“Hotsheet” means two different things in real estate. Ask an experienced agent and they’ll describe the MLS hot sheet, a daily list of new listings, price changes and status updates. Search online for HotSheet CRM, though, and you’ll also find a real estate CRM called HotSheet (My Hotsheet) that offers a free plan for agents.
This guide covers both. First, an independent overview of the HotSheet CRM product, including its plans, features and who it suits. Then a practical look at how agents can use MLS hot sheets inside any CRM to find opportunities and stay top of mind with clients.
What Is HotSheet CRM?
HotSheet (myhotsheet.com) is a CRM built for real estate agents. Its website describes it as “the first A.I. native real-estate CRM” and positions it as a tool for tracking deals, referrals and follow-ups. The company claims more than 10,000 agents use the platform. According to software agency InterCode’s published case study, the product was developed with InterCode’s team as an AI real estate CRM. (My Hotsheet)
The core idea is simple: give agents a clean, affordable place to manage contacts and transactions, with a strong focus on referral tracking, because a large share of real estate business comes from past clients and their networks.
HotSheet CRM Plans and Pricing
According to the HotSheet website at the time of writing:
| Plan | Price | Main inclusions |
|---|---|---|
| Lite | Free | Up to 1,000 contacts, deal tracking, Gmail sync, CSV import, task manager |
| Pro | $39/month | Adds team features, email syncing, lead source integration and contact enrichment |
| Team | $249/month | For up to 10 members, with scalable team tools, detailed reporting and contact enrichment |
The site also advertises a 30-day trial and both monthly and yearly billing. Pricing changes, so confirm current plans on the official website before signing up.
Key Features
Contact and opportunity management
Store buyers, sellers, past clients and sphere-of-influence contacts, and track opportunities from first conversation to closing.
Deal tracking
Follow each transaction’s stage and key dates so nothing is missed between contract and closing.
Referral tracking and ROI
HotSheet highlights multi-generational referral tracking: following how one paid lead turns into a client, who then refers others, and so on. This helps agents see the true return on lead sources, which is often understated when only the first transaction is counted.
Task management
Automated tasks for deadlines and follow-ups keep agents on schedule.
Gmail sync and email integration
The free plan includes Gmail sync, and the Pro plan adds broader email syncing and lead source integration.
Contact enrichment
Paid plans add contact enrichment to fill in missing details about contacts.
Pros and Cons of HotSheet CRM
| Pros | Cons |
|---|---|
| Free plan with up to 1,000 contacts | Fewer independent reviews than long-established real estate CRMs |
| Focus on referral tracking and ROI | Limited public detail on AI features beyond referral tracking |
| Simple pricing for solo agents and small teams | Integrations should be confirmed for your specific lead sources |
| Gmail sync on the free plan | Smaller ecosystem than major platforms like Follow Up Boss or kvCORE |
Who Should Consider HotSheet CRM?
HotSheet is likely to suit:
- New agents who need a free, uncomplicated CRM
- Referral-focused agents who want to understand which relationships generate business
- Small teams looking for an affordable team plan
Agents who rely heavily on paid lead generation, IDX websites and complex automation may prefer platforms with deeper marketing tools. Compare options in our guide to the best free real estate CRM and our existing article on free CRM for real estate agents.
What Is an MLS Hot Sheet?
Separate from the HotSheet product, a hot sheet in real estate is a report from the Multiple Listing Service that shows recent market activity in a chosen area and time period, typically:
- New listings
- Price increases and reductions
- Back on market listings
- Pending and under-contract listings
- Sold and closed listings
- Expired and withdrawn listings
Many agents check their hot sheet every morning. It’s one of the fastest ways to understand what’s moving in their market and to spot opportunities before competitors do. Some MLS and broker platforms also send automated hot sheet alerts.
How to Use Hot Sheets Inside Your CRM
Hot sheet data becomes far more valuable when it’s connected to the relationships in your CRM. Here are practical ways to combine them.
1. Alert buyers instantly
When a new listing or price reduction matches a buyer’s criteria, contact them personally. Tag buyers in your CRM by price range, area and must-haves so you can match quickly.
2. Follow up on expired and withdrawn listings
Expired listings represent sellers who still want to move. Track outreach to these owners as opportunities in your CRM, following your local rules on contact and do-not-call lists.
3. Send market updates to your sphere
Use weekly hot sheet trends to send short market updates to past clients: what sold nearby, how prices are moving and how many days homes are taking to sell. This keeps you top of mind without a hard sell.
4. Identify “just sold” neighbourhood campaigns
When a listing in a neighbourhood sells, homeowners nearby are often curious about their own home’s value. Use CRM segments by neighbourhood to send relevant updates.
5. Track price reductions for negotiation
Buyers watching a property will want to know when the price drops. Set CRM reminders on properties of interest and check them against the hot sheet.
6. Measure your market share
Compare your listings and sales against hot sheet activity to see your share of local transactions over time.
A Simple Daily Hot Sheet Routine
- 10 minutes: Review new listings and price changes in your farm areas.
- 10 minutes: Match new listings to active buyers in your CRM and send personal messages.
- 10 minutes: Note expired listings and add follow-up tasks.
- 5 minutes: Log notable sales for your weekly sphere update.
Thirty-five focused minutes a day, recorded in a CRM, can generate a steady flow of conversations.
How HotSheet Compares to Other Real Estate CRMs
| CRM | Typical positioning |
|---|---|
| HotSheet | Free and low-cost plans, referral tracking |
| Follow Up Boss | Popular with teams for lead management and integrations |
| kvCORE / BoldTrail | All-in-one platform with IDX websites and marketing |
| Wise Agent | Affordable all-in-one for individual agents |
| HubSpot (free CRM) | General CRM that agents can adapt |
For more on the category, read our real estate CRM software guide and what a CRM is in real estate.
Setting Up Any Real Estate CRM for Success
Whether you choose HotSheet or another platform, the first two weeks determine whether the CRM becomes a habit.
Import your sphere first. Your past clients, friends, family and professional contacts are the foundation of a referral business. Import them before any purchased leads, and tag each contact by relationship type.
Create simple pipeline stages. For example: New lead, Active conversation, Showing/Listing appointment, Under contract, Closed, Past client. Keep it short so updating it takes seconds.
Set touch plans. A common approach is to contact your top-tier sphere monthly, the next tier quarterly, and everyone else at least twice a year with something useful, such as a market update or a home anniversary note.
Record referral sources every time. When a new client comes in, note who referred them. Over a year, this reveals your most valuable relationships, which is exactly the insight referral-focused CRMs like HotSheet emphasise.
Review weekly. Spend 20 minutes each week checking overdue tasks, deals approaching deadlines and contacts you haven’t spoken to in too long.
Key Metrics for Agents
- Number of conversations per week
- Appointments set from conversations
- Conversion rate from appointment to signed client
- Average days from lead to contract
- Percentage of business from repeat and referral clients
- Return on each paid lead source, including future referrals
Tracking these numbers in a CRM turns a gut-feel business into one you can steer.
Frequently Asked Questions
Is HotSheet CRM free?
HotSheet offers a free Lite plan that includes up to 1,000 contacts, deal tracking, Gmail sync, CSV import and a task manager, according to its website. Paid plans add team and integration features.
What does a hot sheet mean in real estate?
A hot sheet is an MLS report showing recent activity such as new listings, price changes, pending sales and closed sales in a defined area and time period.
Can I import hot sheet data into my CRM?
Some MLS and CRM systems support alerts or integrations. Otherwise, agents typically use hot sheets as a daily source of follow-up tasks and market updates recorded in their CRM.
Is HotSheet a good CRM for new agents?
Its free plan and simple features make it worth trying for new agents, especially those building a referral-based business. Test it alongside one or two alternatives.
Does HotSheet integrate with Zillow?
The website references relationship tracking with images mentioning Zillow but doesn’t clearly state a direct integration. Confirm with the company if Zillow lead integration is important.
Final Thoughts
HotSheet CRM is an affordable option for agents who want a simple system centred on deals and referrals, with a genuinely free starting plan. Whatever CRM you use, pairing it with a daily MLS hot sheet routine is one of the most effective habits in real estate: it turns market data into timely, personal conversations with buyers, sellers and your sphere.