigns, drip sequences, lease expiration outreach • Reporting broker production, pipeline, commissions, lease expirations, occupancy The CRM must minimize duplicate data entry and allow brokers to work primarily inside Microsoft Outlook.   Scope of Work Phase 1 — Contact & Relationship Database Contact Entity Configure the Contact entity to support CRE relationship management, including: • Multiple simultaneous relationship classifications a contact may belong to more than one category: ◦ Broker, Landlord, Tenant, Investor, Developer, Property Manager, Asset Manager ◦ Lender, Attorney, Architect, Engineer, Vendor, Consultant, Municipality ◦ Economic Development, Franchisee, Franchise Development, Owner/User ◦ General Contractor, Government Agency • Professional designation tags searchable and reportable: SIOR, CCIM, ICSC, CRE, CPM, RPA, LEED, NAIOP, ULI, BOMA, MBA, ALC • Custom fields: Business Line, Assigned Broker, Markets Served, Geographic Coverage, Target Markets, Property Preferences, Min/Max SF, Lease Expiration Date, Renewal Timeline, Referral Source, Relationship Tier, Last Meaningful Contact, Preferred Communication Method, Social Media Links, Tags Account Company Entity Configure accounts to support multiple classifications and CRE-specific data: • Classifications: Tenant, Landlord, Developer, REIT, Investment Group, Family Office, Franchise, Brokerage, Municipality, Property Owner, Vendor, Lender, Contractor • Fields: Portfolio SF, Markets, Industries, NAICS Code, Multiple Office Locations • Relationships: Linked contacts, linked properties, ownership relationships Custom Entity: Property Record Create a custom Property entity with the following field groups: • Property Information: Address, County, Market, Submarket, Property Type, Ownership, Broker Assignment, Status • Building Information: Building SF, Land Area, Occupancy %, Parking Ratio, Construction Year, Zoning • Leasing Information: Available Suites, Lease Rates, Operating Expenses, Tenant Improvements, Leasing Status • Ownership: Multiple owners, ownership entities, property managers, asset managers • Multi-Tenant Support: Suite numbers, office stacking, retail tenant rosters, lease dates, expiration dates, options, vacancies • Relationship views: Property → Tenants, Tenant → Properties, Landlord → Portfolio Views & Search Configuration Build saved views including: • Tenant requirements by SF range searchable/filterable • Lease expirations — next 6, 12, and 18 months • Stale contacts Last Activity greater 60 days, Tier A or B • Available listings by market, submarket, and SF • Landlord portfolio by owner/account • Contacts by professional designation e.g., all SIOR members Phase 2 — Deal Pipeline Create separate Business Process Flows for all seven business lines, each with customized stages, required fields, and stage-level automation: • Tenant Representation • Landlord Representation • Investment Sales • Property Management • Development • Capital Markets • Retail Site Selection & Consulting Opportunity Custom Fields All deal records should support: • Business Line, Property (lookup), Deal Size SF, Lease Term, Sale Price, Cap Rate, Loan Information • LOI / Offer Date, Target Close Date, Probability, Pipeline Stage • Gross Commission, Net Commission, Expected Commission, Actual Commission • Commission calculation method (% of lease value, % of sale price, flat fee, custom schedule) • Referral fees, outside broker fees, co-broker fees, house portion, broker portion, adjustments • Co-Broker (lookup to Account), Referral Source, Deal Notes   Phase 3 — Outlook-First Workflow (Highest Priority) This is our most critical requirement. Brokers must be able to complete everyday CRM tasks without leaving Outlook. Capabilities Required • Deploy Dynamics 365 App for Outlook to all users (desktop, web, and mobile) • Track emails to CRM contact and deal records with one click • Create contacts directly from Outlook email signatures • Create opportunities directly from emails • Associate emails with deals, properties, and companies • Schedule meetings and link to CRM records • Create follow-up tasks without leaving Outlook • View full CRM activity history, related contacts, and open opportunities from the Outlook sidebar • Automatic suggestion of matching CRM records for incoming email senders Power Automate Flows — Outlook • Auto-log accepted calendar events to linked contact and opportunity records • Alert broker when email arrives from a sender not in the CRM, with one-click contact creation Phase 4 — Lease Expiration Tracker & Marketing Automation Lease Automation • Power Automate flow: 12-month expiration alert to assigned broker + task creation • Power Automate flow: 90-day escalation + auto-create Opportunity if none exists • Power Automate flow: contact inactivity alerts (configurable threshold) • Power Automate flow: listing expiration and stale opportunity reminders • Two email templates with Dynamics merge fields (12-month check-in, 90-day urgency outreach) Email Marketing & Campaigns Configure or recommend the appropriate Dynamics 365 / Power Platform module to support: • Mass email campaigns: broker newsletters, market updates, property announcements, investor updates • Drip campaigns: new prospect nurturing, lease expiration sequences, listing announcements, follow-up campaigns, event invitations, client touchpoints • Dynamic segmentation lists based on: contact type, markets, property interests, industry, deal history, professional memberships, geography, broker assignment Phase 5 — Commission, Billing & Split Workflows This is a critical back-office requirement. The CRM must connect front-end brokerage activity with financial tracking, reducing manual spreadsheet work and improving commission forecasting accuracy. Broker Split Configuration Support multi-broker participation in a single deal with full split tracking: • Lead broker, supporting broker, co-broker, inside splits, referral splits, team splits, house splits • Custom split percentages and dollar amounts per broker per deal • Split approval status, split notes, exception handling • Each broker's expected and actual compensation visible on the deal record Billing Workflow Create a billing stage workflow that routes deals through: • Not Ready to Bill → Billing Information Needed → Ready for Invoice → Invoice Sent • Payment Pending → Partial Payment Received → Paid → Closed / Reconciled Each stage transition should support task creation and notifications between brokers, accounting, and leadership. Invoice & Payment Tracking Track per deal: Invoice number, invoice date, invoice recipient, billing contact, payment due date, payment received date, partial payments, outstanding balance, payment status, accounting notes, supporting documents. QuickBooks Integration We use QuickBooks Online. The consultant should configure or recommend a connector (e.g., InoLink) that syncs invoice and payment data between Dynamics 365 and QuickBooks Online bidirectionally, keeping accounting staff in QuickBooks while sales staff work in Dynamics. Approval Workflows • Commission amount approval • Broker split approval • Invoice readiness approval • Payment reconciliation • Exceptions requiring leadership approval   Phase 6 — Reporting & Dashboards Build dashboards for the following audiences: Broker Dashboards • My pipeline by stage and business line • My commission forecast (expected vs. actual) • My lease expirations — next 6, 12, 18 months • My contact activity and stale relationships Leadership / Principal Dashboards • Gross and net commissions by broker • House revenue and broker split summaries • Pipeline by business line and broker • Outstanding invoices and A/R exposure • Deals ready to bill, paid but not reconciled • Revenue by business line, property, and client • Marketing campaign performance • Property occupancy and tenant retention • Broker production leaderboard Phase 7 — Data Migration (Pipedrive) We are migrating from Pipedrive. Field mapping documentation and Python transformation scripts have already been prepared for all four entity types. • Contacts (Pipedrive People → Dynamics Contacts) • Companies (Pipedrive Organizations → Dynamics Accounts) • Deals (Pipedrive Deals → Dynamics Opportunities) • Activities (Pipedrive Activities → Dynamics Phone Calls, Appointments, Tasks) • Notes and email history (where practical) The consultant will receive our transformation scripts and import files. The deliverable is a successful Dynamics import with validated record counts, resolved lookups, and a signed-off spot-check. Nice-to-Have Capabilities Not required for initial implementation, but experience with any of the following is preferred and should be noted in your proposal: • Microsoft Copilot integration and AI-assisted relationship insights • Relationship graph — visualizing how contacts connect to companies, deals, and each other • Property-centric timeline — all calls, emails, tours, proposals, and leases tied to a single property record regardless of broker • Cross-business line deal visibility — one property visible across property management, leasing, and investment sale records • Broker territory and specialty tags beyond business lines (Retail, Industrial, Office, Land, Medical, Flex, etc.) • Organization-wide knowledge capture — tour notes, market intel, tenant requirements stored at the firm level, not the broker level • Document generation and electronic signatures • GIS / mapping integrations • Microsoft Power BI dashboards • SharePoint document management per deal and property • Microsoft Teams integration • Automated contact enrichment • AI readiness — CRM structured so future Copilot queries can answer questions like "Show me every developer active in North Austin that has built neighborhood retail in the last five years"   Requirements Required Qualifications • Demonstrated experience configuring Dynamics 365 Sales Enterprise — include specific examples in your proposal • Microsoft Certified: Dynamics 365 Sales Functional Consultant Associate preferred • Proficiency with Power Automate (automated cloud flows, Dataverse and Outlook connectors) • Experience creating custom entities, Business Process Flows, and advanced form customizations • Experience deploying and configuring the Dynamics 365 App for Outlook • Experience with CRM data migrations: CSV preparation, import wizard, lookup resolution, duplicate detection • Ability to execute a detailed written implementation specification accurately — we are not looking for someone to redesign the solution • Strong communication with phase-by-phase progress updates Preferred Qualifications • Commercial real estate industry experience or familiarity with CRE workflows • Experience with commission and billing workflow configuration • Experience with Dynamics 365 marketing or Power Platform email automation • Experience integrating Dynamics 365 with QuickBooks Online (InoLink or equivalent) • Experience with Microsoft Copilot or AI-assisted CRM features Deliverables • Fully configured Dynamics 365 Sales Enterprise environment per the 7-phase specification • Custom Property entity and all custom fields on Contact, Account, and Opportunity entities • Seven Business Process Flows (one per business line) with stage-specific fields and automation • All Power Automate flows active, tested, and documented • Dynamics 365 App for Outlook deployed and confirmed working for all user roles • Commission, split, and billing workflows configured with approval routing • Lease expiration automation active with tested alerts and task creation • All dashboards built and published with appropriate access by role • Pipedrive data migration validated: record counts match, lookups resolved, spot-check approved • QuickBooks Online integration configured (or documented recommendation if scope requires separate engagement) • Brief documentation of any customizations made beyond the provided specification Project Details & Proposal Instructions What We Provide • Dynamics 365 Sales Enterprise environment — active and ready • Microsoft 365 Business Premium — Outlook, Teams, SharePoint, Power Automate • Complete implementation guide with field specifications for all entities • Pipedrive export files, field mapping tables, and transformation scripts • QuickBooks Online access for integration configuration • Dedicated point of contact for questions and approvals Budget & Structure We prefer fixed-price bids structured by phase, with Phase 1 as the first paid milestone. Provide your per-phase pricing in your proposal. Estimated first phase budget: $1,000. Depending on experience level and scope of QuickBooks integration please provide an estimated total budget. Timeline • Phase 1 (Contact & Property Database): within 2 weeks of kickoff • Phases 2–3 (Pipeline + Outlook): weeks 3–4 • Phases 4–5 (Automation + Commission/Billing): weeks 4–5 • Phases 6–7 (Dashboards + Migration): weeks 5–6 • Testing, validation, and handoff: week 7–8 Your Proposal Must Include • Your specific experience with Dynamics 365 Sales Enterprise (not just Dynamics generally) • One or two examples of similar CRM builds or migrations you have completed • Your proposed approach and timeline for Phase 1 • Your fixed-price bid, broken out by phase • Any questions or concerns about the scope before we begin Note on Proposals Generic proposals that do not address our specific business lines, Outlook-first requirement, or commission/billing scope will not be considered. We are looking for a consultant who has read this post carefully and can speak directly to our requirements.