Comprehensive Real Estate ERP: Omnichannel CRM, Intelligent Matching & Commission Automation

Client : Confidential Client Due to NDA

Industry : Real Estate (Brokerage & Agency Operations)

Comprehensive Real Estate ERP: Omnichannel CRM, Intelligent Matching & Commission Automation

Confidential Client
Due to NDA

About Client

Operating a modern real estate brokerage requires managing a vast, fast-moving inventory of properties (Residential, Commercial, Plots) while simultaneously nurturing leads from highly fragmented sources. The client, a fast-growing Real Estate Agency, required a robust, centralized ERP solution to automate their entire brokerage lifecycle. The goal was to unify lead acquisition from property portals, automate property matching, streamline site visits, and ensure transparent, multi-tier commission payouts for their sales agents and channel partners.

Core Business Challenges

Omnichannel Lead Leakage

Inquiries were scattered across 99acres, MagicBricks, Housing.com, Facebook Ads, and WhatsApp, causing delayed responses and lost conversion opportunities.

Manual Property Matching

Agents wasted hours manually searching through spreadsheets to find properties that matched a buyer’s specific budget, location, and amenity requirements.

Chaotic Site Visit Scheduling

Coordinating site visits between buyers, assigned salespersons, and property owners/builders lacked a centralized calendar, leading to overlaps and missed feedback.

Complex Commission Splits

Calculating brokerage payouts manually was a nightmare, especially when a single deal involved multiple stakeholders (e.g., a Lead Generation Agent, a Closing Agent, and a Channel Partner).

Scattered Documentation

Storing sensitive KYC documents, booking forms, and builder agreements across emails and physical files created compliance risks and delayed loan processing.

Solution Focus

Portal Integrations

Dynamic Property Matching

Multi-Agent Commission Engine

Site Visit Routing

Post-Sales Management

The Proposed Solution & Process Workflow

CandidRoot engineered a centralized, full-stack Odoo Real Estate Management system tailored specifically for the broker and agency operational model.

Omnichannel CRM & Stage-Based Routing

Integrated APIs for major property portals (99acres, MagicBricks, Housing), Facebook/Instagram Ads, and the agency's website directly into the Odoo CRM.
Leads are automatically captured with full requirement details (Budget, Location, Loan Requirement, Timeline) and d to the appropriate Relationship Manager.
The pipeline strictly tracks the journey: New ➔ Contacted ➔ Interested ➔ Site Visit Planned ➔ Negotiation ➔ Won/Lost.

Property Management & Intelligent Matching

Built a centralized Property Master Database tracking owner details, high-res images/videos, amenities, availability status, and commission structures.
Algorithmic Matching: The system dynamically suggests the best-fitting properties to the agent based on the customer’s recorded CRM requirements. Agents can share these curated shortlists via integrated WhatsApp or Email with a single click.

Site Visit Routing & Negotiation Workflow

Deployed a Site Visit Management module to schedule dates, assign field agents, and coordinate travel logistics. Post-visit, the system mandates feedback capture to determine the next follow-up date.
Built a structured Negotiation Workflow to track price discussions, builder coordination, and token amount processing, requiring Sales Manager approval for final offers.

Secure Booking & Multi-Tier Commission Engine

Documentation: Digitized the booking process with automated agreement drafts and secure document vaults for KYC collection (e.g., PAN, [Aadhaar Redacted], Income Proofs).
Advanced Commission Engine: Engineered a dynamic payout module capable of handling fixed amounts or percentage-based deals. It automatically splits commissions across multiple stakeholders (Lead Agent, Closing Agent, Channel Partner) and tracks payouts across stages (Expected, Partially Received, Fully Received).

Accounting & Post-Sales Service

Integrated the Accounting module to track customer token payments, builder receipts, GST invoicing, and outstanding brokerage receivables.
A dedicated Post-Sales Helpdesk tracks registration coordination, possession timelines, and handles interior/contractor referrals, driving a strong customer referral loop.

Business Impact & Value Delivered

Zero Lead Leakage

API integrations with major real estate portals ensured a 100% lead capture rate, drastically reducing initial response times.

Accelerated Deal Closures

Intelligent property matching empowered agents to present the exact right properties to buyers instantly, boosting the site visit conversion ratio.

Transparent Agent Payouts

The automated commission engine eliminated payout disputes and manual calculation errors, significantly boosting the morale of the sales team and channel partners.

Actionable Management Analytics

Real-time dashboards provided leadership with instant visibility into Top-Performing Agents, Property-wise Sales, Source-wise Lead Analysis, and Monthly Revenue projections.

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