Real Estate Project Marketing Office System
Real estate marketing offices selling master plans and projects on developers' behalf on commission.
From inventorying the project's assets to the campaign, reservations, contracts, title transfer, and commission entitlement — a fully documented sales cycle.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every project the company markets starts in “Project Inventory”, where the offered units — land, villas, or apartments — are registered with their specs and the prices approved by the developer. When the campaign launches, tasks move to “Campaign”: ads, exhibitions, and calls; and every serious client who reserves a unit gets a card in “Reservation” with the deposit amount. Once approvals are completed, the card moves to “Contract” for signing, then “Title Transfer” for the deed transfer or unit handover, and finally “Commission”, where the office's commission from the developer falls due after the sale is completed.
Announcements is the office's channel to the sales team: newly approved prices from the developer, a new phase launch, a change in the discount policy — decisions every agent must know immediately. Chat is for quick coordination: a viewing appointment with a client or a question about an available unit. Dues posts each reservation's deposit and the office's commission due from the developer after every title transfer — what has been received and what remains — so no commission slips between the developer and the office.
The sales manager approves prices, assigns clients to agents, and reviews the reservations pipeline weekly; agents manage their clients' cards from “Reservation” to “Title Transfer” and update them after every contact; and the contracts coordinator prepares contract wordings and follows signing and title transfer with the developer and the notary. When the transfer is complete, the accountant posts the commission in Dues and the card moves to “Commission” until it is collected.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Sales Manager
Approves prices and offers with the developer, assigns leads to agents, and reviews the “Campaign” and “Reservation” columns weekly to track conversion rates.
Sales Agents
Manage clients from first contact to reservation: coordinate viewings, update the client's card after every step, and push it toward “Contract”.
Contracts Coordinator
Prepares contract wordings and reviews buyers' documents, and follows signing and title-transfer procedures with the developer and the notary until the deed is delivered.
Commissions Accountant
Posts the deposit at each reservation in Dues, calculates the office's commission due after every title transfer, and follows its collection from the developer.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Project Marketing System»
From today, every unit we sell passes as a card through the columns from “Reservation” to “Commission”, every deposit is posted in Dues the day it is received, and every new price or offer is officially announced here — no price is adopted from outside Announcements. First step: register the available project inventory and current reservations. Any question about a unit or a client goes in Chat, and decisions reach you in this channel.
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