عمل نظام متكامل لإدارة المجمعات السكنية odoo

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.