Real Estate
ZenTraq for Real Estate provides a comprehensive workflow for property developers, brokers, and real estate agencies — managing the complete lifecycle from initial inquiry through site visits, bookings, and final possession.
Prerequisites
- Organization registered with Industry Profile set to "Real Estate"
- At least one Project and Property configured
- Pipeline stages configured for your sales process
- Team members created and assigned territories
Modules Available
| Module | Purpose | Visibility |
|---|---|---|
| Leads (Prospects) | Capture and nurture property inquiries | Default |
| Site Visits | Schedule and track property viewings | Real Estate only |
| Properties | Manage property inventory by project | Real Estate only |
| Projects | Organize properties within developments | Real Estate only |
| Bookings | Track token, agreement, and registration | Real Estate only |
| Channel Partners | Manage brokers and referral partners | Real Estate only |
| Deals | Track negotiations and closings | Default |
| Invoices | Generate payment schedules and demands | Default |
| Construction Milestones | Track build progress per project | Real Estate only |
| Property Documents | Organize legal and compliance documents | Real Estate only |
Default Pipeline
| Stage | Probability | Description |
|---|---|---|
| New Inquiry | 5% | Lead captured from any source |
| Contacted | 10% | Initial outreach completed |
| Site Visit Scheduled | 20% | Property viewing confirmed |
| Site Visit Done | 35% | Viewing completed |
| Interested | 50% | Buyer expressed intent |
| Negotiation | 65% | Price and terms under discussion |
| Token Received | 80% | Advance payment collected |
| Booked | 95% | Agreement in progress |
| Registered | 100% | Registration complete (Won) |
| Lost | 0% | Lead did not convert (Lost) |
Getting Started
1. Configure Projects
Before capturing leads, establish your property inventory:
- Navigate to Projects and create each development (e.g., "Green Valley Phase 2").
- Enter: Project name, builder, location, RERA number, total units, land area, and project type.
- Set project status: Planning, In Progress, On Hold, or Completed.
2. Add Properties
Within each project, add individual units:
- Navigate to Properties and click + New Property.
- Configure: Property type (Apartment, Villa, Plot, Commercial), unit number, floor, wing, BHK configuration, carpet area, asking price, availability status, and possession timeline.
- Link to the parent project.
3. Register Channel Partners
If your business works with external brokers:
- Navigate to Channel Partners and click + Add Partner.
- Enter: Partner name, company, phone, email, RERA number, commission percentage, and status.
- Active partners can be attributed as lead sources.
4. Customize Pipeline
Review and adjust the default pipeline stages in Settings > Pipelines to match your exact sales process.
Day-to-Day Workflow
Capturing Leads
Leads enter the system from multiple channels:
| Source | Method |
|---|---|
| Website | Auto-captured via embedded form widget |
| Manual entry | Created by sales team during walk-ins or calls |
| CSV import | Bulk upload from events or portal exports |
| Incoming messages create leads automatically | |
| Channel partners | Broker referrals attributed to the partner |
Key fields for real estate leads include: budget range, preferred BHK, preferred location or project, purpose (self-use or investment), and possession timeline.
Scheduling Site Visits
- Open a lead record and click Schedule Site Visit.
- Complete the visit form:
| Field | Description |
|---|---|
| Property / Project | Which location to visit |
| Date and Time | Scheduled visit window |
| Visit Type | First Visit, Second Visit, Family Visit, Virtual Tour |
| Conducted By | Assigned agent or representative |
- After the visit, update the record with:
- Outcome: Very Interested, Interested, Neutral, Not Interested, Needs Revisit
- Buyer rating (1–5)
- Notes and feedback
Visit Notifications
Configure workflow automation to send WhatsApp confirmation messages upon site visit scheduling and reminder messages 24 hours before the visit.
Creating Bookings
When a buyer confirms their purchase decision:
- Navigate to Bookings and click Create Booking.
- Link the booking to the Lead/Contact and selected Property.
- Complete booking details:
| Field | Description |
|---|---|
| Agreed Price | Negotiated purchase amount |
| Token Amount | Initial advance payment |
| Token Date | Date token was received |
| Payment Plan | Milestone-based or time-based schedule |
| Loan Required | Whether buyer needs financing |
| Expected Agreement Date | Target date for agreement execution |
- Track the booking through its lifecycle:
Token Received → Agreement Pending → Agreement Signed → Loan in Process → Registration Pending → Registered → PossessionManaging Property Inventory
Maintain real-time visibility into available stock:
- Filter properties by: Project, Type, BHK, Status, Price range, Possession date
- Mark properties as "Blocked" when reserved for a specific buyer
- Update availability status as bookings progress
- Track construction progress per unit
Key Features
Site Visit Calendar
- Calendar view of all scheduled and completed visits
- Color-coded by outcome for quick status assessment
- Drag-and-drop rescheduling capability
- Agent-wise schedule visibility
Channel Partner Management
- Performance dashboard: referrals, conversions, revenue per partner
- Commission calculation and tracking
- RERA compliance verification
- Active versus inactive status management
Booking Lifecycle Tracking
- Complete progression from token to possession
- Loan status monitoring with bank details
- Payment milestone tracking with demand letter generation
- Document checklist per booking stage
Construction Milestones
- Stage-wise progress tracking per project
- Milestone-linked payment demand triggers
- Photo documentation per milestone
- Buyer notification automation
Property Documents
- Centralized document repository per property and project
- Category-based organization (Legal, Regulatory, Technical, Financial)
- Expiry date tracking with renewal alerts
- Secure sharing with buyers via WhatsApp or email
Best Practices
Recommendations
- Configure inventory first — Ensure all projects and properties are set up before lead capture begins.
- Track every site visit — Visit data drives conversion analytics and helps identify which properties generate interest.
- Use channel partner attribution — Accurately tracking referral sources enables fair commission calculation and identifies top-performing partners.
- Automate visit confirmations — WhatsApp template messages for booking confirmations and visit reminders reduce no-show rates.
- Update construction progress regularly — Weekly milestone updates keep buyers informed and trigger payment demands automatically.
- Maintain document compliance — Use document checklists to ensure all regulatory requirements are met before possession.
Related: Real Estate Advanced (Projects, BOQ, Billing) | Site Visits & Bookings | Channel Partners | Pipelines