Real Estate Rental, Sales & Co-Working Space Management on Zoho Creator

Client Overview

Our client is a real estate management firm specializing in residential and commercial property rentals, property sales, and co-working space operations. With properties across multiple cities, their business required a digital solution to manage listings, tenant onboarding, lease agreements, bookings, payments, and agent commissions — all while ensuring smooth coordination between sales, operations, and accounting teams.

Prior to implementation, the client relied on a mix of spreadsheets, emails, and manual documentation. Key challenges included:

1. Scattered Property Data – No unified system to manage details of available, sold, or rented properties.

2. Manual Agreement Tracking – Rental agreements and renewals were handled manually, often leading to missed deadlines.

3. Poor Visibility of Occupancy – Lack of real-time insights into unit availability and co-working seat utilization.

4. Disjointed Sales Process – Leads from multiple channels were not centralized, leading to missed opportunities.

5. Delayed Payments & Accounting Sync – Manual data entry into Zoho Books or Excel caused reconciliation errors.

We developed a custom Real Estate Management System on Zoho Creator, fully integrated with Zoho CRM, Zoho Books, and Zoho Sign, offering automation, scalability, and complete operational visibility.

Key Modules Implemented

1. Property Management

1. Centralized database of properties categorized as For Rent, For Sale, or Co-working Space.

2. Detailed records for each property: location, amenities, images, pricing, owner, and agent details.

3. Automated status updates (Available → Booked → Occupied → Sold).

2. Lead & Inquiry Management

1. Leads captured from website forms, campaigns, or manual entries synced with Zoho CRM.

2. Automated follow-up workflows and lead assignment to agents.

3. Quotation generation and tracking of negotiation stages.

3. Rental & Lease Management

1. Lease initiation, approval, and renewal workflows.

2. Zoho Sign integration for digital rental agreement execution.

3. Automated rent reminders, renewals, and termination alerts.

4. Tenant and landlord dashboards for transparency.

4. Sales Management

1. Property sales module with buyer information, booking status, and payment schedules.

2. Commission calculation for agents based on closed deals.

3. Document tracking for ownership transfer and compliance.

5. Co-Working Space Management

1. Seat and desk allocation with dynamic pricing (hourly, daily, or monthly).

2. Real-time availability tracking of meeting rooms and workspaces.

3. Booking calendar with automated email/SMS confirmations.

4. Invoicing and membership management integrated with Zoho Books.

6. Payment & Accounting Integration

1. Two-way sync with Zoho Books for rent receipts, invoices, and expense tracking.

2. Automated calculation of owner payouts and commissions.

3. Financial dashboards for revenue, outstanding payments, and cash flow summaries.

7. Reports & Dashboards

1. Property performance, occupancy rates, and revenue analytics.

2. Agent performance and commission tracking.

3. Custom dashboards for Admin, Sales, and Finance teams.

The Zoho Creator Real Estate Rental, Sale & Co-Working Space Application delivered a robust, automated, and scalable solution for managing end-to-end property operations.

By integrating the Zoho ecosystem — CRM for leads, Books for finances, and Sign for agreements — the client achieved operational transparency, faster deal closures, and enhanced customer satisfaction.