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Residential Compounds Leasing & Property Management ERP System Business Requirements Document (BRD) Prepared For Odoo ERP Developers & Implementation Partners 1. Executive Summary Company Overview Pro Core is a Saudi-based company specialized in: • Residential compound management • Leasing & property operations • Corporate housing services • Real estate leasing & marketing • Property operations consulting The company seeks to implement a centralized ERP system using Odoo Enterprise to automate and streamline all operational, leasing, CRM, accounting, collections, maintenance, and reporting activities. 2. Project Objectives The objective of this project is to implement a fully integrated ERP platform capable of managing all business operations related to residential compounds leasing and property management. Key Objectives The system should: • Centralize all business operations in one platform • Improve leasing conversion rates • Automate customer follow-up workflows • Reduce manual operational tasks • Improve occupancy and vacancy tracking • Automate leasing commission invoicing • Support Saudi ZATCA compliance • Improve collections and payment follow-up • Provide management dashboards and KPIs • Support multi-compound operations 3. Business Scope In Scope Leasing Operations • Lead management • Viewing scheduling • Lease proposal generation • Reservation management • Contract management • Tenant onboarding Property Management • Compound management • Unit management • Occupancy tracking • Maintenance management • Lease renewal tracking Financial Operations • Customer invoicing • Leasing commission invoicing • VAT management • Collections tracking • Financial reporting CRM & Customer Service • Lead tracking • Follow-up automation • Activity reminders • WhatsApp notifications • Customer communication logs Dashboards & Reporting • Leasing dashboards • Occupancy dashboards • Financial dashboards • Management reports 4. Target Users User Categories 1. System Administrator Full system access and configuration permissions. 2. Leasing Manager Responsible for leasing operations, negotiations, approvals, and reporting. 3. Leasing Agents / Sales Team Responsible for handling leads and customer follow-up. 4. Accountant Responsible for invoicing, collections, VAT reporting, and financial operations. 5. Maintenance Team Responsible for maintenance tickets and work orders. 6. Compound Manager Responsible for occupancy monitoring and operational supervision. 7. Senior Management Dashboard access, KPI tracking, and management reporting. 5. System Architecture Platform • Odoo Enterprise Deployment Options Preferred hosting: • Odoo.sh • Dedicated VPS • Cloud Hosting Environment Database • PostgreSQL Supported Languages • English • Arabic Accessibility • Web-based • Mobile responsive • Tablet compatible 6. Core Odoo Modules Required Module Purpose CRM Lead & pipeline management Contacts Customer database Sales Quotations & proposals Accounting Financial operations Invoicing Tax invoices Documents File management Sign Digital signatures Calendar Scheduling Activities Follow-up management 7. Custom Modules Required 1. Residential Leasing Management Module Features: • Leasing workflow automation • Reservation management • Contract lifecycle management • Renewal tracking 2. Compound Management Module Features: • Compound master data • Occupancy tracking • Revenue tracking • Compound reporting 3. Unit Management Module Features: • Unit inventory management • Vacancy management • Unit pricing management • Occupancy status tracking 4. Maintenance Management Module Features: • Maintenance tickets • Technician assignment • Work order tracking • SLA monitoring 5. Tenant Management Module Features: • Tenant database • Lease history • Attachments storage • Payment history 6. Leasing Commission Module Features: • Automatic commission calculation • VAT on commission only • Automatic commission invoicing 7. WhatsApp Notification Module Features: • Automated reminders • Payment reminders • Viewing reminders • Renewal reminders 8. CRM & Leasing Workflow CRM Pipeline Stages 1. New Inquiry 2. Contacted 3. Requirement Matching 4. Viewing Scheduled 5. Viewed 6. Negotiation 7. Offer Sent 8. Unit Reserved 9. Contract Signed 10. Payment Pending 11. Payment Completed 12. Commission Invoiced 13. Occupied 14. Closed Won 15. Closed Lost 9. Lead Management Requirements Customer Information Fields Basic Information • Full Name • Mobile Number • Email Address • Nationality • Passport / Iqama Number • Company Name • Job Title Leasing Requirements • Preferred Compound • Preferred Unit Type • Budget • Family Size • Lease Duration • Furnished / Unfurnished • Move-in Date Follow-up Information • Assigned Salesperson • Lead Source • Viewing Date • Interested Unit • Negotiation Status • Reservation Expiry Date • Internal Notes • Activities & Follow-ups 10. Compound Management Requirements Compound Master Data Each compound should include: • Compound Name • Location • Owner Information • Total Units • Facilities • Occupancy Percentage • Current Revenue • Compound Manager Facilities Examples • Swimming Pool • Gym • Kids Area • Tennis Court • Football Court • Event Hall 11. Unit Management Requirements Unit Master Data Each unit should contain: • Compound Name • Building Number • Unit Number • Unit Type • Bedrooms • Bathrooms • Area (sqm) • Furnished Status • Annual Rent • Monthly Rent • Security Deposit • Parking Availability Unit Statuses • Vacant • Reserved • Occupied • Under Maintenance • Blocked Lease Information • Current Tenant • Lease Start Date • Lease End Date • Payment Status • Renewal Status 12. Leasing Proposal Requirements Proposal Naming The quotation document should be renamed to: • Lease Proposal OR • Residential Lease Proposal Proposal Layout Requirements The proposal PDF should include: • Company branding • Company logo • Unit details • Compound details • Lease duration • Payment schedule • Terms & Conditions • Reservation validity • Leasing commission details • Authorized signature area Design Requirements • Premium corporate layout • Arabic & English support • Mobile-friendly PDF 13. Leasing Commission Logic Business Rules Leasing Commission • Commission Rate = 2.5% • VAT Rate = 15% • VAT applies ONLY to commission • Rent amount remains VAT exempt Example Calculation Item Amount Annual Rent 100,000 SAR Leasing Commission (2.5%) 2,500 SAR VAT on Commission (15%) 375 SAR Total Invoice 2,875 SAR Automation Requirements The system should: • Automatically calculate commission • Automatically calculate VAT on commission only • Generate tax invoice automatically • Generate QR code invoice 14. Accounting & Financial Requirements Financial Operations The system must support: • Customer invoicing • Receipts management • Partial payments • Installment tracking • Customer statements • Aging reports • Outstanding collections • VAT reporting Saudi Compliance Requirements The system must comply with: • Saudi VAT regulations • ZATCA e-invoicing requirements • QR code invoices • Arabic invoices Invoice Requirements Invoices should include: • QR code • VAT number • CR number • National address • Arabic & English fields 15. Contract Management Requirements Contract Features The system should support: • Lease contract generation • Contract renewals • Expiry reminders • Signed document storage • Tenant attachment storage Document Storage The system should allow storing: • Passport copies • Iqama copies • Signed contracts • Payment receipts • Reservation forms 16. Maintenance Management Requirements Tenant Maintenance Requests The system should support: • Maintenance ticket creation • Priority selection • Photo attachment upload • Ticket status tracking Maintenance Workflow 1. Ticket Created 2. Ticket Assigned 3. Work In Progress 4. Completed 5. Closed Maintenance Reporting Required reports: • Open tickets • Response time • Maintenance costs • Technician performance 17. Viewing & Reservation Management Viewing Management The system should support: • Viewing scheduling • Calendar integration • Reminder notifications • Agent assignment • Viewing feedback collection Reservation Management Features required: • Temporary unit reservation • Reservation expiry dates • Automatic release after expiry • Reservation tracking 18. WhatsApp Integration Requirements Required Automations Lead Notifications • Automatic lead acknowledgment • Follow-up reminders Viewing Notifications • Viewing confirmation • Viewing reminders Financial Notifications • Payment reminders • Outstanding balance alerts Contract Notifications • Contract expiry reminders • Renewal reminders Possible Integration Providers • WhatsApp Cloud API • Twilio • 360Dialog 19. Dashboards & KPIs Leasing Dashboard • Occupancy percentage • Vacant units • Leads conversion rate • Closed deals • Upcoming renewals Financial Dashboard • Monthly revenue • Outstanding collections • VAT summary • Commission revenue Operations Dashboard • Open maintenance tickets • Average response time • Operational occupancy trends 20. Reports Requirements Leasing Reports • Occupancy report • Vacancy report • Lease expiry report • Renewal forecast Financial Reports • Collections report • Customer statement • VAT report • Revenue report CRM Reports • Lead source analysis • Agent performance • Conversion ratio Operational Reports • Maintenance reports • Compound performance reports 21. Security & Permissions Role-Based Access Control The system should support permissions based on: • User role • Department • Compound access • Financial authority Security Requirements • Audit logs • User activity tracking • Backup procedures • Secure document access 22. Data Migration Requirements The implementation partner should support: • Existing customer import • Existing units import • Existing contracts import • Existing balances import Import Sources • Excel files • CSV files • Existing systems 23. Implementation Requirements Required Deliverables The implementation partner must provide: • Full ERP implementation • Custom module development • Configuration & setup • User training • Testing & UAT • Go-live support • Documentation Training Requirements Training should cover: • CRM workflows • Leasing workflows • Accounting workflows • Reporting usage • Maintenance operations 24. Future Expansion (Phase 2) Planned Features • Tenant Portal • Mobile Application • Online Payment Gateway • Visitor Management • Facility Booking • Ejar Integration • BI Dashboards • AI Reporting Tools 25. Technical Questions For Developer The implementation partner should provide answers for: 1. Estimated implementation timeline 2. Estimated project cost 3. Odoo licensing cost 4. Recommended hosting solution 5. Required third-party integrations 6. Upgrade compatibility strategy 7. Support SLA 8. Backup strategy 9. Security architecture 26. Acceptance Criteria The project will be considered successful when: • All workflows are functioning properly • VAT calculations are accurate • QR invoices are compliant • Dashboards are operational • Reports generate correctly • User permissions work correctly • Data migration is completed successfully 27. Conclusion This ERP project is intended to transform Pro Core into a fully digitized residential leasing and property management operation powered by Odoo Enterprise. The objective is to create a scalable, modern, Saudi-compliant platform capable of supporting future business growth, operational efficiency, and advanced reporting.