BuildOne CRM
A complete guide for your team — roles, the lead pipeline, and everything from a customer's first enquiry to a closed booking.
BuildOne CRM is also available as a mobile app — Android · iPhone/iPad
What BuildOne CRM is, and how it's organized.
BuildOne CRM is built around one simple idea: every customer who shows interest becomes an Enquiry, every Enquiry moves through a clear set of stages, and every stage is visible to the right people — no lead ever sits forgotten in someone's notebook or phone.
Everything in the system connects around three things:
Everyone on your team has one of three roles. Each one sees exactly what they need — nothing more, nothing less.
Setting up what you're actually selling, before any lead comes in.
A Project is one real-estate development — its name, location, description, RERA number, possession date, and website all live here. The moment you create one, it also gets its own public brochure page automatically (covered in Sharing & the Public Project Page below) — nothing extra to set up for that.
Every Project can carry its own set of documents, each filed under a specific type rather than a single generic "attachment" bucket: Brochure, Price List, Floor Plan, Unit Plan, Cost Sheet, Payment Plan, Project Photos, Video, Location Map, or Other. Filing them by type is what lets the public page show them properly organized rather than as one flat list.
A Project is divided into Wings (towers/blocks), and each Wing into Units on specific floors. A Unit's configuration, area, and price are set here — this is also the data your team's Unit Matching (see The Lead Pipeline section) is actually matching against.
Adding many similar units one at a time is slow — the Copy action on any existing Unit opens a new Unit form pre-filled with everything from the original (Wing, floor, configuration, price, and more), so you only need to change what's actually different, usually just the Unit Number.
How a new lead gets into the system.
How a new Enquiry ends up with the right Sales Executive.
A new Enquiry can be assigned to a Sales Executive manually — or, if a Manager or Admin turns on Round Robin in Settings, BuildOne assigns it automatically.
Every Enquiry moves through these stages, top to bottom. It can move to "Lost" from any stage along the way.
The Pipeline board shows every Enquiry as a card, grouped into columns by stage — drag a card to a new column to move it forward (or back). It's the fastest way to see, at a glance, where every lead currently stands.
What happens inside an Enquiry's detail page, day to day.
Every call, meeting, note, email or WhatsApp message gets logged as an Activity, each with its own date and an optional next follow-up date. This builds a running history of everything that's happened with that lead — and a follow-up date that's overdue shows up clearly, so nothing gets missed.
Schedule a visit for a specific date, then mark it Completed, No-Show, or Cancelled once it's happened. A completed visit is usually the moment an Enquiry moves to Site Visit Done.
Based on the customer's budget and the configuration they want (e.g. 2BHK, 3BHK), BuildOne automatically suggests Units that fit. If nothing matches exactly, an "Other Available Units" section shows close alternatives — units that are available but don't quite match the stated configuration — so a good option is never hidden just because of one filter.
How a Unit moves from available to sold.
| Status | What it means |
|---|---|
| Available | Open for any Enquiry to hold or book. |
| On Hold | Temporarily reserved for one specific Enquiry, with an expiry time. |
| Booked | Sold — linked to an active Booking record. |
Getting project information in front of a customer, without them needing to log in.
Every Project has its own public, shareable page — no login required. It shows the project's photos, description, location, and any uploaded Documents (brochures, floor plans, videos), giving a prospective customer everything they need to know before a site visit, without exposing any pricing or customer data.
That page has its own share bar built in — a WhatsApp button, Facebook, Twitter/X, LinkedIn, and a one-tap "Copy Link" — so sending a customer the brochure is just one click away, whichever way they prefer to receive it.
Separately, when a Client Admin sets up a new organization, a ready-made welcome message — the login page, their admin email, and password — can be composed and opened straight into WhatsApp Web, ready to send to whoever handles onboarding for that client.
From reserving a unit to a completed sale.
A Unit that's on hold for a different Enquiry can never be booked out from under it — and a Booking can only be cancelled by the salesperson it belongs to (or a Manager/Admin). Cancelling a Booking sends the Enquiry back to Negotiation and frees the Unit up again, keeping a full record of both the cancelled and any later booking against that same lead.
Where to see how things are going.
The Dashboard gives every user a snapshot the moment they log in — a Sales Executive sees their own leads and follow-ups due; a Manager or Admin sees the whole team's numbers.
Reports (Managers and Admins only) go deeper — the Sales Funnel, a Pipeline overview, and performance broken down by Source, Salesperson, or Project, plus a look at why leads were lost.
Staying on top of what needs attention.
The bell icon in the header lets you know when a new lead is assigned to you, or when a follow-up is coming due. Announcements are team-wide messages a Manager or Admin can send — everyone on the team receives them as a notification, even though only Managers and Admins can create one.
Finding anyone, and seeing their whole story.
Global Search finds any customer by name, mobile number, or email in seconds. Opening a customer's Timeline lays out everything that's ever happened with them — every call, every site visit, every stage change and booking — in one chronological view, so you never have to piece their history together from memory.
A few habits that make BuildOne CRM work better for you.