Unit Availability Grid and Reservation Tracking
Available units, temporary reservations, and signed contracts appear as distinct statuses for sales. When a reservation expires, the unit returns to market according to the developer’s rules.
Custom Development
CRM for Real Estate Developers
When sales staff and partners sell units across several construction phases, they all need current availability for apartments, parking spaces, and storage units. We’ll build a CRM with a shared availability grid and a record of decisions from reservation through buyer handover.
Where Sales Teams Lose Track of Unit Status
- Several months can pass between the first inquiry and a reservation. Without a system for tracking contacts, leads can fall through the cracks.
- Apartments are reserved and released, and prices change. Keeping the availability grid current depends on manual updates.
- Sales receives leads from multiple sources without a single place to track how those sources perform.
- During construction, buyers want updates, progress photos, and clear payment schedules.
- After the building is handed over, contact with residents often ends, even though they are a source of referrals for future buyers.
Unit Availability, Contracts, and Post-Sale Changes
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Payments by Unit
The sales manager sees the approved schedule, and finance reconciles actual receipts against the accounting records. Overdue payments are flagged according to the terms of the individual contract.
Apartment Handover and Warranty Requests
The coordinator arranges the inspection date, checks document status, and organizes key handover. Each post-handover request has a separate assignee, deadline, and recorded outcome.
Additional Features
- Buyer Attribution to a Sales Partner
- The partner channel coordinator records who referred the buyer, how long the referral remains valid, and the agreed compensation terms. If another agent submits the same contact, the case can be reviewed before a commission is approved. The decision is retained in the buyer’s referral history.
- Approved Construction Updates
- The project lead can prepare updates for a specific building or phase and submit them for approval. Sales sees the approved version, publication date, and recipient list. A revised completion estimate can trigger a task to contact interested buyers individually.
- Offer Versions and Discount Approval
- The sales manager can record the units, price, payment schedule, and expiry date for each offer. Discounts and changes to the units included go to an authorized manager for approval. The transaction record retains the previous offer and the documented terms on which the buyer made their decision.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
A Reservation Is About to Expire
The buyer asks for more time. The sales manager forwards the request to a supervisor, who can see other inquiries about the unit and approve or decline the extension.
Handing Over an Apartment to the Buyer
After payments are reconciled, the manager proposes an inspection time. Any defects are recorded on a punch list with an assignee and a reinspection date.
What to Include in the First Release
The first release can cover one construction phase and the rules for moving units between statuses. The supervisor approves discounts, sales manages reservations, and finance reconciles payments. The pilot will cover simultaneous reservation attempts, extensions, and the release of units back to market.
A standard sales pipeline can track negotiations. A custom system makes sense when multiple managers can reserve the same unit and its sales status depends on the reservation, contract, and payment schedule.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
How Do We Prevent Double Booking an Apartment?
A unit can be limited to one active reservation. The CRM rejects the second attempt and shows the sales manager the status and expiry date of the current reservation.
Can a Buyer Purchase an Apartment and a Parking Space in One Transaction?
A transaction can include several units, each with its own price and status. Before launch, we’ll define how partial cancellations and revisions to the payment schedule work.
Can Sales Data Be Migrated One Construction Phase at a Time?
We can start with one phase and reconcile the unit register, active reservations, and balances on payment schedules. Before adding the next phase, we’ll agree on buyer IDs and shared reference data so clients with multiple purchases keep one consolidated history.
What Do You Need to Estimate a Developer’s CRM Project?
Prepare a sample unit register, reservation statuses, discount rules, and an example of a payment schedule change. Partner sales, accounting integration, and buyer access to documents also affect complexity. We’ll use those workflows to define the scope of the first release.
Show Us How You Reserve Units Today
We’ll need examples of apartment statuses, reservation terms, and how payment schedules are passed to finance.