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XAAS Genie Consulting

Industry: Real Estate & Property Management

Reducing leakages and improving conversion discipline in a growing real estate business

Client Overview

The client is a Western India–based real estate firm managing residential and commercial listings across multiple cities. Demand was strong, enquiries were steady, and broker networks were expanding. Yet, despite market opportunity, internal processes weren’t keeping up. Teams struggled to manage conversations, pricing updates, renewals, and documentation across scattered tools and messages.

The leadership wanted clearer visibility and stronger control over deal progress, without forcing a rigid CRM that wouldn’t match real estate workflows.

Challenges Faced

Growth brought more data, more inquiries, more follow-ups and increasing friction:

  • Price changes weren’t reflected consistently across channels

  • Leads came from brokers, website forms, walk-ins, and social ads

  • Renewals and rent reminders were handled manually

  • Negotiations shifted last minute with limited traceability

  • It was difficult to identify properties sitting idle

  • Broker accountability depended on verbal updates

The lack of structured tracking led to revenue leakage, from missed follow-ups, delayed renewals, and dropped conversations.

Solution

XAAS Genie implemented Zoho Creator to mirror the firm’s existing deal journey but connect the dots along the way. 

Key workflows digitized:

  • Lead capture + allocation from all sources

  • Property availability + pricing history

  • Site visit scheduling and status

  • Negotiation stage tracking

  • Agreement + documentation workflows

  • Automated renewal, payment, and EMI reminders

  • Mobile access for brokers and field teams

  • Dashboards showing conversion and vacancy visibility

Rather than replacing people-driven negotiations, the system ensured key actions weren’t lost in conversation threads.

Outcome

Once information lived in a central system instead of scattered channels, teams could act faster and more confidently.

Results included:

  • Follow-ups became consistent through automated notifications

  • Renewals were captured on time

  • Bookings closed faster with better stage visibility

  • Idle properties surfaced early for targeted attention

  • Leadership gained clarity into deal progress and bottlenecks

  • Broker performance and commissions were tracked transparently

  • Reduced leakage across payments, renewals, and missed leads


Revenue became more predictable, not because processes changed, but because they became visible and accountable.

Real estate businesses depend on momentum: every missed follow-up, delayed renewal, or undocumented negotiation costs opportunity.

With Zoho Creator, this firm didn’t redesign how they sell, they simply brought structure to the touchpoints that matter most. As property portfolios expand, clarity becomes a competitive advantage. A connected system ensures teams stay aligned, customers stay engaged, and revenue doesn’t slip through operational cracks.