Contact person: Comprehensive Real Estate Website Development

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Location: Adelaide, Australia

Budget: Recommended by industry experts

Time to start: As soon as possible

Project description:
"Use a cloud-based business software suite similar to Zoho [Zoho Creator, Zoho Books, Zoho Invoice, and Zoho CRM] is a viable, modular, and scalable platform to expedite the progress of the project. Its low-code/no-code approach and tight native integration make it especially suitable for a junior web developer with modest resources.

User Roles
Applicant Submits application form, reviews offers, requests changes, confirms each stage
Agent Backend approval, coordination, change tracking, final draft preparation
Property Owner Reviews and approves lease terms, signs agreement (default is opt-out)
Lawyer (Owner's) Drafts formal lease agreement, uploads final PDF
Security/Legal System
Tracks document versions, enforces opt-out defaults, and triggers email notifications for all changes or requests.

Based on below 4-stage sequential online application form process with the desired functionalities to help draw a formal lease document.
1. Application [Draft → Review → Final → Approved]
2. Lease schedule (offer) [Draft → Review → Final → Approved]
3. Disclosure statement [Draft → Review → Final → Signed]
4. Agreement to lease [Draft → Review → Final → Signed]
Notifications: Trigger alerts when fields are updated

Stage 1 – Application
Select property (stand alone commercial, Strata or residential)
Create applicant profile (or use registered profile) for a new application
ABN lookup integration - checks for valid ABN and/or business name @ [login to view URL]
Sole trader, partnership, company details and or Australia Business Number is mandatory
Store personal details & financial history
Email notification to AGENT when form is complete for review
AGENT approves or rejects the application in backend
use appropriate template for email response

Stage 2 – Lease Schedule (offer to Applicant)
Auto-map property data & applicant details to appropriate property type template
must include floor plan/site map/location of tenancy
Email notification of offer to applicant (accept/decline)
Special conditions by applicant: inline comments per item
AGENT reviews requests, adds/accepts special conditions from applicant
Legal guide provided to applicant - [login to view URL]
AGENT prepares the final lease Schedule (offer)
Email notified - Applicant accepts/declines offer
Property Owner notified if application progresses

Stage 3 – Disclosure Statement
Auto-map property data, applicant profile, lease schedule fields to appropriate property type template
must include floor plan/site map/location of tenancy
Attach Addendum if required
Property Owner notified (opt-out default)
Special conditions by applicant: inline comments per item
AGENT reviews requests, adds/accepts special conditions from applicant
Applicant is notified of changes
AGENT locks edits and sends final draft
Document ready for e-sign for landlord (or AGENT on behalf of landlord) and tenant

Stage 4 – Agreement to Lease
Auto-map property data, applicant profile, Disclosure statement to template
must include floor plan/site map/location
attach Addendum if required
Applicant reviews/request changes
Special conditions by applicant: inline comments per item
AGENT reviews requests, adds/accepts special conditions from applicant
Applicant is notified of changes

AGENT locks edit and sends final draft
If both 3 & 4 is accepted by Applicant:
Applicant e-signs
Property Owner or AGENT may sign on behalf of the Property Owner
triggers an email notification to lawyer → both parties agreed

LEASE DOCUMENT
Lawyer must have a profile and assigned to a property
Lawyer drafts lease agreement according to stage 3 & 4
Uploads PDF to CMS for AGENT to peruse
AGENT may amend terms and/or conditions using inline comments per item
lawyer is notified by email with url to PDF
lawyer confirms amendments using inline comments
AGENT approves the amended draft
Applicant e-signs the final draft
Property Owner or AGENT counter signs the final draft on behalf of the property owner
System generates an invoice for the preparation of assigned lease document; legal fee is split between Property owner and Tenant.

Content Revision & Change Tracking System
To ensure transparency and legal compliance, implement:

1. Section-Level Change Logs
Each form section (A–D) has a version history
Inline comments per line item (e.g. rent, terms)
Timestamped edits with user attribution
2. Approval Workflow
Changes trigger notifications to relevant parties
Only JADS can finalise and lock sections
Final draft closes current application. New application supersedes closed application.
3. Audit Trail
Every action (submit, approve, comment, sign) logged
Exportable PDF summary for legal record
4. Document Tracking
Draft → Reviewed → Final → Signed
PDF uploads tagged with version and author
Lawyer uploads trigger JADS review workflow
Notifications: Trigger alerts when fields are updated

Automated Monthly Notifications & Updates
- Rent schedules and payment status
- Update monthly invoice according to 'Agreement to Lease'

FOR EXAMPLE
- Rent & Adjustments — e.g. CPI + 1% annually, or 4% upon renewal
- Outgoings — populated from a master document template that assigns outgoings per tenant
- Levies & Fees — similarly populated from a master document template aligned with each tenant’s profile
- Other Charges — such as breaches or penalties, managed via a separate master document

Tenant portal
- Rent schedules and payment status
- A copy of LEASE document and application form
- Maintenance requests and approvals
- Visitor logs and contractor coordination

Key Requirements:
- Property listings for both residential and commercial properties.
- Advanced search filters and interactive maps for user experience.
- Integration of a cost-effective cloud-based business software suite.
- applicant profiles, Visitor logs and contractor coordination with CRM tracking and a tenant portal.
- Web applications for application processes, offer reviews, and change requests.
- Backend approval system with coordination and change tracking.
- Security and legal system to track document versions and trigger email notifications.
- Accounting software integration for dashboard, invoicing, receive payments and reporting.
- E-signatures for lease documents and agreements.

Design and UX with a sleek, uncluttered layout and intuitive navigation.
- Prominent call-to-action buttons and visually consistent branding across all pages.
- Dedicated pages for each web application, tenant portal, application form, and feedback form.

Ideal Skills and Experience:
- Experience in developing real estate websites with similar functionalities.
- Proficiency in integrating cloud-based business software suites like ZOHO.
- Strong skills in UX/UI design to ensure a sleek and intuitive user interface.
- Ability to implement advanced search filters and interactive maps,
- Expertise in backend development for approval systems and document tracking.
- Knowledge of security and legal systems for document management.
- Familiarity with accounting software integration and e-signature solutions." (client-provided description)