Project Overview:

The client operates within the real estate sector as a channel partner, playing a pivotal role in bridging the gap between property builders and potential home buyers. Instead of selling properties directly to customers, they collaborate with a wide network of channel agents (realtors) who refer leads and help drive sales. These agents often act as the first point of contact for potential buyers, making the process of managing agent relationships and referred leads central to the client’s business success.

The client's real estate sales process is complex, encompassing numerous tasks, including agent network management, lead follow-up, property tracking, customer data collection, document verification, contract drafting, and regulatory compliance.

With a growing network of agents, an expanding portfolio of properties, and an ever-increasing volume of leads, the client found themselves at a critical crossroads.They needed a CRM to handle the full lifecycle—from capturing a lead to converting it into a successful real estate deal.

To address this, the client chose to leverage Zoho CRM as the central operational hub. The goal was to streamline every step of their real estate process—from capturing and managing leads to tracking properties, collecting customer information, generating contracts, and engaging with customers throughout the sales journey.

That’s where YAALI stepped in as an Zoho CRM Implementation Partner.

This case study explores how YAALI’s expertise in Zoho CRM Customization and automation helped the client achieve efficiency, accuracy, and scalability in their real estate operations.

FYI: We’ve signed an NDA with this client. Due to this reason, we can’t reveal our client/company name in this case study. We can show you a demo if you contact us.

Challenges Faced by Client

The client’s business model revolved around working with multiple channel agents who referred potential buyers.

Before engaging with YAALI, the client encountered several inefficiencies that hindered their operational effectiveness:

• • Fragmented Lead Management: Leads referred by agents were being tracked manually, but frequently lacked complete or accurate information. The lack of a standardized process hindered the qualification and follow-up processes.

  • Manual Property Data Entry: Builders and land promoters frequently shared property details via email—often with complex PDF attachments. Manually collecting and inputting this data into the CRM system is a time-consuming process for sales teams and prone to errors.

  • Sluggish Contract Handling: Manual paperwork and disorganized contract handling hindered deal completions. Inefficient document gathering and clearance procedures impacted customer satisfaction and sales deadlines.

  • Limited Process Visibility: Deal tracking was not reliable. Without a clear process to oversee each milestone, from initial contact to completion, the client faced potential miscommunication with customers and missed deadlines.

  • Compliance and QA Monitoring Gaps: The recording of compliance updates and final inspections was inconsistent, creating opportunities for oversight during the crucial final stages of the construction process.

These challenges collectively impacted the client's ability to scale operations, affected customer satisfaction through delayed responses, and created unnecessary administrative overhead that diverted resources from core business activities.

Our Solution:

That’s where YAALI stepped in — to reimagine and automate the client’s real estate operations using Zoho CRM.

Here is what we have delivered:

1. Centralized Agent and Lead Management

We have customized Zoho CRM to serve as the core system—storing and managing channel agents, leads, deals, and properties. Leads referred by agents were linked to their profiles using Related Lists, keeping referral data organized and traceable.

Sensitive customer details were only collected at later stages to respect privacy during the qualification process, ensuring trust and compliance.

This ensured that:

• • No lead slipped through the cracks.

  • Agents were credited for every referral.

  • Leads were properly qualified before deeper engagement.

2. Real Estate Property Management Module

YAALI developed a custom "Properties" module in Zoho CRM to manage an extensive range of property listings. This module captured:

• • Property type (e.g., villa, townhouse, apartment)

  • Lot numbers and availability status

  • Pricing breakdown (base price, taxes, and extras)

  • Builder/promoter contact details

Based on a potential buyer’s preferences—such as location, budget, and property type—the CRM intelligently filters and attaches a list of matching properties to the respective lead record. This ensures realtors or sales teams can respond to inquiries quickly and accurately with relevant property options.

3. Automated Property Data Entry with Email Parsing

To further streamline operations, our client wants to integrate an email parser- MailParser with Zoho CRM to automatically extract property-related details from emails (including attachments like PDFs) and map them to the appropriate CRM fields.

Here’s how it works:

• • Email Monitoring & Parsing Rules
    Incoming emails—often from builders, land promoters, or realtors—are routed through a tool like Mailparser.io, which is configured with parsing rules to detect and extract structured data such as property type, lot number, price, and contact details.

  • Data Mapping into Zoho CRM
    Once parsed, this data is mapped directly into specific CRM modules or fields. For example, property details go into the Properties Module, while builder info might be linked to a Vendor or Partner module

  • Automated Record Creation or Update
    Depending on the email content, our custom-built integration can either create new records (e.g., a new property listing) or update existing ones (e.g., mark a lot as sold) in Zoho CRM. This automation eliminates manual entry, reduces errors, and ensures real-time updates.

  • PDF Attachments Handling
    Even with emails that include property brochures in PDF format, MailParser can extract relevant information by applying OCR and regex rules, which are then used to enhance CRM records. This is especially useful when builders send large batches of property listings or updated price lists via PDF.

Our client has experienced a significant boost in productivity since integrating MailParser with Zoho CRM.

4. Seamless Deal Tracking with ZohoCRM’s Blueprint

Our Zoho CRM developers have created a Blueprint in Zoho CRM to guide each deal through its lifecycle, from lead to handover. To track the step-by-step progress of each deal, a Blueprint has been set up in Zoho CRM. The Blueprint defines the key stages in the business process and outlines the actions required at each stage. This ensures that every deal progresses smoothly through the pipeline, with clear guidelines for team members to follow. By using a Blueprint, the sales process becomes more efficient, organized, and easier to monitor.

YAALI set up an Blueprint within Zoho CRM to reflect each critical stage in the real estate sales lifecycle:

• • Contract Signing

  • Initial Deposit

  • FIRB Approval

  • Load Approval

  • Building Permit

  • Slab Stage

  • Frame Stage

  • Build Lock Up Stage

  • Fixing Stage

  • Completion Stage

  • Occupancy Permit

  • Third Party Inspection

  • Final Payment

  • Handover

Milestone Automation: For each stage, we implemented appropriate automations to trigger notifications, task assignments, and document requirements based on the deal's status.

External Process Integration: We created procedures for manually updating CRM records with information from processes handled outside the Zoho ecosystem (such as government approvals and compliance checks), ensuring complete deal visibility.

Quality Assurance Tracking: We incorporated a final QA verification step to ensure property standards were met before customer handover, with checklist functionality built into the CRM.Once QA is completed, the property is handed over to the customer.

5. Streamlined Customer Data Collection Using Zoho Forms

Once a lead progressed to a deal, Zoho Forms was automatically triggered to gather comprehensive customer data. These forms collected:

• • Personal and financial details

  • Document uploads (ID, financials)

  • Preferences on interior/exterior design and additional features

  • Any custom facility requests.

Once submitted, this data was instantly saved to the respective deal record—no manual updates needed.

6. Automated Contract Generation and Signing with Zoho Sign

YAALI integrated Zoho Sign directly into the CRM interface, allowing the client to generate, send, and store contracts digitally:

• • Pre-configured templates pulled in property and customer data dynamically.

  • With just one click, the contract was sent to the customer for e-signature.

  • Signed contracts were stored directly in the CRM, attached to the corresponding deal record for seamless access.

This not only saved time but also improved security, compliance, and customer convenience. No more paper shuffling. No more misplaced contracts. Just seamless, secure digital signing.

7. Effortless Document Management within Zoho CRM

For our client—a growing real estate firm—keeping track of property documents, service records, and transaction paperwork used to be a time-consuming task. We have linked the Documents module in Zoho CRM to store every document and file in one place; they now have a centralized hub where all critical files are stored and organized.

Whether it's sending the latest property brochure to a prospective buyer or accessing a signed agreement, everything is instantly available and linked to the right lead or deal. The Documents module even supports version control, allowing their team to manage multiple drafts of sales materials without confusion. This streamlined approach has significantly improved their team’s efficiency and response time.

Our solution addressed every phase of the real estate sales lifecycle—from initial lead capture through property matching, customer information collection, contract management, and construction tracking.

Results and Impact

The Zoho CRM implementation led by YAALI brought tangible and measurable improvements to the client’s operations

Operational Efficiency

• • 70% reduction in manual data entry time through the MailParser integration and automated property data extraction

  • 85% faster contract processing with the implementation of Zoho Sign, reducing the average time from contract creation to signature from 7 days to just 1 day

  • 40% increase in staff productivity as team members were freed from administrative tasks and could focus on high-value activities such as customer relationship building and sales

Enhanced Lead Management

• • Improved lead attribution accuracy ensured all channel agents received proper credit and commissions for their referrals

  • Increased lead conversion rates attributed to more relevant property recommendations and faster follow-up

Improved Customer Experience

• • 90% of customers reported higher satisfaction with the digital contract signing process

  • Reduced paperwork burden for customers through electronic form submission and document uploads

  • Increased transparency with regular, automated updates on property construction progress

  • Personalized experience through detailed collection and application of customer preferences

Business Growth

• • 35% increase in deal volume within six months of implementation

  • 28% reduction in sales cycle duration from initial lead to final handover

  • Expanded agent network as the streamlined process attracted more channel partners

The most notable accomplishment was converting a formerly disjointed, labor-intensive process into a highly efficient, automated process, allowing the client's team to concentrate on high-priority tasks: building relationships with channel agents and delivering exceptional experiences to property buyers.

The Conclusion

This case study underscores how strategic Zoho CRM automation can unlock efficiency, scalability, and growth in the real estate sector—where speed and accuracy are paramount.

YAALI delivered a solution that not only solved immediate operational pain points but also created a foundation for sustainable business growth. Most importantly, the solution balanced the needs of multiple stakeholders: channel agents gained transparency and fair attribution, the internal team enjoyed reduced administrative burden, and customers received a more professional, responsive experience throughout their property buying journey.