Real Estate Operations Platform

A client file passed through as many as a dozen desks: customer service, confirmation, accounts, legal, the architects, quantity surveyors and four signatories for the final certificate.

Files went missing between offices. Nobody could search them. When a client called to ask where their certificate was, the honest answer was often that nobody knew.

The owners had no view of the business between meetings: how many files were stuck, at which desk, and for how long.

One file, one desk at a time. Each client file sits at exactly one desk. Only that desk can act on it: pass it forward on its route, or send it back with a written reason.

Rules the paper never enforced. The person who records a payment can never be the person who confirms it. Nothing is deleted. Every pass, rejection and payment is logged with who, when and why.

A desk for every role. Staff open the app and see only the files waiting on them, oldest first, with late files flagged. Documents, receipts and messages live inside the file.

A live view for the owners. A read-only overview shows every file in progress, what is late, and how many files sit at each desk across all offices.

Receipts and invoices. Sales receipts and invoices, with payments recorded against them, printed on A4 or thermal paper.

We mapped every office's route with the staff who walk it, then built the system around that route rather than asking people to change how they work.

Alongside the software we supplied laptops and trained each office on its own desk. Phase one is in use as a working system, and the next phase moves it onto a production database with individual staff logins and server-side controls.