Real estate brokerages are unusual technology environments. Agents are often independent contractors who bring their own phones and laptops. Transactions move through email, e-signature platforms, transaction management systems, and the MLS. Large sums of money change hands at closing, which makes the brokerage a target for fraud.
Choosing an IT partner for a brokerage means finding someone who understands that environment. This buyer's guide explains what to look for and which questions to ask.
What Makes Brokerage IT Different
- Agents use personal devices. Brokerages can't manage agents' phones the way a typical company manages employee laptops.
- Agents come and go. Access must be granted quickly and removed completely.
- Email carries financial risk. Compromised mailboxes are a leading cause of wire fraud.
- Many cloud tools. MLS, CRM, e-signature, and transaction platforms each have their own logins and settings.
- Offices are often lightly staffed. The office manager may be the only person handling technology.
Capability 1: Email Security Focused on Fraud Prevention
Your IT partner should treat email security as a priority, not an add-on. Ask how they will:
- Require multifactor authentication for every agent and staff account.
- Detect suspicious sign-ins and new mailbox forwarding rules.
- Protect your domain from being spoofed.
- Help agents recognize phishing.
Capability 2: Agent Onboarding and Offboarding
A strong partner will have a repeatable process for setting up new agents with email, shared drives, and approved apps, and for removing access the day someone leaves. Ask how quickly they can complete each.
Capability 3: Practical Device Protection
Since agents often use personal phones, look for a partner who can protect brokerage data without taking over personal devices. Options include requiring screen locks to access email and separating work apps from personal apps so business data can be removed if a phone is lost or an agent leaves.
Capability 4: Office Infrastructure Support
Even cloud-focused brokerages need reliable Wi-Fi, printers, phones, conference room equipment, and secure guest networks for clients. Make sure the partner supports the physical office, not just accounts.
Capability 5: Backup for Cloud Data
Many brokerages assume their cloud platforms keep everything safe forever. Ask whether the partner backs up email and shared files independently, and how they'd recover deleted transaction documents.
Capability 6: Clear Communication
Brokers and office managers need explanations in plain language. Look for a partner who reports regularly on security, open issues, and recommended improvements. Strong partners hold regular planning conversations, similar to those described in six questions smart companies ask their IT provider every quarter.
Questions to Ask Potential IT Partners
- What other brokerages or real estate offices do you support?
- How do you protect agent email from compromise?
- What's your process when an agent joins or leaves?
- How do you handle agents' personal devices?
- What would you do if an agent reported a suspicious wiring request?
- Do you back up our cloud email and files?
- What are your response times, and how do we reach you after hours?
- What's included in the agreement, and what costs extra?
Red Flags
- No mention of wire fraud or email security risks.
- Recommending that all agents share one login for convenience.
- No defined process for removing departing agents.
- Vague answers about backups.
- Pricing that's unclear or full of add-ons.
What Affects Cost
Brokerage IT costs vary with the number of agents and staff, offices, devices the brokerage manages, the cloud tools in use, and the level of security and support required. A good partner will explain these factors and suggest a service level that fits.
Finding the Right Fit
The right IT partner lets brokers focus on growing the business, helps agents work securely from anywhere, and protects clients from fraud. Maise Technology supports real estate offices with managed IT support and cybersecurity services designed for how agents actually work.
Evaluating IT partners for your brokerage? Schedule A 15 Minute Discovery Call and ask us any question on this list.
