Zoho implementation for Property Developers and Builders
Zoho for property developers and builders: track leads, unit inventory, bookings, payment plans, construction milestones and handover for developers.
Business process workflow
How property developers and builders work flows in Zoho
Track leads, unit inventory, bookings, payment plans, construction milestones and handover for developers.
Common problems we fix
- Unit availability is out of date
- Payment schedules are managed in sheets
- Handover snags are tracked informally
The process, step by step
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Zoho Projects
Zoho DeskDepartment by department
How every department of a property developers and builders business works in Zoho
A property developer buys land, gets approvals, sells units off-plan, builds towers or villas and hands over to buyers years later. In Zoho land and approvals, sales, CRM and collections, construction, procurement, customer handover, accounts and HR share one project, tower and unit record, so a booking, a demand letter and a snag list all point to the same flat.
How the departments hand work to each other
Each arrow is a handover. Because every team works on the same Zoho records, the next department picks up the work without re-entering it.
- 1Land and Approvals to Sales and Marketing: Approved project with towers, units and launch date
- 2Land and Approvals to Construction and Projects: Approved drawings and conditions
- 3Sales and Marketing to Customer Relations and Collections: Booking with buyer details, unit and payment plan
- 4Customer Relations and Collections to Finance and Accounts: Demands raised and receipts for posting
- 5Customer Relations and Collections to Handover and Facility Management: Buyers fully paid and ready for possession
- 6Construction and Projects to Customer Relations and Collections: Certified construction stages for demand letters
- 7Construction and Projects to Procurement and Stores: Material requirements by tower and month
- 8Construction and Projects to Handover and Facility Management: Completed units ready for inspection
- 9Procurement and Stores to Finance and Accounts: Receipts and supplier bills for payment
- 10Procurement and Stores to Construction and Projects: Material available at site
- 11Handover and Facility Management to Finance and Accounts: Maintenance deposits and possession dates
- 12Finance and Accounts to Management and Reporting: Project cash flow and profitability
- 13HR and Payroll to Finance and Accounts: Payroll summary by project
- 14Management and Reporting to Sales and Marketing: Pricing and launch decisions
Each department in detail
Open a department to see its workflow, its own entity diagram, who does the work, what needs approval, the reports it watches and what it hands over.
Land and ApprovalsEvaluates and acquires land, and gets the plan, environment, registration and other approvals needed to launch.
Workflow
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Evaluate land parcels
Offers of land are logged with location, area, price, title status and a feasibility note.
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Run due diligence
Title documents, encumbrance checks and survey reports are collected and reviewed.
- 3
Close the deal
The land agreement, joint development or purchase terms and payment schedule are recorded and signed.
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Track approvals
Building plan, environment, fire and project registration approvals are tracked with dates and fees.
Zoho WorkDrive
Zoho ContractsEntity diagram: Land and Approvals
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Contracts
Read the relationships as text
- Land Parcel checked in Due Diligence (1:N)
- Land Parcel acquired by Land Agreement (1:1)
- Land Parcel needs Approval (1:N)
Who does the work
- Land acquisition manager
- Liaison officer
- Legal counsel
Approvals and controls
- Land purchases need board approval with the feasibility report
- Projects cannot open bookings until project registration is in place where the law requires it
Reports they watch
- Land pipeline by stage
- Approvals pending by authority
- Approval fees paid by project
Hands over to
- Sales and Marketing: Approved project with towers, units and launch date
- Construction and Projects: Approved drawings and conditions
Sales and MarketingGenerates leads, runs site visits and sells units with a clear price, payment plan and booking.
Workflow
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Capture leads
Leads from portals, ads, channel partners and walk-ins land in Zoho CRM with budget, configuration and source.
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Book site visits
Visits to the sales gallery or site are booked and the visit feedback is recorded.
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Hold and block units
Available units are shown from the live inventory, and a unit is held for a short time during negotiation.
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Book the unit
The booking form, KYC and booking amount are taken, and the unit is marked booked.
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Pay channel partners
Brokerage for partner-sourced bookings is calculated once the agreement is registered.
Entity diagram: Sales and Marketing
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
Read the relationships as text
- Lead attends Site Visit (1:N)
- Lead books Booking (1:1)
- Unit booked in Booking (1:1)
Who does the work
- Sales executive
- Channel partner manager
- Sales head
Approvals and controls
- Prices below the approved price sheet need the sales head
- Unit holds expire automatically after the set time
Reports they watch
- Leads, visits and bookings by source
- Units sold and unsold by tower
- Average realised price per square foot
Hands over to
- Customer Relations and Collections: Booking with buyer details, unit and payment plan
Zoho CRM
Zoho Forms
Zoho Marketing Automation
Zoho Bookings
Zoho Creator
Zoho Sign
Zoho BooksCustomer Relations and CollectionsLooks after buyers from booking to handover, sends demands as construction progresses and collects on time.
Workflow
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Execute agreements
The agreement for sale is drafted from the booking and signed, and registration is tracked.
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Raise demand letters
When a construction stage is certified, demand letters go to every buyer in that tower for that instalment.
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Track loans and payments
Bank loan disbursements and own contributions are matched to each demand.
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Handle buyer requests
Requests for changes, transfers, cancellations and documents are tracked as tickets.
Entity diagram: Customer Relations and Collections
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Creator
- Zoho Books
- Zoho Desk
Read the relationships as text
- Buyer signs Sale Agreement (1:1)
- Buyer receives Demand Letter (1:N)
- Buyer raises Buyer Request (1:N)
Who does the work
- CRM executive
- Collections officer
- CRM head
Approvals and controls
- Interest waivers on late payments need the CRM head
- Cancellations and refunds follow the agreement and need the CRM head and finance
Reports they watch
- Collections due and received by stage
- Overdue buyers by age
- Agreements pending registration
Hands over to
- Finance and Accounts: Demands raised and receipts for posting
- Handover and Facility Management: Buyers fully paid and ready for possession
Construction and ProjectsBuilds each tower to schedule, quality and budget, and certifies stages for billing.
Workflow
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Plan the schedule
Tower-wise schedules for foundation, slabs, masonry, MEP and finishes are set in Zoho Projects.
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Manage contractors
Work orders for civil, MEP and finishing contractors are issued with rates and scope.
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Record daily progress
Site engineers report work done, labour and material used, with photos.
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Measure and certify
Contractor bills are measured on site, and slab or stage completion is certified for buyer demands.
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Inspect quality
Quality checklists for concrete, waterproofing and finishes are completed per floor.
Entity diagram: Construction and Projects
The records this team creates and updates, their key fields, and how they link.
- Zoho Projects
- Zoho Creator
Read the relationships as text
- Tower built under Work Order (1:N)
- Work Order measured in Measurement (1:N)
- Tower certified in Stage Certificate (1:N)
Who does the work
- Project manager
- Site engineer
- Quality engineer
Approvals and controls
- Stage certificates need the project manager and architect before demands go out
- Extra items outside the work order need the project head
Reports they watch
- Planned versus actual progress by tower
- Contractor bills pending certification
- Cost to complete by tower
Hands over to
- Customer Relations and Collections: Certified construction stages for demand letters
- Procurement and Stores: Material requirements by tower and month
- Handover and Facility Management: Completed units ready for inspection
Procurement and StoresBuys cement, steel, finishes and fittings at the right price and keeps site stores accurate.
Workflow
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Plan material
Monthly material plans by tower come from the construction schedule.
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Negotiate rate contracts
Rate contracts with steel, cement and fittings suppliers are recorded with validity.
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Order and receive at site
Purchase orders are raised against rate contracts, and site stores record receipts with challan.
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Issue to contractors
Free-issue material to contractors is recorded so wastage can be checked against norms.
Zoho InventoryEntity diagram: Procurement and Stores
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Inventory
Read the relationships as text
- Rate Contract governs Purchase Order (1:N)
- Purchase Order delivers to Site Store (N:N)
- Site Store issues Material Issue (1:N)
Who does the work
- Procurement manager
- Site storekeeper
Approvals and controls
- Purchases outside rate contracts need the procurement head
- Wastage above norms is recovered from contractors after project manager review
Reports they watch
- Material consumption against norms
- Open purchase orders by site
- Stock at each site store
Hands over to
- Finance and Accounts: Receipts and supplier bills for payment
- Construction and Projects: Material available at site
Handover and Facility ManagementInspects and hands over units to buyers, fixes snags and runs the building until the association takes over.
Workflow
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Pre-handover inspection
Each unit is inspected room by room and snags are logged with photos.
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Hand over keys
Possession letters, meter readings and keys are recorded with buyer signature.
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Zoho FSMEntity diagram: Handover and Facility Management
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Desk
Read the relationships as text
- Unit Inspection finds Snag (1:N)
- Possession closes Snag (N:N)
- Possession followed by Defect Complaint (1:N)
Who does the work
- Handover manager
- Facility manager
- Technician
Approvals and controls
- Keys are handed over only when dues are cleared and critical snags are closed
Reports they watch
- Units ready versus handed over
- Open snags by tower
- Defect complaints by type
Hands over to
- Finance and Accounts: Maintenance deposits and possession dates
Finance and AccountsPosts buyer receipts, manages project accounts and loans, pays contractors with retention and reports project profit.
Workflow
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Post buyer receipts
Receipts are posted against demand letters, with tax on under-construction sales where it applies, such as GST in India.
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Run project bank accounts
Collections are moved to the designated project account where regulations require it, and withdrawals are tracked.
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Pay contractors with retention
Certified bills are paid less retention, tax deductions and advances recovered.
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Report project profit
Cost incurred and revenue recognised per project are reported for management and lenders.
Zoho AnalyticsEntity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
- Zoho Analytics
Read the relationships as text
- Buyer Receipt deposited in Project Account (N:N)
- Contractor Bill paid from Project Account (N:N)
- Project Account feeds Project P and L (1:N)
Who does the work
- Accountant
- Finance manager
- CFO
Approvals and controls
- Withdrawals from project accounts need the certificates the regulator requires
- Retention release needs the project manager's completion sign-off
Reports they watch
- Collections versus construction spend
- Retention held by contractor
- Project profitability
Hands over to
- Management and Reporting: Project cash flow and profitability
HR and PayrollHires sales, site and office staff, tracks attendance and site allowances, and pays salaries and incentives.
Workflow
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Hire for projects
Engineers, sales staff and CRM executives are hired by project.
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Calculate sales incentives
Incentives on registered bookings are worked out per salesperson.
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Run payroll
Salaries, site allowances and incentives run in Zoho Payroll where it is available or your local provider.
Zoho Recruit
Zoho People
Zoho PayrollEntity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Creator
- Zoho Payroll
Read the relationships as text
- Employee records Attendance (1:N)
- Employee earns Sales Incentive (1:N)
- Sales Incentive paid in Payslip (N:N)
Who does the work
- HR executive
- HR manager
Approvals and controls
- Incentives are paid only on bookings with registered agreements
Reports they watch
- Headcount by project
- Incentive cost against sales
- Attrition
Hands over to
- Finance and Accounts: Payroll summary by project
Management and ReportingGives promoters one view of sales, collections, construction progress and project cash.
Workflow
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Project dashboard
Units sold, collections, construction stage and cash balance by project.
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Monthly review
Sales velocity, overdue buyers, cost to complete and approvals are reviewed.
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Zoho Flow
Zoho CliqEntity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
- Zoho Flow
Read the relationships as text
- Dashboard shows KPI (N:N)
- KPI triggers Alert (1:N)
Who does the work
- Managing director
- Director of projects
Approvals and controls
- Price sheet changes and launches are approved by promoters
Reports they watch
- Sales and collections by project
- Construction progress against plan
- Project cash flow
Hands over to
- Sales and Marketing: Pricing and launch decisions
What to expect when you start
A typical plan for a focused project of one to three apps. Larger scope or messy data takes longer; we confirm the timeline after discovery.
Week 1 to 2
Map and agree
We walk through your property developers and builders process from "Lead capture" to "Handover", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho CRM and Zoho Creator with your stages, roles, approvals and templates.
Week 5 to 6
Connect and migrate
We clean and import your data, connect email, payments or other tools, and build the reports you will use every week.
Week 7 to 8
Test and go live
Your team tests with real cases, we train each role, and we cut over with a checklist.
Mistakes to avoid
- Copying the old spreadsheet column for column. Keep only the fields that help someone decide or act.
- Leaving out exceptions such as returns, changes and cancellations. Model them early so the team does not work around the system.
- No owner per stage. Name one person for "Lead capture" and one for "Handover".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Unit availability is out of date. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Booking conversion
- Collections on schedule
- Snag closure time
Questions about Zoho for property developers and builders
Which Zoho apps suit property developers and builders businesses?
A typical property developers and builders setup uses Zoho CRM, Zoho Creator, Zoho Sign, Zoho Books, Zoho Projects, Zoho Desk. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for property developers and builders?
1. Lead capture; 2. Unit inventory; 3. Booking and agreement; 4. Payment plan; 5. Construction progress; 6. Handover.
Which departments does a Zoho setup for property developers and builders cover?
A full setup covers Land and Approvals, Sales and Marketing, Customer Relations and Collections, Construction and Projects, Procurement and Stores, Handover and Facility Management, Finance and Accounts, HR and Payroll, Management and Reporting. Each department works in its own Zoho screens, but they share the same customer, order and finance records, so work moves from one team to the next without being retyped.
Zoho apps we set up for property developers and builders
- Zoho CRM
- Zoho Creator
- Zoho Books
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for property developers and builders
All Zoho services →- Zoho ERP implementationBooks, Inventory, CRM and HR connected as one system
- Zoho implementationZoho CRM live within 2 weeks, fixed price agreed in writing
- Zoho support100-hour support packs, first reply within 1 hour
- Zoho consultingChoose the right apps and plan before you build
- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
More industries we build Zoho workflows for
Zoho adapts to almost any business that has leads, orders, projects, people and money to track. A few examples are below; the industries page lists all 179 with a typical process flow and the Zoho apps behind each.
- Construction and ContractingControl tenders, project costs, subcontractors, site materials and progress billing from one system.
- Wholesale and DistributionRun orders, stock across warehouses, credit limits and collections for dealers and retailers.
- Food and BeverageTrack outlet and central kitchen stock, recipes, suppliers and daily sales with branch-wise accounts.
- Fitness and WellnessConvert enquiries into members, manage bookings and recurring fees, and keep members engaged.
- Staffing and RecruitmentManage client job orders, candidate pipelines, placements and invoicing in one flow.
- Travel and TourismTurn enquiries into itineraries, bookings and payments with supplier and customer tracking.
- Telecom and ISPsRun activation, installation, support and recurring billing for subscribers and enterprise accounts.
- Media and AdvertisingManage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
- Import and Export TradingHandle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.