Avais Real Estate Group Case Study: Zoho CRM

At a glance

Enquiries allocated automatically

One master record per unit

Contracts signed online

Commission schedules tracked to billing

The challenge

What Avais Real Estate Group needed to fix

Avais Real Estate Group is a Dubai real estate brokerage and property investment advisory. Enquiries come from listings and portals and run through viewings, bookings, contracts and commission schedules.

Enquiry allocationEnquiries had to reach the right agent quickly.
Property and unit dataUnits and listings needed one master record.
ContractsBookings and contracts needed e-signatures.
Commission schedulesCommission was paid on schedules that needed tracking.

Modern apartment living room with sofa and balcony window. Photo credit

Before and after

What changed for the team

BeforeAfter

Enquiries had to reach the right agent quickly

Portal and website enquiries are allocated to agents automatically

Units and listings needed a single master record for every property

Each unit has one master record in Zoho Creator

Bookings and contracts needed to be signed electronically by both parties

Booking and contract documents are signed online through Zoho Sign

Commission was paid on schedules that needed tracking

Commission schedules are tracked through to billing in Zoho Books

How it works

The business process, step by step

01
Listing enquiry
Enquiries from the website and property portals are captured in Zoho CRM through the lead feed, linked to the listing that prompted the enquiry so agents have full context.
02
Agent allocation
Zoho CRM allocates each enquiry to the right agent automatically, so it reaches an agent quickly and the follow-up starts from the same CRM record.
03
Viewing
The agent arranges viewings through connected calendars, and each viewing is logged in Zoho CRM against the enquiry and the unit from the Zoho Creator property master.
04
Booking and offer
When a client decides to proceed, the agent records the booking and offer in Zoho CRM, linked to the unit's master record so the unit's history stays in one place.
05
Contract
The booking and contract documents are sent through Zoho Sign for e-signature, so contracts are signed online and the signed copies stay with the deal record.
06
Commission and billing
Commission schedules are tracked against each deal in the system, and Zoho Books raises commission invoices with UAE VAT as each scheduled amount falls due for billing.

The solution

What we built for Avais Real Estate Group

Shyphan delivered the project on Zoho CRM, Zoho Creator, Zoho Books, Zoho Sign and Zoho Analytics, covering a 6-step process with 4 integration points.

Enquiries, viewings and offers

Zoho CRM interface — Zoho CRM product screenshot, for illustration

Property and unit master

Zoho Creator interface — Zoho Creator product screenshot, for illustration

Contract signatures

Zoho Sign interface — Zoho Sign product screenshot, for illustration

Commission billing with UAE VAT

Zoho Books interface — Zoho Books product screenshot, for illustration

Agent and listing performance

Zoho Analytics interface — Zoho Analytics product screenshot, for illustration

Who uses it

Agents

Follow up allocated enquiries, schedule viewings and record bookings and offers in Zoho CRM

Listings team

Maintain the property and unit master in Zoho Creator so every listing points to one record

Contracts administration

Prepare booking and contract documents and send them for e-signature through Zoho Sign

Finance team

Track commission schedules and raise commission invoices with UAE VAT in Zoho Books

Management

Review agent and listing performance in Zoho Analytics to see where enquiries and deals come from

Architecture

How the systems connect

InputsWebsite enquiriesProperty portalsCalendars

Delivered by Shyphan

OutputsE-sign documentsCommission invoicesPerformance reports

Integrations

Website and portal lead feed
Enquiries captured.
Calendars
Viewing schedules.
E-sign documents
Contracts signed.
Commission tracking
Schedules monitored.

Reports and dashboards

Agent performance

Enquiries, viewings, offers and deals per agent, reported in Zoho Analytics

Listing performance

Enquiries and viewings per listing and unit, showing which properties attract interest

Commission schedule

Commission due per deal against its schedule, and what has been invoiced in Zoho Books

Enquiry allocation

New enquiries by source and the agent each one was allocated to in Zoho CRM

The results

What the system does now

Enquiries allocated automatically
One master record per unit
Contracts signed online
Commission schedules tracked to billing

Delivery

Five phases, discovery to support

01
Discovery
Process mapping, documents and data reviewed with each team.
02
Design
Target flow agreed across 5 apps and 4 integration points.
03
Build
Apps configured, custom logic built and integrations connected.
04
Test and train
User acceptance testing with real scenarios and role-based training.
05
Go-live and support
Cut-over, hypercare and ongoing improvements.

Local rules built in

5% UAE VAT

FTA-compliant tax invoices and VAT reporting.

Corporate tax readiness

Clean books that support UAE corporate tax filing.

UAE data protection

Access limited by role, with audit trails.

Arabic and English

Bilingual documents where needed.

FAQ

Questions about this project

How are portal enquiries handled?

Enquiries from the website and property portals arrive in Zoho CRM through a lead feed. Each enquiry is allocated to an agent automatically, and the viewings, offers and bookings that follow are recorded on the same record, linked to the unit in the property master.

Why keep the property master in Zoho Creator?

Units and listings needed one master record that every enquiry, viewing and booking could point to. Zoho Creator holds that property and unit master as a custom app, and Zoho CRM links enquiries and deals to it rather than storing unit details in several places.

How is commission tracked?

Commission is paid on schedules, so each deal carries its commission schedule and the system monitors what is due. Zoho Books raises commission invoices with UAE VAT, and Zoho Analytics reports agent and listing performance.

Ready to write your own success story?

Send us your brief and a senior consultant will reply within 1 hour with scope, timeline and a fixed quote. No spam, no junior reps.

Talk to us

Request A Quote

Get In Touch

Follow Us On:

Avais Real Estate Group

What Avais Real Estate Group needed to fix

What changed for the team

The business process, step by step

Listing enquiry

Agent allocation

Viewing

Booking and offer

Contract

Commission and billing