Real Estate · Technology
Real estate CRM, booking engine and customer app with RERA disclosures
A sales CRM, unit booking engine and buyer app for a residential developer, covering enquiries from portals and site visits through to allotment, demand letters and possession. RERA registration details, approved plans and construction progress are shown to buyers in the app, from the same records the sales team uses.
- Client
- A residential real estate developer in Ahmedabad with several mid income and premium apartment projects under construction
- Region
- India
- Sponsor
- Director of sales and CRM, and chief financial officer
- Duration
- 20 weeks to first release of all three parts, then a monthly support plan
Engagement model
O2E: Output Oriented Engagement
The CRM, the booking engine and the customer app were three separately accepted outputs, so the sales team could start using the CRM while bookings still ran on the old process.
How O2E worksThe team
- Solution strategist1
- Backend engineer2
- Frontend engineer1
- Mobile engineer1
- QA engineer (shared)1
The challenge
Where things stood
- Enquiries from property portals, the website, Facebook ads and channel partners landed in different inboxes and spreadsheets, and many were never followed up.
- Unit availability lived in an Excel sheet kept by one person in the sales office, so two executives occasionally promised the same flat to different buyers.
- Demand letters at each construction milestone were prepared by hand in Word, and buyers called the CRM team to ask what they owed and what had been received.
- The developer wanted buyers to see RERA registration, approved plans and quarterly progress updates in one place, in line with what was filed on the state RERA portal.
The approach
How we ran it
Weeks 1 to 3
Sales and collections walk
Sat with the pre sales callers, site sales managers, the CRM team and accounts. Mapped the enquiry sources, the booking and allotment steps, the payment plans per project and how channel partner brokerage was calculated.
Weeks 4 to 9
Lead CRM
Brought every lead source into one CRM with duplicate checks by mobile number, auto assignment to callers, site visit scheduling and a WhatsApp follow up template library. Added channel partner registration so brokerage disputes could be settled from the record.
Weeks 10 to 15
Inventory and booking engine
Built a live unit inventory with tower and floor views, price lists with floor rise and preferential location charges, a short hold on a unit while the token is paid online, and allotment letters generated from the booking.
Weeks 16 to 20
Buyer app and RERA disclosures
Released the buyer app with the payment schedule, demand letters, receipts and TDS on property guidance, plus a project page showing the RERA registration number, approved plans and the quarterly progress photos and updates the developer files.
What it looks like
Representative screens
Drawn to show the kind of system we delivered. Client screens and data stay private.
Sales pipeline, Tower B launch
New enquiry2
- Nirav Patel, 3 BHK, from property portal
- Sneha Iyer, 2 BHK, website form
Site visit done2
- Amit Agarwal, 3 BHK, revisit Sunday
- Farhan Qureshi, 2 BHK, via channel partner
Negotiation1
- Rohit and Pooja Shah, B-1204, PLC waiver asked
Token paid2
- Vikram Chaudhary, B-0803, INR 2,00,000
- Hetal Desai, B-1502, INR 2,00,000
Booking B-0803, Vikram Chaudhary
- Unit
- Tower B, 8th floor, 3 BHK, 1,485 sq ft carpet
- Agreement value
- INR 98,40,000 plus GST
- Payment plan
- Construction linked, 10 milestones
- RERA no
- PR/GJ/AHMEDABAD/AUDA/RAA11873/180424
- Next demand
- Slab 9, INR 4,92,000, due 25 Oct
- Relationship manager
- Krupa Joshi
- Token received online
- Booking form and KYC verified
- Allotment letter issued
- Agreement for sale registered
- Home loan disbursement linked
What we delivered
Modules and features
- Lead CRM pulling in portals, website, ads, walk ins and channel partners
- Site visit scheduling and follow up through WhatsApp templates
- Live unit inventory with tower and floor views and a timed hold during token payment
- Price list engine for base rate, floor rise, PLC, parking and GST
- Milestone based demand letters, receipts and reminders posted to Tally
- Buyer app with payment schedule, documents, service requests and possession checklist
- Project disclosure pages with RERA registration, approved plans and quarterly progress
- Channel partner registration and brokerage tracking
What changed
Outcomes
- Every enquiry is in one CRM with an owner and a next step, whichever source it came from
- A unit is held the moment a token payment starts, so the same flat cannot be promised twice
- Demand letters are raised from construction milestones and buyers see their dues in the app
- Buyers see the same RERA details and progress updates that the developer files, from one source
Looking back
Putting the unit hold inside the token payment step fixed the double booking problem more simply than any approval workflow would have, and we would design it that way again. The price list engine took longer than expected because each project had its own exceptions agreed by the directors, and some were only written down in old emails; a week spent collecting them before the build would have saved rework. On the buyer app, the RERA and progress pages only work if someone updates them every quarter, so we should have agreed an owner in the developer's team before launch. Pre sales callers also needed a faster mobile view than we first gave them.
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