Sthapatya

Customized Lead & Inventory Management System

Real Estate

Overview

Sthapatya Leasing and Consultant is a real estate firm that previously managed all its client leads and operational records manually on paper notebooks. This outdated approach created inefficiencies, poor visibility, and difficulties in managing tasks, site visits, and inventory.

To modernize operations, iBirds Software Services developed a fully customized CRM system and mobile app that digitized their entire workflow. The solution included lead management, inventory tracking, attendance monitoring, task management, and real-time notifications, providing the company with a scalable platform to boost efficiency, accountability, and customer response time.

Technologies Used

Frontend: React.js
Backend: Node.js
Database: PostgreSQL
Deployment: AWS EC2
Real-Time Updates: Socket.IO

Key Challenges

  1. Manual Lead Tracking – Entire lead pipeline managed on paper, prone to errors and delays.

  2. No Task Responsibility Structure – No defined accountability for users handling specific leads or tasks.

  3. Missed Follow-Ups & Meetings – Lack of reminders and alerts led to lost opportunities.

  4. Attendance Management Gaps – No system to track user attendance, leaves, or approvals.

  5. Poor Visibility & Insights – Client needed advanced filters and reports for performance tracking across modules.

  6. No Real-Time Updates – Difficult to track live changes in leads, tasks, or inventory status.

Implementation by iBirds

iBirds delivered a role-based CRM system and mobile app tailored to the needs of the real estate business:
Role-Based User Hierarchy

  • Designed roles: Super Admin, Admin (Manager), and User.

  • Super Admins gained complete visibility into all operations, while Admins could oversee and manage team workflows.

Task Assignment & Feedback Tracking

  • Enabled task allocation to users with live progress updates.

  • Integrated feedback tracking for better accountability and transparency.

Real-Time Notifications with Socket.IO

  • Used Socket.IO for instant updates on lead changes, meeting reminders, and task modifications.

  • Reduced delays and improved team responsiveness.

Attendance & Leave Management

  • Built an attendance module where users could mark daily check-ins/checkouts.

  • Super Admins could approve/reject leave requests directly within the CRM.

Lead & Inventory Management

  • Created modules for lead tracking, site visit management, and inventory tracking.

  • Linked inventory records with leads/projects for better resource planning.

Custom Filtering & Reporting

  • Integrated advanced filters across all modules (leads, tasks, meetings, inventory, conversions).

  • Delivered daily/monthly performance reports for Admins and Super Admins.

Outcomes & Impact

  • Digitized Workflow: Eliminated manual notebooks, reducing errors and improving speed.

  • Clear Accountability: Role-based hierarchy ensured every lead, task, and follow-up was assigned and tracked.

  • Improved Customer Engagement: Meeting reminders and real-time alerts boosted client response rates.

  • Enhanced HR Efficiency: Attendance and leave management streamlined workforce oversight.

  • Data-Driven Insights: Advanced reports provided visibility into team productivity and revenue progress.

  • Scalability: The AWS-deployed system and mobile app ensured the solution could scale with business growth.

Conclusion

By implementing a customized Lead & Inventory Management System, iBirds transformed Sthapatya Leasing and Consultant’s operations from manual processes to a fully digital CRM solution. The system centralized lead tracking, task management, inventory monitoring, and attendance, while delivering real-time updates and actionable insights. This case highlights iBirds’ capability in building industry-specific CRM solutions that combine technology, automation, and user-friendly design to solve real-world business challenges in the real estate sector.
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