The verdict in three sentences
When 400 units a year are managed in Excel, the availability chart is wrong a few hours after each send-out, holds overlap between brokers and deposit calls go out late. Custom off-plan sales software at USD 38,000 to 87,000 (EUR 35,000 to 80,000) gives 25 brokers a real-time chart, automates every step to contract and triggers deposit calls at each construction milestone. The main gain is cash: 3 weeks saved on signings and deposits collected sooner.
Friction points of selling off plan in Excel
| Step | Excel and email | With the software | Impact |
|---|---|---|---|
| Unit chart | PDF sent every Monday | Online, updated on every hold | Zero double holds |
| Placing a hold | Email to sales admin | 7-day hold locked in 1 click | Response time cut 10x |
| Reservation agreement | Word, data re-typed | Generated from buyer record | 45 min saved per contract |
| Financing follow-up | Phone chasing | Alerts on loan approval and contingencies | 10 days saved |
| File to closing attorney | Built by hand | Complete file exported | 5 days saved |
| Deposit calls | Calculated per unit in a spreadsheet | Triggered at milestone (foundations, topping out, completion) | Faster collection |
| Buyer upgrades and change orders | Scattered files | Tracked per unit, priced, approved | Fewer disputes |
Across 400 units, the average time from reservation to signed contract drops from 14 to 11 weeks.
2026 budget by scope
| Scope | Content | Budget (2026 order of magnitude) | Duration |
|---|---|---|---|
| Chart and holds | Real-time chart, holds, access for 25 brokers | USD 38,000 | 10 weeks |
| Buyer journey | Reservation, financing, closing file | USD 16,300 | 6 weeks |
| Deposit calls | Milestone schedule, generation and reminders | USD 13,000 | 5 weeks |
| Buyer portal | Documents, construction progress, payments | USD 10,900 | 5 weeks |
| Management reporting | Sales by project, by channel, cash forecast | USD 8,700 | 4 weeks |
| Annual maintenance | Hosting, changes, support | USD 6,500 to 13,000 | Ongoing |
The core (chart and holds) is enough to start; the full version, at USD 87,000, covers the whole cycle through to handover.
Custom or off-the-shelf?
Market developer sales platforms often charge USD 330 to 870 per month per project, plus licences for external brokers. For a developer running 12 projects at once, the bill quickly passes USD 65,000 a year. Custom software, with no per-project or per-user licence, makes sense above 150 to 200 units a year, especially if your processes (holds, incentives, closing cost credits) are specific.
| Criterion | Market platform | Custom build |
|---|---|---|
| Annual cost (12 projects, 25 brokers) | USD 49,000 to 125,000 | USD 6,500 to 13,000 maintenance |
| Upfront cost | USD 5,400 to 16,300 | USD 38,000 to 87,000 |
| Fit with your sales rules | Limited | Full |
| External partner access | Extra licence | Included |
| Ownership of code and data | Vendor | Developer |
Mini case study
Maria, sales director of a Miami condo developer, sells 400 units a year at an average price of USD 520,000. Three weeks saved between reservation and contract bring forward the contract deposit (about 20 % of the price) of USD 104,000 per unit. Across 400 units, that is USD 41.6 million collected 3 weeks earlier. At a 7 % annual cost of funds, interest savings reach about USD 168,000 a year, for a full project at USD 87,000 and USD 13,000 maintenance: payback in under a year.
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FAQ
Can external brokers access the chart?
Yes, each partner gets restricted access to their projects, with hold placement and sales documents. The 25 accesses are included, with no extra licence.
Does the deposit schedule follow the legal framework?
Yes, deposit caps and escrow rules per milestone are configured to your jurisdiction (Florida condo escrow rules in Miami, VEFA thresholds in France), and a call is only generated once the milestone is certified.
Can it connect to the closing attorney and accounting?
Yes, the sale file is exported in the format the closing office expects, and deposit calls go to your accounting software by export or API.
How long to migrate projects already on sale?
Allow 2 to 3 weeks to import charts and reservation history from Excel, project by project.
Where is data hosted?
In the US (or the EU for European developers), with daily backups and privacy compliance for buyer data.
Let's scope your project. Send us your annual unit count, current projects and existing chart file: we will price a scope between USD 38,000 and 87,000, delivered in 10 to 24 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
