M/s De Blue Oak & P.

Mangatram Properties LLP

Review meeting on Sales & CRM Work flow

Date of Meeting 22-06-2023

Venue Conference Hall, “The-Trilight” – Experience Centre
Time 17:30 to 19:30
Attendees Sanjeev Sir, Sanjay Sir, Satish Sir, Prashanth, Ms. Anitha, Ms. Sobha, Ms.
Megha, Mr. Naveen, Mr. Bhargav & Mr. Suresh Babu

S.No Subject Action to be taken Accountable

Team
1 Booking It is now mandated that, while booking a unit, the KYC Sales Team
forms & KYC docs (Aadhar and PAN card) be collected and all
Doc’s relevant columns in the booking form be filled out
before submission to the CRM department.
2 Welcome Following the payment of the required booking amount Sales Team
Email or any token amount. The Welcome email must be
shared with the customer by marking a copy to CRM
and Finance teams.
3 Scope of Unless a booking advance of 20% or 10% (as per NFA) is Sales &
work received, it is the responsibility of the sales team to CRM Team
care after the customer. Following that, it will be
managed by the CRM department. (such as showing the
model unit, walkthrough & Site etc...)
4 TDS process It is advised that the CRM department share the TDS CRM team
tutorial to all existing customers in order for them to
pay the TDS and obtain the acknowledgment. Hereafter
it is necessary to communicate via newsletter.
5 Booking It is recommended that the booking advance amount Sales Team
Advance (10%) be collected as a token and the balance 10%
Payments (signing of AOS payment plan) be collected as a PDC at
the time of booking. If it is missed, it will be collected
within 45 days. If it is more over 45 days, the NFA must
be obtained, with the approval of Management.
6 Advancement If the costumer chooses 90% home loan funding, the CRM team
of Home-loan CRM department, along with the banker, must be
notified by sales team. Thus, it is the CRM department's
obligation to coordinate with the banker and the client
in order to collect the disbursement and sanction letter
from the customer.
7 Demand It is the CRM department's responsibility to share CRM team
notes demand notes for construction milestones with clients
and to ensure maximum effectiveness in collecting the
same for better cash flows.
8 Preparation It is the sales team's job to notify the CRM department Sales team
of AOS’s of the preparation of AOS for the entire week by every & CRM
Friday. If there is no preparation, then it should be team
mentioned as Nil. If AOS preparation is chosen in the
middle, it is the obligation of the CRM department to
prepare it and share it with the customer for execution.
9 Confirmation Only those clients who insist on having a draft copy of CRM team
of Personal the AOS should be shared, otherwise only personal
Details details should be confirmed through email or phone
before the execution of AOS.
10 MIS of AOS After cancellations, total sales since February 2023 are Sales &
49 units. AOS has been executed of 27 units, with 13 CRM team
units clearing 10%, 20%, or even more. Balance With
the help of Management, the Sales & CRM team
diligently followed up on balance 9 units.
11 Cancellation a) If a costumer withdraws his booking prior to the Sales &
& Refunds execution of the AOS, the sales team must CRM team
persuade him by showing the forfeiture clause.
If it is still not accepted, it is at the sole
discretion of the sales head.
b) If the AOS is executed, it is the obligation of the
CRM department to educate clients about the
AOS terms and needs to follow the appropriate
measures..

12 Payment It is the sales team's obligation to collect all payments Sales &
default / until the AOS is executed. If a customer fails to pay or CRM team
Reminders does not react before or after the execution of an AOS,
the CRM department is responsible for sending three
reminders at 15-day intervals and proceeding with
cancellation.
13 Signatures on It is practised to collect the promoters' signatures first CRM, F & A
AOS before collecting the customers' signatures on AOS team
however, this approach has been reversed and it has
been decided to collect the customers' signatures first,
followed by the promoters' signatures following
confirmation of receipt of money officially approved by
the F&A team.
14 Welcome It is suggested that the sales team to share the draft of Sales &
email & TDS the Welcome email and TDS tutorial to Marketing team Marketing
Tutorial for alignment & with Trilight backdrop so that it is ready Team
Design to share with clients in the future. The welcome email
(customised) EDM must be uploaded into the focus
software, and the payment receipt must be shared with
the customer as soon as it is received. Marketing team
needs to coordinate with Focus for updating of
Welcome email
15 Payment It is hereby advised to share the collection report as CRM team
Collection & well as the requirement to discuss the receivables on a
Ageing report weekly, bi-weekly, and monthly basis. It is also
necessary to provide the payment outstanding ageing
report.
16 Meeting Ms. Anitha should always share the meeting agenda, Ms. Anitha,
Agenda & and Mr. Bhargav should capture minutes and provide Mr.
Minutes them to Prashanth for vetting and circulation. Bhargav &
Prashanth