Real estate developer: One console for every sale, payment and document
An operations console for a real estate developer: sales, clients, instalment plans, payments, legal documents, plot allocation, realtor commissions and investor buybacks, run by five staff roles from one secure web app.
The developer sells land and homes across several estates, much of it on instalment plans, through in-house staff and a growing network of independent realtors. Every sale produces a trail of paperwork: a Contract of Sale, payment receipts, an acknowledgement letter, an allocation letter and finally a Deed of Assignment.
All of it was prepared by hand in Word, figures and amounts in words typed for each client, while instalments, overdue payments, realtor commissions and investor repayments were tracked across spreadsheets. Mistakes in a legal document or a missed payment reminder cost money and trust in a market where buyers are already wary.
The business needed one place where a sale is recorded once and everything that follows, from documents and reminders to commissions and allocation, happens correctly from that single record, with each person seeing only what their role needs.
What we built
We built a role-based web console that records every sale once and drives everything from it: Word documents merged from the company’s own templates and emailed as PDFs, instalment schedules with reminders and payment links, confirmed payments and statements, plot allocation, realtor commissions with uplines, broadcasts, a directors’ overview and a weekly report. New estates are set up by reading their signed contract with Claude.
Inside the build
- Five roles, one console: Super Admin, Team Lead, Team Member, Accountant and Director each see their own sections, enforced on the server, with custom permissions per person when needed.
- Sales and client records: Individual and corporate clients with their own reference numbers, every purchase and payment in one profile, duplicate warnings by email, phone or RC number, and bulk import with a preview first.
- Public client form: A three-step form clients fill in themselves, saved as they go. Each realtor and staff member has a personal link, so every sale is credited to the right person.
- Word document templates: Contract of Sale, payment receipt, acknowledgement letter, allocation letter and Deed of Assignment merged from the company’s own Word files, with amounts in figures and words, version history and test merges.
- Review, approve and send: Documents are reviewed and approved before sending, then emailed as PDF in the company’s fonts with the realtor and the company’s own addresses copied. Several documents can go together as a bundle such as a Welcome pack.
- Instalment plans: Deposit plus equal monthly instalments to the naira, surcharges by plan length, promotions, and an early-payment interest waiver. Each instalment shows as paid, part paid, overdue, due today or due soon.
- Reminders with pay links: Gentle email reminders carry a private, signed link that lets the client report a payment on that one purchase without logging in. Every payment still waits for the team to confirm it.
- Accounts and statements: The accountant confirms payments, sees what has been collected and what is still owed, and exports summaries. Any client’s statement of account is one click away as a PDF.
- Stock and promotions: Plots and housing units left on each estate are tracked, so a sale that does not fit is stopped. Time-limited promotions take a percentage or fixed amount off selected sizes.
- Plot allocation: Fully paid sales move to allocation, where a plot is assigned, the allocation letter is prepared and, once the survey details are in, the Deed of Assignment follows.
- Realtor network and commissions: Realtors sign up with a public link and get their own portal to follow their clients. Commissions are earned as clients pay, for the realtor and their upline, with withholding tax deducted.
- Investor buybacks: Money placed with the company by investors for a fixed term is tracked with its interest and repayment date, recorded by the accountant and visible to directors.
- Broadcasts and birthdays: Send one message to many clients or partners, each with their own details filled in, with a stop link in every email. Birthday greetings go out each morning once switched on.
- Directors’ overview and weekly report: Sales, collections, outstanding balances and property performance in summaries, plus a Monday email with last week in figures.
- AI new property setup: Upload a signed Contract of Sale and Claude fills in the property details and drafts the contract template, while staff answer what a contract never says. New estates go live only after a test merge and approval.
- Activity log, trash and presence: Every action is logged, deleted sales and clients can be restored exactly as they were, and staff can see who is online and what they are working on.
- Test mode for demos: One switch builds a demo workspace with fictional clients, sales, payments and realtors across every property, so the console can be presented or practised on without touching real records.
- Works on a phone: The console has a phone layout with its own navigation, so staff and realtors can check a client or a payment away from their desks.