Site visits stop going cold, and two brokers can no longer claim the same buyer.
Real Estate CRM is a focused CRM for builders and real estate agents, set up around your own projects. Enquiries from portals, your website and walk-ins land in one list. Every site visit and follow-up has an owner and a date. Units or plots show as available, held or booked, and each booking carries its payment schedule, reminders, channel partner and documents.
- Set up around your projects, towers, units or plots before go-live
- Your enquiry sheets and booking records moved across
- Built and supported by the GullySystem team in Bengaluru
What goes wrong before the software.
Portal leads sit in an inbox nobody opens on Sunday
Enquiries from 99acres, MagicBricks and Housing.com arrive by email at all hours. By the time someone calls on Monday, the buyer has already visited two other projects.
The site visit happened, then nothing
The family liked the show flat and said they would discuss. Nobody called back, because the salesperson left and the visit was only in his phone.
Two brokers claim the same buyer
A channel partner registered the buyer on WhatsApp. Another brought him for the site visit. Both want commission, and your sales head has only memory and screenshots to decide.
The inventory sheet says available, but the flat is already on hold
Two salespeople promise the same east-facing unit on the same weekend. One customer is disappointed, and you look disorganised in front of a buyer ready to pay the token.
Instalment reminders go out late or not at all
Each buyer is on a different slab of the payment plan. The accounts team works out from Excel who owes what after each stage is complete, and the demand letters trail behind.
The agreement copy is in someone’s email
Booking form, KYC, allotment letter and agreement for sale are scattered across drives and mailboxes. When the bank asks for a document for the home loan, the search takes a day.
How the work flows through it, step by step.
- 01
Enquiry lands and is assigned
A lead from a portal, your website form, a phone call or a walk-in is recorded with its source and the project. It is assigned to a salesperson, who sees it on their list the same hour.
- 02
Site visit booked
The salesperson fixes a date and time for the site visit and notes if a channel partner is bringing the buyer. The visit appears on the day’s schedule for the site office.
- 03
Follow-up until a decision
After the visit, the salesperson logs what the buyer said and sets the next follow-up date. Leads with a visit but no follow-up show up on the sales head’s list.
- 04
Unit held and booked
The buyer picks a unit or plot from the live inventory. It is put on hold, then marked booked when the token is received, so nobody else can promise it.
- 05
Payment schedule runs
The booking gets its payment schedule from the project’s plan. Reminders go out before each instalment is due, and receipts are recorded against the schedule.
- 06
Documents and commission closed
The booking form, KYC and agreement are kept on the booking. The channel partner’s commission is worked out on the booking and marked paid when you pay it.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiries from every source
Leads from portals, your website, phone calls and walk-ins in one list, each with source, project, budget and the unit type wanted. Duplicate phone numbers are flagged so one buyer is not three leads.
Site visit tracking
Schedule visits by project and date, record who came and who accompanied them, and note the outcome. The site office sees the day’s expected visitors in the morning.
Follow-ups
Every lead has a next action and a date. Overdue follow-ups and visited leads with no call-back appear on each salesperson’s list and on the sales head’s.
Project inventory
Towers, floors and units, or layouts and plots, with size, facing, rate and status: available, on hold, booked or sold. A hold can carry an expiry so units do not stay blocked.
Bookings
The buyer, co-applicant, unit, agreed price, token and booking date in one record, linked back to the original enquiry and the salesperson who closed it.
Payment schedules and reminders
A payment plan per project, such as construction-linked or down payment, applied to each booking. Instalments show as due, received or overdue, with reminders before each due date.
Channel partner management
Brokers and channel partners with their details and the buyers they register. Each registration is time-stamped, so when two partners claim the same buyer, the record shows who came first.
Partner commission
Commission worked out per booking at the rate agreed with that partner. Each amount shows as due or paid, so the partner’s call about pending commission has a clear answer.
Documents
Booking forms, KYC, allotment letters, agreements and loan papers stored against the booking. The project’s RERA registration number and approvals can be kept on the project record.
Sales dashboard
Enquiries by source, visits this week, bookings this month and instalments due, per project. The owner sees at a glance where leads are coming from and where they drop off.
One system, each person sees their part.
Owner or director
Sees enquiries, visits and bookings across projects, unsold inventory and the money due this month.
Sales head
Assigns leads, watches follow-ups that are slipping, approves holds and settles channel partner claims.
Salesperson
Works their own leads, books site visits, logs follow-ups and puts units on hold for their buyers.
CRM or accounts executive
Manages bookings after the token: payment schedules, instalment receipts, reminders, documents and partner commission.
The numbers the owner asks for.
- Enquiries by source and project, and how many reached a site visit
- Site visits by week, with visits that got no follow-up
- Inventory by project: available, on hold, booked and sold
- Bookings by salesperson and channel partner
- Instalments due, received and overdue
- Channel partner commission due and paid
Who this is built for.
- Residential developers selling flats in one or a few projects at a time
- Plotted layout and villa developers who sell plot by plot
- Builders who sell through channel partners and need registrations recorded
- Real estate agencies handling resale and new projects for several builders
- Sales teams whose leads live in Excel, WhatsApp and portal inboxes
When it is not the right choice.
- A large developer with dozens of projects and a full ERP. You need an enterprise CRM connected to that ERP.
- An individual broker with a handful of deals a year. A phone contact list and a notebook will do.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Your projects set up
We load each project with its towers and units or layouts and plots, rates and payment plans. The CRM is built around those projects, not a generic template.
Enquiries and bookings moved across
Your enquiry sheets, current bookings and payment status come in from Excel, so reminders start from the right instalment.
Portal and website leads connected
We connect your website form and the portal lead emails or feeds you use, so leads arrive without anyone copying them.
Channel partner rules
We agree with you how long a partner’s registration holds, what counts as proof of a visit, and each partner’s commission rate.
Training, hosting and support
Your sales and CRM staff are trained on your own projects. We host the software and support it after go-live.
Works alongside
- SMS
- Property portal lead feeds
- Google Calendar
- Tally
Questions owners ask before a demo.
Is this real estate CRM built for India?
Yes. It works with the way Indian projects sell: portal leads, weekend site visits, channel partners, token bookings and construction-linked payment plans. Reminders go out on WhatsApp, SMS or email, whichever channels we connect during set-up.
Is it a CRM for builders or for real estate agents?
Both, set up differently. A builder’s CRM is built around its own projects and inventory. An agency’s is built around the projects it sells for, with commission tracked per builder.
Does it work as a site visit tracking app on the phone?
Yes. It runs in the phone’s browser, so salespeople can check the day’s visits and log the outcome at the site. There is nothing to install from the Play Store.
How does it settle two channel partners claiming the same buyer?
Every buyer registration is time-stamped against the partner who made it. The record shows who registered first and who accompanied the site visit. The rule for who gets the commission is yours, agreed during setup.
Does it make us RERA compliant?
No, and no software can. It records what you enter, such as the project’s RERA number, payment schedules and documents. Compliance stays with you and your advisers.
Will it work with Tally?
It can be connected as part of the set-up. Instalment receipts and partner commission can then go to Tally, so accounts does not type them again. We agree the format and ledgers with your accountant first.
Can we bring our existing leads and bookings across?
Yes. We import your enquiry sheets, bookings and payment status from Excel before go-live, and check a few bookings with you line by line.
Who owns the data?
Your company does. Buyer, booking and partner records are yours, and the way you take a full copy, during use or if you leave, is set out in the written proposal.
How much does it cost?
There is no published price. It depends on your projects and how much we adapt. We walk you through how one of your projects would be set up, and a written proposal fixes the cost before work begins.
Why not just use a big CRM like Salesforce?
You can, and a large developer often should. For a builder with a few projects, those tools take a long setup and still need inventory and payment plans added. The free technology audit will tell you which fits.
Businesses that use this.
Related products.
See Real Estate CRM with your own data.
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