Every developer knows how many units a project has. Fewer can say, with certainty, which ones are free right now. Sales keeps one list, accounts another, the site office a third, and they rarely agree. That gap leads to two buyers promised one flat, prices quoted from an old sheet and management numbers nobody trusts.
Who wrote this guide
The EZ Solutions team wrote this guide. We build ProjectBook, builder software for real estate developers. The practices below apply whether a project has one tower or several phases.
What is unit inventory?
Unit inventory is the live list of every unit a developer has to sell: flats in towers, row houses or plots, each with a status, size, floor, facing and price. It is the shared source sales quotes from, accounts bills from and management reports from. When it is right, everything downstream is right.
| Status | Meaning | Who can change it |
|---|---|---|
| Available | Free to offer to any buyer | Set when the project is created |
| Held | Reserved for one buyer for a short time | One salesperson |
| Booking pending | Booking entered, waiting for approval | Sales, then the approver |
| Booked | Approved booking with a locked plan | The approver |
| Not for sale | Kept back by management | Management |
1. Build the grid from the project itself
Set up the project the way it is built: buildings, floors and units, or plots and row houses. Each unit carries its type, carpet area, floor, facing and any premium. A grid by tower and floor then shows the whole project at a glance, with colours for each status.
2. Let holds and bookings change status, not people
Most inventory errors come from someone forgetting to update a sheet. The fix is to make status follow actions: a hold marks the unit held, an approved booking marks it booked, a released hold frees it again. Only one person can hold or book a unit at a time.
The real estate leads guide covers holds from the sales side.
3. Control pricing with approval
Prices change during a project: launch offers, floor rises, premium views, price increases as construction moves. Keep the price list in the same system as the grid, and route any change or special discount through approval. Sales then always quotes the current price, and every exception has a name on it.
4. Keep everything about a unit in one view
A unit is more than a status. Its view should show the buyer and co-applicants, the payment plan, demands and receipts, documents and the agreement. Then a question about one flat takes one click, not three calls. After booking, that view carries the buyer through to possession; the demand letter guide covers that stage.
5. Report from the same grid
Management wants simple answers: units sold this month, value booked, what is left by tower and type, and how long units take to sell. When reports come from the same grid that sales uses, nobody has to reconcile figures before a review.
Signs the unit list needs fixing
- Two salespeople have quoted the same unit in a week.
- Sold figures from sales and accounts do not match.
- A buyer was quoted an outdated price.
- Nobody can say in a minute how many three-bedroom flats are free in a tower.
How ProjectBook manages unit inventory
ProjectBook puts the unit at the centre of the system:
- An inventory and unit workspace: towers, floors, row houses or plots on an availability grid, with everything about a unit in one view.
- Unit holds and bookings with approval, so a unit is held or booked by only one person.
- Project setup with buildings, floors, units, pricing and the RERA payment plan.
- Demands, receipts and the ledger for each booked unit.
- Financial, sales and marketing dashboards and reports, with Tally XML or Excel export.
- A dedicated instance per developer group, with its own database and web address.
Amounts are shown in lakhs and crores, with an April to March financial year.
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