In this guide 6 sections
Before moving off diaries and WhatsApp, gather each returning client’s plans, decide how a property file is named, and fix what a consultation fee covers. Then test the new record on a few families. GullySystem adapts its Architecture Firm Management Software for this work. A consultant seeing a handful of clients a month may not need it.
Collect the plans that already exist
Most old plans sit in three places: WhatsApp chats, phone galleries and email. Start by listing the families who return most often. Their files matter first, because their next call is the likeliest. A one-time client can wait.
For each family, save every plan version you can find, with the date you reviewed it. A photo of a hand sketch counts. Name each file by client, property and version, so a revised plan never replaces the first one.
- Plans from chats, gallery and email in one place
- One folder per property, not per phone call
- Version and review date in every file name
- Hand sketches photographed and kept
Decide how a client and a property are recorded
One family often owns several properties. A plot bought before construction, the house built on it, and a son’s office in another city make three files. Each needs its own address, directions and plan versions. All three still sit under the family.
Decide which details every file must hold. The usual ones are the facing, the entrance, the plot shape and the rooms you commented on. Write that list down before choosing any software. Otherwise each visit gets recorded a different way.
Fix the shape of a recommendation note
Advice sent as a voice message is hard to find two years later. A structured note works better. It lists the room or direction, the dosha seen and the remedy beside it. Agree on that shape now, even on paper.
Add the date and the plan version the note refers to. When a revised layout arrives, the new note sits beside the old one. You and the client can then see what changed and why. The second visit no longer contradicts the first.
- Room or direction
- Dosha observed
- Remedy advised
- Plan version and visit date
Write down what a fee covers
Revisions are where fee talks turn awkward. Decide what one consultation includes: a plan review, one site visit, or one round of changes. Print that on the receipt. A second look then has a clear answer.
Record referrals at the same time. Note which architect or builder sent each client. Thanks, and any payment you make, then reach the right office.
Test with a few returning families first
Do not move everyone at once. Pick five families likely to call this season and build their files completely. Use those files at their next consultation and note what was missing.
Then add follow-up dates. A griha pravesha, a construction stage due for review, or a plan the architect promised are the usual ones. Once five files work, move the rest in order of how often each family calls.
Vaastu client file checklist
A one-page list of what every client file should hold: properties, plan versions with dates, visit notes, recommendation notes, fee receipts and the referrer. Tick each item for five returning families. The gaps show what to collect before any software goes in.
Open a blank worksheet to printQuestions owners ask
Should old WhatsApp plans be moved first?
Yes, for the families most likely to return. Save each plan with its review date. Older one-off clients can be added when they call again.
Can consultation fees go into Tally automatically?
Not on its own. Receipts stay on record for your accountant, and a Tally export is priced separately once the ledger names are settled.
Is there a ready system for vaastu consultants?
GullySystem starts from its architecture firm system, which already holds project files, plan revisions and site visit reports. Appointments, fees and the room-by-room note are added for vaastu work.
Can notes be kept in Kannada or Hindi?
Yes. Screens and client notes can be set up in the language you and your clients use.