In short
Track each flat sale as one record on the unit: the agreed bhav and area, extra charges kept apart from the agreement value, an installment schedule tied to construction milestones with each due marked pending, part paid or paid, the buyer’s loan and your NOC status, and the booking, banakhat, dastavej and possession dates.
Ask a sales desk how much is left on A-302 and watch what happens. Somebody opens the receipt book, somebody else scrolls a phone for the last bank transfer, and the answer arrives twenty minutes later with a caveat. Multiply that by sixty units and three projects and the desk spends its week reconstructing deals rather than closing them.
The cause is almost always the same: payments are recorded, the deal is not. A receipt says money came in. It does not say what it was against, what is due next, or what the buyer is waiting on.
A sale is a file, not a receipt
Everything about a sale belongs on the unit itself, written once and read by everyone:
- The buyer, their phone, and the unit: number, floor and type.
- The bhav per square foot, and the area it was quoted on. Keep the super built-up area and the RERA carpet area both, because buyers ask about both.
- The agreement value, and separately the extra charges: development, maintenance deposit, share money, meter and legal charges.
- Whether parking is included.
- The dates that matter: booking (the token), banakhat, dastavej and possession.
Write the schedule when you sign the banakhat
Most schedules are tied to construction: a share at booking, a share at each slab, a share at plaster, the rest on possession. Write the whole schedule into the record on the day the agreement is signed, each line with its milestone, amount and expected date. From then on, every payment is recorded against a line, and each line is pending, part paid or paid.
Part payments are ordinary. A buyer pays half an installment this week and half next month. A schedule that can only say paid or unpaid forces somebody to keep the real position in their head.
Track the loan, because the money waits on it
Most buyers pay part of the price through a home loan, and a disbursement often waits on two things from your side: your NOC to the bank and the stage the building has reached. Record, for each buyer, the bank, the loan amount, and whether the loan is applied, approved or disbursed, and whether your NOC is pending or issued. That list, filtered to approved-but-not-disbursed, is the sales desk’s chase list for the week.
Keep extra charges out of the balance
Disputes about a balance are often disputes about what the balance includes. If the maintenance deposit and the legal charges are folded into the agreement value on one desk and kept apart on another, two honest people will quote the buyer two different numbers. Record them separately and the question "what is still due" has one answer.
Shops and offices on rent
A unit that is rented rather than sold needs a different record: the security deposit held, the day of the month rent falls due, the start of the lease, and its length, usually eleven months for a leave and licence. Rent received is recorded against the unit like any installment, so a tenant who is two months behind shows up without anyone keeping a separate register.
A buyer remembers every rupee they have paid. Your records should remember it first.
In Sitegride each unit carries all of this: bhav, both areas, parking, extra charges, the four dates, the milestone schedule with each line’s status, and the buyer’s loan and NOC. The sales desk, the accounts and the owner read the same deal, in English or Gujarati.
Questions this answers
By writing a milestone-wise schedule on each unit when the banakhat is signed, then recording every payment against a line of it. Each line is marked pending, part paid or paid, so the balance on any flat and the next due amount can be read off in seconds.
Both. The price is usually quoted on the super built-up area, while the carpet area is the usable floor area defined under RERA. Buyers ask about each, and keeping both on the unit avoids two people quoting different figures.
Record on each unit the buyer’s bank, the loan amount and whether it is applied, approved or disbursed, plus whether your NOC to the bank is pending or issued. Filtering for approved loans that are not yet disbursed gives the week’s chase list.
Sitegride puts sites, sales, purchases, labour and money in one place, in English and Gujarati.