Unit inventory (SPA)
Apartments, offices and shops as records with their own fields: block, floor, m², type, aspect, price, status.
Solutions
Project, unit and buyer on the same screen
In property you do not sell a product, you sell a specific unit. Which apartment went to whom, at what price and on what payment plan has to live in the system.
At a glance
- Unit inventory (SPA)
- Availability and options
- Sales pipeline
- Payment plan tracking
- Channel and campaign tracking
Recurring problems in the sector
What comes up with firms selling projects:
- Availability lives in Excel and the sales office cannot see the current list
- The same apartment gets optioned to two different buyers
- When an agent leaves, the customer relationship goes with them
- The payment plan stays in the contract and due instalments are not chased
- Nobody can tell which campaign produced which sale
- Post-handover requests land with the sales team and get lost
What the setup includes
The structure we build with developers and agencies:
Availability and options
Unit status (available, optioned, sold) tracked centrally so clashes are prevented.
Sales pipeline
A project-level pipeline with interest, viewing, option, contract and title stages.
Payment plan tracking
Deposit and instalment plans attached to the deal with automatic due-date reminders.
Channel and campaign tracking
Conversion reporting for listing portals, social media and field sources.
Post-handover pipeline
Handover, keys and warranty requests run as a separate process.
Making the unit a record
The standard CRM structure does not fit property sales, because what is sold is a specific unit. Block A, 7th floor, three-bedroom; with its own price, its own aspect and its own status.
With Smart Process Automation we define units as their own record type. Each has its own fields, its own status stages and a Kanban view, and can be linked to customer records.
- Block, floor, type, m², aspect and price fields
- Available / optioned / sold status management
- Links to customer and deal records
- Kanban and list views by project
Preventing option clashes
Optioning the same apartment to two buyers costs you a customer and your reputation. With a list kept in Excel it is unavoidable.
Run through unit records, an option becomes a status change; the second agent sees it immediately. When the option period expires the unit returns to available automatically and the agent is notified.
- Central, live availability
- Time-limited options with automatic release
- A warning when there is a clash
- Option history kept on the record
Payment plans and due dates
Work does not stop when the contract is signed; deposits, interim payments and instalments have to be tracked. Once that tracking falls into a spreadsheet, delays are noticed late.
We attach the payment plan to the deal. Reminders go out before instalments fall due and a task opens for the owner when a payment is late. Collection status can be reported.
- Deposit and instalment plans on the record
- Automatic reminders before the due date
- A task and alert when payment is late
- Collection reporting by project
Separating post-handover from sales
When post-handover requests; snagging, warranty, faults; land with the sales team, sales slows down and the requests get lost.
We route them into their own pipeline with its own stages, owners and SLA. The customer record stays the same, so who bought which unit and what happened afterwards is visible in one place.
- A separate post-handover pipeline
- Routing by request type
- Resolution time tracking
- The link to the customer record preserved
Unit statuses and what they mean
The standard status structure we use on unit records.
| Status | Meaning | Automatic behaviour |
|---|---|---|
| Available | Open for sale | Appears in the list and on the sales office screen |
| Optioned | Held for a buyer for a set period | Released automatically when the period ends |
| In contract | Paperwork under way | Reminders for missing documents |
| Sold | Contract completed | Payment plan tracking begins |
| Handed over | Keys delivered | The post-handover pipeline opens |
| Blocked | Withdrawn from sale | Hidden from the list, reason field required |
How would this work in your process?
In a free 30-minute call we listen to your workflow and map out how this would run in your company.
How the setup runs
The order we follow with firms selling projects:
- 01
Inventory structure
Unit fields, statuses and project hierarchy are defined.
- 02
Inventory import
The existing unit list is imported from Excel.
- 03
Sales pipeline
Stages, option rules and assignment logic are built.
- 04
Payment and handover pipelines
Payment tracking and the post-handover process are built.
- 05
Training and go-live
Sales office and management training, then the switch.
What you end up with
- Unit inventory by project and block
- Live availability and option management
- A project-level sales pipeline with reporting
- Payment plan tracking and due-date reminders
- Campaign conversion reporting by channel
- A post-handover request process
Features
Related features
The modules we most often roll out alongside this one; they reinforce each other in the same setup.
Lead Management
Collecting leads is the easy part. Responding quickly, assigning correctly and following up consistently is where deals are won. We build Bitrix24 around those three things.
Sales Pipeline
When the pipeline is unclear, nobody knows which deals are moving and which are stuck. We design your stages around your real sales process and make the next step visible on every card.
Invoicing and Payments
When quoting, invoicing, terms and collection live in separate tools, cash slows down. In Bitrix24 we keep all of those steps on the same customer record.
Service Requests
Whichever channel a service request arrives through, it should land in the same queue with an owner and a deadline. That is exactly how we configure the Bitrix24 Contact Center.
Other sectors
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In health tourism running ads is easy; turning the leads into treatments is not. The difference sits in your reachability rate, your speed to first contact, and knowing which form actually brings patients.
Clinics and Healthcare
The most expensive loss in a clinic is a no-show. The second is a check-up nobody remembered. Systematic reminders solve most of both.
E-Commerce
In e-commerce the profit is in the second order. Yet most stores know the customer as an order number rather than as a person.
Frequently Asked Questions
Our inventory is in Excel; can it be imported?
Yes. We import the unit list with field mapping, preserving block, floor, type, m², price and status. After the import the inventory is managed in Bitrix24.
We are an agency, does it suit portfolio management?
Yes. We manage portfolio listings as unit records too, with owner, commission rate and mandate period fields. Rules can also be built to match buyer requirements to listings.
Do enquiries from listing portals reach the system?
If the portal sends email notifications or has an API, yes. For email-based notifications we connect the mailbox and create records automatically; where there is an API we build a direct integration.
Can payment plans integrate with accounting?
Yes. If your accounting program has an API or a ready Market app, collection data can be synchronised both ways so the due-date tracking in the CRM matches real payments.
Can the field team use it on mobile?
Yes. The Bitrix24 mobile app shows unit availability, lets you create customer records and log visit notes. It tends to be the most used feature for field teams.
Let's configure this around your business
Book a free intro call and we'll walk through your process and show which settings fit you.