EstateFlow PropTech CRM Module

Overview

The PropTech CRM module empowers real estate developers, agencies, and project managers to manage the full property sales lifecycle. From property listings and customer management to order processing and invoicing, this module ensures efficient workflows, regulatory compliance, and seamless integration with EstateFlow ERP’s financial and project management features.

[Insert Screenshot: PropTech CRM Dashboard]

Key Features & Benefits

• Manage Property Listings, including sub-properties and amenities.

• Configure Property Types and Amenities for consistent categorization.

• Maintain a centralized customer database with import, view, and contact management features.

• Streamline Orders and Invoices tied to properties and payment plans.

• Support flexible Payment Plans with multiple installment options.

• Automate invoice generation upon order confirmation.

• Authorize access via role-based Permissions for data security.

• Enable customers to track their properties, orders, and invoices via the Client Portal.

• Integrate with Paystack for secure online payments.

Pre-Requisites & Access Rights

1. Ensure the PropTech CRM module is activated in EstateFlow ERP.

2. Assign permissions under Admin > Roles & Permissions for:

   • Adding and Managing Properties

   • Creating and Confirming Orders

   • Managing Customers and Contacts

   • Accessing Invoices and Payments

3. Configure General Settings to generate property and order codes.

4. Set up Paystack API credentials for invoice payments under Setup > Settings > API Keys & Webhooks.

5. Confirm each assigned staff member has the correct contact and permission settings.

[Insert Screenshot: PropTech CRM Permissions Setup]

Step-by-Step Instructions

Configuring General Settings

1. Navigate to Modules > PropTech CRM > Settings > General Settings.

2. Define automatically generated codes for Property and Orders screens.
   [Insert Screenshot: General Settings Screen]

Managing Property Types and Amenities

Adding Property Types

1. Go to Modules > PropTech CRM > Property Types.

2. Click + Add.

3. Enter the required property type values.

4. Click Save.
   [Insert Screenshot: Add Property Type Popup]

Adding Amenities

1. Navigate to Modules > PropTech CRM > Amenities.

2. Click + Add.

3. Enter the amenity details.

4. Click Save.
   [Insert Screenshot: Add Amenity Popup]

Managing Customers and Contacts

Adding a Customer

1. Go to Modules > PropTech CRM > Customers.

2. Click + New Customer.

3. Enter customer details and click Save.
   [Insert Screenshot: Add Customer Form]

Importing Customers

1. Navigate to Modules > PropTech CRM > Customers > Import Customers.

2. Upload the prepared import file.

3. Confirm and click Import.
   [Insert Screenshot: Import Customers Screen]

Viewing and Managing Contacts

1. Select Contacts from the Customers screen.

2. View and manage all customer contacts.
   [Insert Screenshot: Contacts Screen]

Creating and Managing Properties

Adding a Property

1. Go to Modules > PropTech CRM > Properties.

2. Click + New Property.

3. Enter details such as Name, Status, and Pricing.

4. Click Save.
   [Insert Screenshot: Add New Property Screen]

Note: Only properties marked as Active appear on the Orders screen. Once an order is paid, the system automatically updates the property status to Sold.

Viewing a Property

• Includes tabs for Information, Sub Properties, Payment Plans, Expenses, Orders, Invoices, Documents, Gallery, and Map.
  [Insert Screenshot: Property Detail Screen]

Setting Up Payment Plans and Pre-Created Invoices

Overview:
One of the unique features of the PropTech CRM module is the ability to set up Payment Plans that support flexible payment options beyond outright purchase. Unlike many CRMs, EstateFlow ERP automatically generates multiple invoices as soon as an order is confirmed, ensuring accurate installment tracking across different payment periods. This improves both financial transparency and customer satisfaction.

Step-by-Step Instructions:

1. Navigate to Finance > Payment Plans.
   [Insert Screenshot: Payment Plan Setup Page]

2. Create a new Payment Plan (or select an existing one). Define:

   • Number of Installments

   • Due Dates

   • Installment Amounts

3. When creating an Order, apply the relevant Payment Plan.

4. Confirm the Order.

   • The system will automatically generate invoices according to the Payment Plan.
     [Insert Screenshot: Auto-Generated Invoices Page]

5. Monitor and manage installment invoices under the Invoices tab linked to the property.

Best Practice:

• Always configure the Payment Plan before confirming an order to avoid incomplete invoicing.

• Regularly review auto-generated invoices for accuracy.

• Use clear, descriptive naming conventions for Payment Plans (e.g., 3-Month Flex Plan, 6-Month Installment Plan) to minimize staff confusion.

Managing Orders

Adding an Order

1. Navigate to Modules > PropTech CRM > Orders.

2. Click + New Order.

3. Enter required details and click Save.
   [Insert Screenshot: Add New Order Screen]

Confirming an Order

• When confirmed, the system automatically creates Invoices according to the linked Payment Plan.
  [Insert Screenshot: Order Confirmation Screen]

Canceling an Order

• Select Cancel Order.

• The system automatically deletes linked invoices if permissions allow.

Managing Invoices

Paystack Setup

1. Go to https://dashboard.paystack.com/#/settings/developers.

2. Register an account and copy API Keys & Webhooks into EstateFlow ERP.
   [Insert Screenshot: Paystack API Setup Screen]

Invoice Processing

• Navigate to Modules > PropTech CRM > Invoices.

• View, manage, and process property-related invoices.
  [Insert Screenshot: Invoice Management Screen]

Client Portal Access

1. Customers log in to their Client Portal.

2. Navigate to EstateFlow PropTech CRM.

3. Access:

   • Properties: View active listings.

   • Orders: Create and manage their property orders.

   • Invoices: Review and pay invoices.
     [Insert Screenshot: Client Portal Dashboard]

Tips & Best Practices

Tip: Always verify Payment Plans before confirming an order to avoid invoice mismatches.

Best Practice: Use installment-based Payment Plans to boost sales in Abuja’s competitive real estate market.

Tip: Encourage customers to access their Client Portal for real-time invoice tracking and transparency.

Troubleshooting & Common Issues

Issue: Invoices not generated after confirming an order.
Solution: Confirm that a valid Payment Plan is linked to the property before order confirmation.

Issue: Customer cannot see installment invoices.
Solution: Verify the Client Portal account is active and linked to the property.

Issue: Payment not updating after client transfer.
Solution: Ensure Paystack API keys are configured and test mode is disabled.

[Insert Screenshot: Invoice Error Example]

Glossary & Notes

• Payment Plan: A structured installment schedule tied to an order.

• Pre-Created Invoices: System-generated invoices aligned with Payment Plan installments.

• Outright Purchase: Single-payment option where only one invoice is generated.

• Client Portal: A platform where customers track properties, orders, and invoices.

Note: Pre-created invoices reduce manual tracking errors and improve customer trust.

Caution: Do not confirm an order without a Payment Plan if installment invoicing is required.