What is Real Estate Management System? and How to Build it?

The Real Estate Management process is an important aspect of the real estate industry and it is a key factor that decides how efficient your real estate business will be. It is one of the most challenging businesses to handle today as every process in real estate management is manual, paper-based and requires many different staff members to be involved.

Real Estate Management processes require a lot of paperwork and numerous signatures, especially when dealing with large properties.

What is a Real Estate Management System?

A Real Estate Management System (REMS) is a software application designed to automate, simplify, and streamline various processes associated with managing real estate properties. This software can be used by property managers, real estate owners, real estate agents, or real estate companies to manage residential or commercial properties, or even real estate portfolios.

Key features of a real estate management system can include:

1. Property Listing: A REMS allows users to list properties with all the necessary details such as location, size, price, images, and other important information.
2. Lease Management: The system helps in managing various aspects of leases such as contract creation, renewals, terminations, and tracking lease terms.
3. Tenant Management: This includes tracking tenant information, managing rental agreements, maintaining a record of tenant complaints or requests, and tracking payment histories.
4. Maintenance Management: The system can track and manage maintenance requests and schedules, ensuring that all property-related issues are dealt with promptly.
5. Financial Management: This feature covers tracking rent payments, property-related expenses, generating invoices, and financial reporting.
6. Document Management: A REMS can store and manage important documents such as lease agreements, property deeds, tenant applications, etc.
7. Reporting and Analytics: A REMS can generate various reports on financials, property occupancy, maintenance costs, etc. The analytics can provide insights for decision-making and strategy development.
8. Integration: Many REMS can integrate with other software systems such as accounting, customer relationship management (CRM), or payment gateways for seamless data transfer.

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Clappia - No Code Platform

Clappia is a No Code platform to create business-process apps without coding. Anyone with basic excel skills is able to create effective mobile apps, just by using simple drag-and-drop blocks, and effectively automate real estate management business processes.

Clappia allows real estate professionals to automate their business processes and manage multiple properties, multiple customers, and other real estate management processes on mobile apps built without coding.

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Real Estate Management in Clappia

Let us consider a bundle of mobile apps for Real Estate Management already built and available to use on the Clappia App Marketplace:

1. Flat Master - This app is used to record the list of all the flats and their details pertaining to location, availability, area, type of flat, and so on. ‍
2. Client Help Desk - Customers use this app to record their inquiries about the flats and support tickets are generated accordingly.‍
3. Client Inquiry - This app is used to record clients’ inquiries about the flats and update the status on whether they are interested or not and if interested then follow up with them accordingly.‍
4. Quotation App - This app sends quotations to new and old customers regarding new flats.‍
5. Booking - This app is used to record the bookings of clients and details such as client details, flat details, and booking information.

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Automation Flow of Real Estate Management in Clappia

1. Flat Master - Enter all the details of the flat along with location, availability, area, and type of flat.

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Flat/House name - Enter the name of the flat/house

Flat/House Code - This code will be automatically generated after submitting the details.

Flat/House type - Select the type of flat/house - 1BHK, 2BHK, 3BHK.

Floor - Enter the floor number where the flat/house is located on.

Flat Number - Enter the flat number.

Wing - Enter the wing name or number of the building.

Builtup Area - Enter the built-up area of the flat

Carpet Area - Enter the carpet area of the flat in the square feet unit of measure.

‍Availability - Enter whether the flat is available or not.

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The below image is a basic layout of the flat master app.

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2. Client Help Desk - Customers can use this app to request help by creating support tickets. This app consists of two sections namely Customer Details and Support Details.

Note: Only the first section, Client Help Desk, is visible in the app. The other successive sections will appear once you start filling the data in previous section.

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Section 1 - Customer Details

Clients will enter their basic details such as: Customer Name, Customer Contact, Customer Email

GPS Location - Clients will enter their location 

The below image is a basic layout of the customer details section of the client help desk app.

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Section 2 - Support Details

Purpose of Support - The reason for requesting support‍

Details - Detailed request for support

Photo if any - Upload from gallery or click a photo in the app and upload the same.

Add another query -  To add another support request.

The below image shows a basic layout of the support details section of the client help desk app.

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3. Client Inquiry - This app is used to add the particulars of client’s inquiries about the details of new flats based on location, budget, and area and then scheduling a visit. This app contains four sections namely Client Details, Visit Details, Requirement Details, and Follow-up Details.

Section 1 - Client Details

Clients will fill in basic details such as Name, Mobile Number, Email, Postal Address.

The below image shows a basic layout of the client details section of the client inquiry app.

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Section 2 - Visit Details

Visit Date - Clients’ date of visiting the flat

Visit Time - Clients’ time of visiting the flat

The below image shows a basic layout of the visit details sections of the client inquiry app.

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Section 3 - Requirement Details

Location - The  location of the flat clients are interested in.

Where did you hear about us? - The platform from where the clients have heard of your real estate company.

Outcome - The outcome and the latest status of the client’s interest

Budget - Clients’ budget will be entered.

Original Remarks - Clients’ remarks will be entered here.

Next Follow-up Date - The next date for contacting the client about the flat they are interested in. 

The below image shows a basic layout of the requirement details section of the client inquiry app.

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Section 4 - Follow-up Details

Call Date - Date of the first follow up call with the client.

Follow up Call Outcome - The status of clients’ interest in the flat after the follow up call.

Remarks - Any comments or observations regarding the discussion with the client during the follow up call.

Next Follow up - Date for the next follow up call with the client.

The below image shows a basic layout of the follow-up details section of the client inquiry app.

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4. Quotation - This app is used to send quotations of the flat for the clients. It consists of five sections namely, Client Type, New Client Record, Old Client Record, Flat Details, and Flat Value.

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Section 1 - Client Type

Type - Select the type of the client: Old or New

The below image shows a basic layout of the client type section of the quotation app.

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Note:

In the same way if you select the client type as ‘Old’, then the section Old Client Record will appear and the section ‘New Client Record’ will not appear.

If you select the client type as ‘New’, then the section New Client Record will appear and the section ‘Old Client Record’ will not appear.

This is achieved by the Conditional Display feature. You can choose to view a particular table based upon selection of a particular option.

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Section 2 - New Client Record

Select Client - Select the client from the list and other detials of the client such as Name, Mobile Number, Email and Postal Address are all fetched from the client inquiry app.

GET Data from other app - This block is used to fetch data from one Clappia app to another.

The below image shows a basic layout of the old client record section of the quotation app.

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Section 3 - Old Client Record

Enter the basic details of the client: Client Name, Mobile, Email, and Postal Address.

Reference - Mention the reference through which the client came to know about your real estate company.

The below image shows a basic layout of the new client record section of the quotation app.

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Section 4 - Flat Details

Select Flat - Select the flat from the list of flats and other details pertaining to the flats are fetched from the flat master app automatically: Status, Flat Code, Flat Name, Flat Type, Floor, Flat Number, and Wing.

Rate p sq ft - Enter the appropriate amount in figures.

The below image shows a basic layout of the flat details section of the quotation app.

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Section 5 - Flat Value

Quote Date - Enter the date of preparing this quotation.

Time - Enter the time of preparing this quotation.

Flat Cost - Enter the cost of the flat.

GST - Enter the GST amount in figures.

Stamp Duty - Enter the stamp duty charges.

Development Charges - Enter the development charges.

Other Fees - Enter any other fees, if any.

Total - Total amount of the flat included the parameters above.

Miscellaneous Charges - Enter any miscellaneous charges. stamp duty charges.

Maintenance Charges - Enter the maintenance charges.

The below images show a basic layout of the flat value section of the quotation app.

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‍5. Booking - This app is used to book flats for new clients and old clients as well. This app consists of five sections namely, Client, Client Detail (New), Client Details (Old),  Flat Details, and Booking Details.

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Section 1 - Client

Select Client - Select the client (Old or New) and the following client details are automatically fetched from the quotation app accordingly: Client Name (New Client), Name (Old Client), Flat Code, Floor, and Flat Number.

The below image shows a basic layout of the client section of the booking app.

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Section 2 - Client Detail (New)

The following client details are also automatically fetched from the quotation app: Client Name, Mobile, Email and Postal Address. These details are of the new client.

The below image shows a basic layout of the client detail of the booking app.

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Section 3 - Client Details (Old)

The following client details are also automatically fetched from the quotation app: Name, Mobile, Email and Postal Address. These details are of the old client.

The below image shows a basic layout of the client details of the booking app.

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Section 4 - Flat Details

Select Flat - Select the flat from the list of flat master app and other details of the flat are automatically fetched from the flat master app: Flat Code, Flat Name, Flat Type, Floor, Flat Number, Wing and Rate p sq ft.

The below image shows a basic layout of the flat details of the booking app.

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Section 5 - Booking Details

Date of Booking - Enter the date of booking done by the client.

Committed Date of Delivery - Enter the committed date of flat delivery to the client

The other flat details as fetched from the quotation app: Flat Cost, GST, Stamp Duty, Development Charges, and Total 

The below image shows a basic layout of the booking details of the booking app.

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Clappia Mobile Apps work in Offline mode

In case of a poor or no internet connection, the real estate organization as well as the clients can still use Clappia to fill the data and the data filled can still be submitted. All the data gets synced automatically once the smartphone is connected to a stable internet connection.

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Automation of Real Estate Management

Real estate management process is a massive topic that needs a detailed and deep knowledge of the real estate industry. The key objective is to have an automated process to achieve more flow in your business by creating just mobile apps for all functionalities.

When it comes to managing real estate properties, there are processes that need to be automated. These include acquiring property details, handling client inquiries, assisting your customers through support tickets, sending quotations and even bookings. Real estate management apps can help you reduce the manual work involved in doing these tasks by using technology.

Use these apps and automate the Inventory Management of your business - Clappia App Marketplace