Build a brokerage system around your listings, your visits and your commission.
A broker’s stock is information: which owner wants to sell, at what price, with which papers in hand, and which buyer is looking for exactly that.
Most of it lives in one person’s head, one phone and four WhatsApp groups. When that person is on leave, or leaves, the stock goes with them.
The software for an agency has to fit how enquiries are shared out, how visits are logged, and how brokerage is split. That varies far more between two brokers than either expects.
Property businesses we can build for.
A two-man resale desk and a channel partner firm selling four builder projects run on different records, and the system holds whichever set is yours. If your income is the monthly fee on flats you look after for owners, the property management page is built for that.
- Real estate brokers
- Property consultants
- Resale property agencies
- Rental and leasing agencies
- Channel partner firms
- Builder sales teams
- Plot and layout sellers
- Commercial property brokers
- Office and retail leasing firms
- Industrial and warehouse property brokers
- Farmland and estate brokers
- Multi-branch brokerage firms
- Broker networks and associations
- Property portals and marketplaces
- Advisors to overseas property buyers
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
Start from what already exists
GullySystem already has a Real Estate CRM covering enquiries, site visits, follow-ups, project inventory, bookings, channel partners and commission. For many agencies that is the sensible place to start.
A custom build earns its cost when your work sits outside that product: a resale and rental desk, a listings register with owner terms, or co-broker splits nobody else does. Where the fit is close, buying beats building, and we will say so.
Listings register
Every property you can offer, in one searchable list and not three phones.
- Resale flats and houses
- Rental properties
- Plots and layouts
- Commercial and office space
- Shops and retail units
- Warehouses and storage units
- Builder project units
- Land parcels
- Search by locality, budget and size
- Exclusive and open listings
What the property record carries
- Owner and contact details
- Locality and project name
- Carpet and built-up area
- Floor and facing
- Age of the building
- Furnishing
- Title papers actually in hand
- Asking price and price history
- Maintenance amount
- Parking
- Photos and videos
- Availability status and last confirmed date
A listing goes stale the day the owner changes his mind. The record carries when it was last confirmed.
Owners
- Owner profile
- Properties held
- Terms agreed with you
- Exclusive arrangement
- Price expectations
- Availability for visits
- Documents shared
- Past dealings
- Brokerage terms
Enquiries from every source
- Property portal leads
- Business directories and marketplaces
- Your website
- Phone calls
- Walk-ins
- Signboards and billboards
- Referrals from past customers
- Co-brokers
- Campaigns
Who gets the enquiry
A portal lead that sits unclaimed for two hours is usually lost.
- Allocation by locality
- Allocation by budget band
- Allocation by property type
- Language preference
- Round robin
- Manual assignment
- Reassignment when untouched
- First-response timer
- Duplicate number check
- How long a lead stays with one executive
The allocation rule is yours to decide. The system applies it consistently, which is most of what an executive is arguing about.
What the buyer or tenant asked for
- Budget range
- Localities
- Configuration
- Carpet area
- Possession or move-in date
- Own use, investment or rent
- Loan requirement
- Facing preference
- Parking
- Family or company details
Matching a requirement to stock
- Requirement
- Shortlist
- Owner confirmation
- Visit
- Feedback
- Negotiation
- Token
Follow-up
- Next action and date
- Call, WhatsApp and visit log
- Overdue follow-ups
- Visited but no call-back
- Reason for going cold
- Reactivation of old buyers
- Lost enquiries and why
- Daily call list
A family that wanted a three-bedroom flat in one neighbourhood six months ago is still a buyer. Old requirements can be matched against new stock automatically.
Site visits
- Visit scheduled
- Owner informed
- Executive assigned
- Check-in at the property
- Feedback
- Next property or offer
- Who showed what to whom
- Date and time
- Properties shown in one round
- Buyer feedback in his own words
- Owner feedback
- Repeat visit
- Visits per property
The executive’s phone
Built for somebody standing in an empty flat with the owner at the door.
- Today’s visits
- Property details and photos
- Route to the site
- Buyer and owner numbers
- Visit check-in
- Visit feedback
- Add a listing with photos
- Mark a property closed
- Record a token
When a deal goes around you
When a buyer and an owner settle a deal between themselves after your visit, the record is the only defence.
- Visit logged with time and location
- Owner acknowledgement of the visit
- Buyer introduction record
- Co-broker registration time stamp
- Visit history against each property
- Terms accepted by the owner
Masked calling, where the buyer and owner never see each other’s number, depends on the telephony provider and what it is permitted to do. It is checked before it is offered.
Builder projects you sell
- Builder and project
- Tower, floor and unit or plot number
- Size, facing and rate
- Availability status
- Price list version
- Buyer registration with the builder
- Booking
- Your commission slab
- Amount received from the builder
- Pending commission
Unit availability is only as current as what the builder shares with you. Where his system offers no route in, somebody still updates it by hand.
Rentals and leasing
- Tenant enquiry
- Owner terms
- Expected rent and deposit
- Lock-in and notice period
- Agreement date and duration
- Rent escalation
- Tenant verification status
- Brokerage from owner and tenant
- Move-in date
- Handover checklist
Renewals and vacating
- Agreement
- Reminder before expiry
- Owner and tenant confirmation
- Renewal or notice
- New tenant
- Brokerage
A rental book is repeat income only if somebody calls before the eleventh month ends. That reminder can come from the system rather than from memory.
Deals and paperwork
- Token advance
- Agreement to sell
- Sale deed date
- Registry office appointment
- Stamp duty and registration status
- Loan sanction status
- Document checklist
- Project registration number with the regulator
- Handover date
The system holds the checklist and the dates. Title verification, the legal opinion and the registration itself stay with your lawyer and the land registry office.
Commission
Commission may come half from the owner and half from the tenant, with a share for a co-broker.
- Brokerage from the buyer side
- Brokerage from the owner side
- Co-broker share
- Executive incentive
- Agreed rate against what came in
- Raised, received and pending
- Invoice and receipt
- Ageing of pending brokerage
- Written off
Co-brokers
- Co-broker record
- Properties shared with them
- Buyers they introduced
- Registration time stamp
- Agreed split
- Deals closed together
- Amount due each way
- Payment history
Home loan referrals
- Buyer loan requirement
- Bank or agent referred to
- Documents shared
- Application status
- Sanction
- Disbursement
- Referral income
- Follow-up
What you may take for a loan referral, and from whom, is settled between you and the bank. The software records the arrangement you already have.
Marketing and where leads come from
- Portal listing status
- Listing refresh
- Signboards and billboards
- WhatsApp broadcast lists
- Property microsites
- Campaign source against enquiry
- Enquiry to visit
- Visit to closure
- Cost of an enquiry by source
- Sources not worth renewing
Posting listings to a portal depends on what that portal’s interface allows, and several allow nothing. Where there is no route in, listing stays a manual job.
Your website
- Search by locality and budget
- Property pages with photos
- Enquiry forms
- Request a site visit
- List your property as an owner
- Shortlist and compare
- WhatsApp enquiry
- Leads landing in the same list
Buyer and owner portal
- Shortlisted properties
- Visit schedule
- Visit feedback
- Documents
- Payment stages
- Enquiries received on an owner’s property
- Visits done on it
- Messages
What the partner opens on Monday
- Enquiries by source
- Enquiries per executive
- Visits done
- Visit to closure
- Deals closed
- Brokerage raised and received
- Pending brokerage
- Stale listings
- Dead leads and the reason
- Locality-wise demand
- Stock with no enquiry
Your team
- Executive records
- Territory and projects handled
- Targets
- Visits and closures
- Incentive working
- Payout status
- Field attendance
- Handover of leads when somebody leaves
Lead handover matters more here than in most trades. When an executive resigns, the enquiries and the visit history stay with the agency.
Who sees what
- Owner of the agency
- Partner
- Sales head
- Executive
- Tele-caller
- Back office
- Accounts
- Co-broker
- Client
More than one office
- Branch-wise listings
- Branch-wise enquiries
- Visits and closures
- Brokerage
- Executive performance
- Stock shared between branches
- Locality coverage
What it connects to
- Portal lead feeds
- Business directory and marketplace enquiries
- Website forms
- WhatsApp messaging
- Calling and call recording
- Payment links
- Your accounting software
- Digital signing of agreements
Each of these depends on what the provider allows and on the templates they approve. We check the route in before it goes into a plan.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Enquiry
- Requirement
- Shortlist
- Site visit
- Feedback
- Negotiation
- Token
- Agreement
- Registration
- Brokerage
- Handover
- Referral
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Listings and enquiries
The property register, owner terms, enquiries from every source and the allocation rule. Useful from the first week.
- 2
Visits and closures
The site-visit log, the executive’s phone screens, feedback and the deal record that settles who brought the buyer.
- 3
Money
Brokerage from both sides, co-broker splits, builder commission, executive incentives and what is still pending.
- 4
Rentals, website and reporting
Rental renewals, the owner and buyer portal, the website feeding the same list, and the numbers the partner opens.
How a build actually runs.
- 01
Sit at the desk
We follow a real enquiry from the portal to the token, including the parts that happen on WhatsApp.
- 02
Map
Listings, owners, requirements, executives, co-brokers, allocation rules and how brokerage is actually split.
- 03
Design
Office screens and phone screens drawn separately. The executive at the door needs four fields, not forty.
- 04
Build
The listings register and the enquiry desk first, since the leak is widest there.
- 05
Test
Your own executives run a week of live enquiries through it before anything is switched over.
- 06
Deploy
Go-live with each person shown their own screens first, and the old sheets imported rather than abandoned.
- 07
Extend
Rentals, the owner portal, portal feeds and reporting, added once the daily work is steady.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Listing sheets and enquiry lists
Share property listings, owner contacts, enquiry sheets, visit notes and commission records in whatever form they live. Design starts there.
- 02
Senior agent, rentals lead and accounts person
They speak for a desk each. Agents sometimes claim the same enquiry. The principal broker decides who owns it.
- 03
Commission splits, matching rules and templates
Commission splits, enquiry assignment, matching criteria and agreement templates need a ruling mid-build. Locality and project masters follow. Demos are reviewed as they happen.
- 04
Live stock and portal accounts
Active listings with owners, open enquiries and pending commissions come across at go-live. Listing portal and messaging accounts need arranging. The principal confirms launch.
Systems we can put together for you.
- Real estate CRM
- Property listings platforms
- Site-visit tracking systems
- Brokerage and commission systems
- Rental and leasing management software
- Channel partner portals
- Builder inventory systems
- Owner and buyer portals
- Field applications for executives
- Property search websites
- Lead allocation systems
- Multi-branch agency platforms
- Management dashboards
- Property marketplace platforms
Questions owners ask before starting.
Should we just buy your Real Estate CRM instead?
Quite possibly. If enquiries, site visits, follow-ups, bookings and channel partner commission cover your work, the ready product costs less and starts sooner. That is usually the better choice.
What does a custom build add for a broker?
A listings register with owner terms, resale and rental workflows, co-broker splits and your own allocation rules. Those are the parts a product built for builders does not carry.
Can leads from property portals come in automatically?
It depends on the portal. Some offer a feed or a forwarding route, others do not, and it changes. We check each one you use before it goes into a plan.
Can we stop two executives showing the same buyer?
Yes. A duplicate phone number is flagged before anybody calls it, and the first registration carries a time stamp that settles the argument later.
Can the system handle rentals as well as sales?
Yes. Rent, deposit, lock-in, notice period, renewal dates and brokerage from both sides can run as their own workflow beside the sale side.
Can executives use it on a phone?
Yes. It is the main screen for a broker. Visits, photos, feedback and a new listing can all be recorded standing in the property.
Can it track commission that comes in months later?
Yes. Each deal carries what was agreed from each side, what has come in, what is still due and how long it has been due.
Will it stop a buyer and owner dealing behind our back?
No software stops that. What it does is keep the visit record, the introduction and the owner’s acknowledgement, which is what you need when it happens.
Can we run several branches on it?
Yes. Each branch works its own localities and enquiries, stock can be shared where you want it shared, and the partner sees the whole book.
What happens to our old data?
Listings and contacts sitting in Excel or a phone export can usually be brought in. Cleaning the duplicates is part of the work, and it is rarely small.
Is a property portal of our own possible?
Yes, but it is a separate project. A portal depends on how many owners and brokers list on it, which is a marketing question that software does not answer.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a brokerage system that holds the stock, not the staff.
The information a brokerage runs on belongs to the firm. Right now most of it belongs to whoever has the phone.
Ask one of your agents to hand over everything he knows about a property. Whatever cannot be written down and handed on is what the firm does not own yet, and getting it written down is the project.
Tell us how your real estate brokers runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements