Property developer setup programme

Property developers steer every unit with Zoho One

From unit pool through reservation and notary to handover: one system that carries every residential unit with live status, MaBV payment plan and buyer communication.

  • Every unit with live availability: available, reserved, sold
  • Reservation, purchase contract and MaBV payment plan in one flow
  • No missed payment call, no lost buyer
Book a discovery call Open the Workflow Planner Response time: same day
1:30
Transformations

What we changed for real businesses.

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Case study·Germany

Field Service

A German field-service provider connects sales, ticketing, dispatch, and billing into one platform.

Pain
  • Travel surcharges were estimated by hand for every address, mistakes were routine
  • Technicians had no visibility on the customer device when they showed up on site
  • Reports were written on paper and typed into the system days later
  • Monthly billing was a marathon of Excel and Word
Gain
  • Address entry → travel zone and surcharge populated on the deal automatically
  • Atera inventory, asset management, and maintenance contracts in one CRM view
  • Voice-to-text report plus customer signature on a single mobile screen on site
  • PandaDoc contract signature auto-triggers Won
Project Duration ~4 months
Built with
Zoho CRMAteraPandaDocMetaZoho DeskZoho Creator
Case study·Germany

Real Estate

A German real-estate investor needed a unified platform for investor onboarding, portfolio tracking and lifecycle accounting.

Pain
  • Investor data scattered across Excel, mailboxes and notes
  • Manual KYC with paper forms and duplicate data entry
  • Email-based meeting coordination with double-bookings and friction
  • No single view on capital calls, distributions and investor communication
Gain
  • Every investor visible in CRM with full history and portfolio
  • KYC, meetings and bookkeeping mesh automatically
  • Clean migration of legacy data into a normalised model
  • Every email and conversation per investor auditable on record
Project Duration ~1 month
Built with
Zoho OneZoho CRMZoho FormsZoho BookingsZoho MailZoho Books
The problem

More units than overview?

At property developers the process frays between marketing, notary and construction phases. The workload isn't the problem, it's that everything runs by hand and across too many channels.

  • Availability kept by hand

    Which unit is available, reserved or sold? The status lives in spreadsheets and is out of date the moment someone reads it.

  • Reservations in the inbox

    Prospects and waiting lists are scattered across emails, notes and people's heads. Double reservations and lost buyers are inevitable.

  • Notary and payment plan apart

    Purchase contract, notary dates, construction phases and payment calls run with no shared overview. Due instalments slip through.

The solution

One system for the entire developer process

From unit setup to handover, every unit follows the same flow. Marketing, notary and construction work off the same status, and nothing gets lost between phases.

A developer in a hard hat reviewing building plans on a tablet at a residential construction site with a tower crane

Every unit with a live status

Projects and residential units in one database. Floor plan, price and an available, reserved or sold status visible to the whole team in real time.

Unit poolLive availabilityStatus board
A multi-storey residential building under construction with scaffolding and a crane

Reservation and buyers in one pipeline

Prospects, reservations and waiting lists per unit in one pipeline. No more double reservations, no more lost buyers.

Buyer pipelineWaiting listReservation
A developer handing over keys in front of a finished modern apartment building

Contract, notary and payment plan automated

Purchase contracts in one click; notary dates and construction-phase payment calls trigger buyer communication automatically. All filed on the project.

Contract generatorPayment planAuto buyer updates
Zoho · configured for property developers

Your Zoho apps, tailored to the property-developer process.

No off-the-shelf CRM. We configure every app around your workflow: from unit setup through reservation and notary to handover.

Zoho CRM Search… + Add
Marketing2
APT
Unit 12 · 3-rm · Albrecht
€ 420.000
TH
TH 4 · townhouse · Demir
€ 540.000
Reserved1
APT
Unit 07 · 2-rm · Brandt
€ 295.000
Sold1
TH
TH 1 · townhouse · Köhler
€ 565.000
Zoho CRM

CRM · unit pipeline

Every residential unit as a record: apartment or townhouse, purchase price, status and next step, from marketing to a sold property.

  • Pipeline by sales status
  • Apartments & townhouses split
  • Live availability per unit
Zoho Books Search… + New
InstalmentUnit / buyerDateAmountStatus
MaBV-1Unit 07 · Brandt12.03.2025€ 88.500 Paid
MaBV-2Unit 07 · Brandt28.04.2025€ 79.650 Open
MaBV-3TH 1 · Köhler05.05.2025€ 56.500 Part payment
Call · roofUnit 12 · Albrecht10.06.2025€ 33.600 Call sent
Zoho Books

Purchase instalments & MaBV

Stage payments under the German MaBV rules, from the first instalment to the final one, with payment status and an automatic call per construction phase.

  • MaBV instalments by phase
  • Payment calls automated
  • Open items at a glance
WorkDrive · Sign Search… + Upload
Projects›Kronenburg estate›Sales documents
Declaration-of-division.pdf 04.02 approved
Purchase-contract_Unit07.pdf 10.03 awaiting sign
Building-spec.pdf 28.01 approved
Acceptance-protocol.docx — draft
WorkDrive · Sign

Build & purchase documents

Declaration of division, building plans and purchase contracts right on the project, incl. e-signature, nothing gets lost.

  • Filed on the project
  • E-signature for contracts
  • Versions & access
Zoho Projects Search… + Add
Shell construction Wk 10–18
Fit-out & MEP Wk 19–30
Acceptance Wk 31
Handover Wk 33
Zoho Projects

Construction phases

From shell construction to handover: every phase scheduled, assigned to a trade, progress visible to the whole team.

  • Scheduled construction phases
  • Trade assignment
  • Live progress
Program & workflow

How we roll out Zoho One in your business

We think our way into your workflow and see ourselves as a long-term development partner. Here are the four phases.

  1. AnalysisWe review your workflow from unit setup through marketing and notary to handover and find your biggest time sinks.
  2. ConceptWe design your processes in Zoho One and plan the Zoho architecture (business process mapping).
  3. ImplementationSetup, configuration, the automations and migration of your unit, buyer and contract data.
  4. SupportTraining for sales, site management and back office, fine-tuning and ongoing support, so the system becomes a fixed part of your everyday work.
AI in practice

Where AI genuinely takes work off developer sales.

Not a gimmick, concrete spots where we have built AI into real Zoho setups, so reservations arrive sorted and no buyer slips through.

  • Assigning reservations to units by hand
    Enquiry routing

    Reservations arrive sorted on the unit

    Incoming prospect and reservation emails are read automatically, assigned to the right project and unit and prioritised, with no manual triage.

  • Typing contract data by hand
    Document OCR

    Purchase contracts and notary papers read themselves

    Amounts, deadlines and buyer details are extracted via OCR from purchase contracts and notary documents and written into the right field on the project, no re-typing.

  • Ranking prospects on gut feel
    Buyer scoring

    Serious buyers first

    Zoho Zia scores incoming enquiries by budget, search profile and responsiveness, so your sales team approaches the serious buyers for the available unit first.

Contact

Ready to steer every unit in one system?

Let's find out in a free Zoho system review where your workflow holds the most potential. Non-binding, concrete and tailored to your business. As an authorised Zoho partner we support you from setup to running operations.

● Free system review · no obligation

Open the Workflow Planner

We use your details only for the call. No spam.

Frequently asked

What you'll want to know before the call.

Can we run several construction projects in the same system at once?

Yes. Each project has its own unit pool with live status, and your team can view a single development in detail or all projects side by side, without separate spreadsheets per construction phase.

How does the system prevent double-booking a unit?

A unit moves firmly from available to reserved in the pipeline; anyone who opens it afterwards sees the occupied status straight away and can put the prospect on the waiting list instead. The reservation no longer lives in individual inboxes.

How long does rolling out Zoho One take?

Depending on scope, typically a few weeks to a few months. After our first meeting we give you a rough estimate, and after the requirements meeting a realistic estimate for your specific business.

What does Zoho One cost?

Zoho One costs €37 per employee per month on an annual plan, or €45 per employee with monthly billing. That includes all 50+ Zoho apps. We show you which option fits your business in the consultation, including a comparison with your current tools if you like.

Do we have to re-enter our existing data?

No. We migrate existing unit, buyer and contract data into Zoho One as part of the implementation, provided it can be exported from your current system.

Can Zoho One connect to our existing tools?

In most cases yes. Google and Microsoft connect easily for email, calendar and drive, as do many other common applications. Beyond that, almost any system can be integrated individually via the Zoho API.

Does Zoho One suit smaller businesses and mobile teams?

Yes. Zoho One works for small developers as well as growing firms. Your site managers and sales staff access units, tasks and documents on the go via the app, even straight from the site.

Where is our data stored?

On request in Zoho's EU data centres, GDPR-compliant. Your data stays within the European legal space, an important point for businesses with sensitive customer and project data.

How much time does the project cost us day-to-day?

As little as possible. Your team is only involved at a few clearly agreed points, such as analysing the workflow, providing information and training, so your day-to-day work keeps running.