In this guide 6 sections
A developer’s month-end close lines up three records: unit inventory, the demand and collection register, and the books. Check holds and bookings, demands against stages completed, receipts against each schedule, partner brokerage and cancellations. GullySystem’s Real Estate CRM keeps inventory, schedules and receipts on one booking record, so the three read from the same bookings.
Start with the unit inventory
Count every unit by status: available, on hold, booked and sold. Then compare the booked count with the bookings register. Any difference is the first thing to explain.
Look hard at holds. A hold with no expiry can keep a flat blocked for a buyer who went quiet weeks ago. Release or renew each one before the month closes.
- Units available, on hold, booked and sold
- Holds past their expiry date
- Bookings with no token recorded
- Units reopened after a cancellation
Match demands to the stages actually completed
Each construction-linked plan raises a demand when a stage is complete. If the CRM desk hears late that a slab was cast, dozens of demand letters wait. That delay shows up as cash you have not asked for.
For every stage completed this month, check that a demand went to every affected booking. List the gaps. Send them before the close.
Reconcile receipts against each payment schedule
Buyers pay from two sources: bank loan disbursements and their own contribution. Record both against the schedule, so each instalment reads due, received or overdue. A buyer statement then comes straight from the record.
Pull the overdue list and sort it by age. Separate buyers waiting on a loan tranche from buyers who have simply not paid. The follow-up differs for each.
Settle partner brokerage and cancellations
Channel partner disputes are easier when every registration carries a time stamp. Work out brokerage on each booking at the agreed rate. Mark what was paid this month.
Cancellations and transfers leave loose ends. Before the close, check that the refund, the partner brokerage and the old receipts are each settled. The unit status must match too.
- Brokerage due on bookings made this month
- Brokerage paid, partner by partner
- Cancellations with refund status
- Transfers with the new buyer recorded
Agree the figures with accounts
The last step is the books. Compare receipts in the CRM with receipts in Tally, project by project. Where the link has been set up with your accountant, entries cross over and this becomes a check rather than a retyping job.
Close with a one-page view for the directors: bookings made, demands raised, money received, overdue instalments and unsold inventory. Keep the same format every month. Changes then stand out.
Developer month-end close checklist
A checklist with one section each for inventory, demands, receipts, brokerage, cancellations and the books. Each line has a box for the person who checked it and the date. Keep a copy per project per month.
Open a blank worksheet to printQuestions owners ask
Who should run the month-end close?
Usually the CRM desk, with accounts joining for the final step. The sales head checks holds, and a director reviews the one-page summary.
Can instalment receipts reach Tally?
Yes, as part of set-up. Receipts and partner commission can go to Tally, with the format and ledgers agreed with your accountant first.
Does the CRM track construction progress?
Not on its own. Somebody marks a stage complete so demands can follow. Site progress belongs in construction project management software.
Is this CRM right for a developer with dozens of projects and a full ERP?
No. A developer of that size needs an enterprise CRM connected to its ERP. This one suits a developer with a few projects at a time.