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.
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.
We traced how a sale really moves through the business, from the first enquiry to the deed, and who touches it along the way: staff, team leads, the accountant, directors and outside realtors. That became five roles and seventeen sections, each with exactly the access it needs.
Instead of redesigning their legal documents, we let the team upload their existing Word files with placeholders. The console finds every placeholder, maps most of them automatically, shows a sample value for each, and runs a test merge before a template goes live. Letterheads and signatures stay intact.
Instalment plans split to the naira, surcharges and promotions apply in a fixed order, early payment can waive interest, and only payments the accountant has confirmed reduce a balance. Commissions are earned per confirmed payment, with withholding tax, and are never changed once paid.
Documents, statements, payment reminders and broadcasts go out by email with the right copies, each sent by staff in a click. A scheduled job sends birthday greetings each morning and a Monday report to the directors.
Setting up a new estate starts with its signed Contract of Sale. Claude reads it, fills in the property details and drafts the contract template in the house standard, and staff confirm every answer and test the template before the property goes live.
Every section checks permissions on the server as well as hiding in the menu, row-level security protects the database, every action lands in the activity log, and deleted sales and clients go to a trash they can be restored from.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Sales, collections, outstanding balances and property performance in summaries, plus a Monday email with last week in figures.
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.
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.
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.
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.
A sale is now recorded once. From that record the console produces correct legal documents, schedules every instalment, reminds clients, lets the accountant confirm payments, pays realtors and their uplines, and carries the sale through to allocation and the deed.
Each person works in their own view: staff record sales, the accountant confirms payments, directors read the overview and the Monday report, and realtors follow their clients from their own portal.
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