Unit Inventory and Price Sheet Control: Stop Double Bookings
Run one controlled inventory and price sheet so sales, channel partners and finance never quote a sold unit or an outdated price again.
This is for sales operations heads, CRM managers and finance controllers at developers selling several towers or phases at once. When the inventory and price sheet lives in emailed spreadsheets, two salespeople can promise the same unit, a channel partner can quote last month's price, and finance discovers the gap only at agreement stage. This post covers a single master inventory, unit status and blocking rules, price versioning, and the daily checks that keep everyone quoting the same truth.
A sales manager blocks a corner unit on the eleventh floor for a buyer who is arranging the booking amount. Another manager, working from a sheet emailed two days ago, books the same unit for a different buyer at a different price. Both buyers have been promised. Someone has to be disappointed, and the developer's credibility takes a hit with both families and their brokers.
Price errors are quieter but just as costly. Floor rise, preferential location charges and parking are calculated differently by different people. Channel partners keep old price sheets on their phones. Finance finds the mismatch when it prepares the demand letter, and the team must choose between honouring a wrong price or reopening a signed booking form.
A developer selling two towers in Gurugram kept inventory in a spreadsheet that the sales operations team emailed every few days. Double bookings happened during busy weekends, and channel partners regularly quoted older prices. The sales operations head moved inventory into one master view with statuses and expiring blocks. Finance began versioning price sheets and calculating floor rise and PLC by formula. Channel partners received a read-only link instead of attachments. Discounts moved into a simple approval request. Weekend launches became calmer because a unit could only be blocked once, and demand letters stopped surfacing pricing surprises that had to be argued over with buyers.
Do we need dedicated inventory software?
Not necessarily at first. A well-controlled CRM module or a locked shared sheet with clear ownership can work. Move to dedicated software when volume, multiple projects or channel partner access make manual control unreliable.
Should channel partners see the full inventory?
Usually they need only available units and the active price version. Hiding blocked and booked units reduces confusion and protects buyer information. Decide access by role, and review it when partners change.
How long should a unit block last?
Choose a period that matches how long buyers typically need to arrange the booking amount, and keep it short. Extensions should need a reason and approval, so blocks do not become a way to hold units indefinitely.
What area should the price sheet use?
Use the area basis that matches your RERA registration and agreement, typically carpet area, and keep it consistent across inventory, price sheet and booking form. Check current RERA requirements for your state with your compliance team.
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