🏢 Real Estate Management System

Comprehensive Platform Overview

Odoo v18 Enterprise | End-to-End Property Management

📋 Executive Summary

System Overview

Fully integrated real estate management platform built on Odoo v18 Enterprise, designed to streamline property operations, rental contract management, accrual accounting, and financial compliance in the Saudi Arabian market.

Key Value Proposition

End-to-end automation from property setup through contract execution, automated revenue recognition, flexible invoicing upon payment receipt, to ZATCA E-Invoicing Phase 1 compliant documentation.

3

Integrated Modules

Phase 1

ZATCA E-Invoicing

100%

Accrual Automation

AWS

Cloud Infrastructure

🔧 Technical Infrastructure

Platform Architecture

Odoo v18 Enterprise deployed on AWS Cloud Infrastructure with secure HTTPS access via custom domain name.

🔒 Security & Access

Custom domain name
HTTPS/SSL encryption
Role-based access control
Secure authentication

⚙️ Odoo Configuration

Odoo v18 Enterprise edition
PostgreSQL database
Multi-company capable
Arabic/English support
Custom module integration

⚙️ Core System Capabilities

Property Management

Multi-building portfolio tracking
Property listings with media gallery
Real-time availability (Gantt view)
Document management
Property-level analytics

Rental Contracts

Automated contract generation
Multi-line support (rent + deposits)
Template-based creation
Tax handling (commercial vs residential)
Contract lifecycle tracking

Financial Operations

Automated accrual journals
Monthly revenue recognition
Flexible invoice generation
VAT calculation
ZATCA E-Invoicing Phase 1

Tax Handling

Automated Tax Application: System automatically applies VAT to commercial property contracts while exempting residential properties, ensuring compliance with Saudi tax regulations.

🔄 End-to-End Business Process

1

Property Setup

Create buildings in the system
Add properties with details (type, address, images)
Upload documents (title deeds, certificates)
Configure property attributes

2

Contract Creation

Select tenant (customer)
Choose property from available units
Define contract terms (dates, duration, rent amount)
Add contract lines (rental fee, security deposit)
Apply taxes (commercial) or exempt (residential)

3

Contract Confirmation (Automation Trigger)

System validates contract data
Creates & confirms sale order automatically
Generates ALL monthly accrual journals (draft state)
Contract status changed to 'Confirmed'

4

Monthly Revenue Recognition

At end of each month: accountant posts that month's draft journal
Revenue recognized regardless of payment status
Accurate P&L reporting throughout contract period
GAAP/IFRS compliant accrual accounting

5

Payment Receipt & Invoicing

When payment received from tenant
Create invoice against sale order
Record payment in system
Invoice timing independent from revenue recognition

6

ZATCA Compliant Invoice

Invoice formatted per ZATCA E-Invoicing Phase 1
QR code generated automatically
Bilingual layout (Arabic/English)
Tax compliance validated

🎯 Key Insight: Separation of Revenue Recognition & Cash Collection

The system maintains proper accrual accounting by recognizing revenue monthly (based on contract period) while allowing flexible invoicing based on actual payment timing. This ensures accurate financial reporting while accommodating real-world payment schedules.

📊 Automated Accrual Accounting

Why Accrual Accounting?

Accrual accounting recognizes revenue when it's earned (not when cash is received). This provides accurate financial reporting and ensures compliance with accounting standards (GAAP/IFRS).

System Automation

Upon contract confirmation, the system automatically generates draft journal entries for the entire contract period. Accountants post each month's journal at month-end, ensuring timely and accurate revenue recognition.

Example Scenario

Contract Details	Value
Total Contract Value	SAR 120,000
Contract Period	12 months
Monthly Revenue Recognition	SAR 10,000
Payment Frequency	Semi-annual (2 payments)

Monthly Journal Entry (Posted at Month-End)

Account	Debit	Credit
Accrued Revenue (Asset Account)	SAR 10,000	-
Rental Revenue (Income Account)	-	SAR 10,000

Result: Revenue recognized each month (SAR 10,000 × 12 months = SAR 120,000 total), while invoicing happens only when payments are received (e.g., 2 invoices of SAR 60,000 each for semi-annual payments).

Manual Effort

Eliminated

Accuracy

Guaranteed

Compliance

GAAP/IFRS

✓ ZATCA E-Invoicing Phase 1 Compliance

What is ZATCA E-Invoicing Phase 1?

The Generation Phase of Saudi Arabia's e-invoicing mandate requires all taxable entities to issue tax invoices electronically with specific format requirements, QR codes, and bilingual content. Phase 1 compliance is mandatory as of December 4, 2021.

System Compliance Features

Invoice Format

ZATCA-approved tax invoice layout
Bilingual (Arabic/English) content
Structured data fields
Tax calculation display
Compliant totals breakdown

Required Elements

QR code generation
Unique invoice numbering
Seller VAT number
Buyer VAT number (if applicable)
Saudi address format

Tax Compliance

VAT calculation (15%)
Tax-inclusive/exclusive display
Commercial property taxation
Residential exemption
Credit/debit notes support

📌 Important Note

This system provides Phase 1 (Generation Phase) compliance. Phase 2 (Integration Phase) requires additional API integration with ZATCA systems and is not included in the current implementation.

🏗️ System Architecture

3-Layer Integrated System

📦 Foundation Layer

Property & Operations

Building & property management
CRM & lead tracking
Availability scheduling (Gantt)
Document repository
Knowledge base system

📦 Contract Layer

Rental Contracts & Accounting

Contract lifecycle management
Multi-line contracts with taxes
Automated accrual journal generation
Revenue recognition automation
Payment scheduling & tracking

📦 Compliance Layer

ZATCA E-Invoicing Phase 1

Tax invoice formatting
QR code generation
Arabic/English bilingual layout
Saudi address format support
VAT compliance reporting

Integration Points

All three layers are tightly integrated within Odoo v18 Enterprise, sharing a unified database and ensuring real-time data synchronization across property management, financial operations, and compliance reporting.

💡 Business Impact & Benefits

Area	Current Challenge	System Solution	Business Impact
Property Tracking	Manual vacancy monitoring	Real-time Gantt availability view	Improved occupancy rates
Contract Processing	Manual document creation	Template-based automation	Significantly faster turnaround
Revenue Recognition	Manual monthly journal entries	Automated accrual journals	Complete accuracy, zero errors
Invoicing	Manual invoice creation & formatting	Automated ZATCA-compliant generation	Compliance guaranteed, time saved
Tax Handling	Manual tax calculation & exemptions	Automated commercial/residential rules	Error elimination, audit confidence
Financial Reporting	Manual spreadsheet consolidation	Real-time dashboards & reports	Data-driven decision making
Data Integrity	Disconnected systems & spreadsheets	Single source of truth (Odoo)	Consistent, reliable data

Administrative Time

Reduced

Compliance

Guaranteed

Accounting Accuracy

100%

🔄 Optional: Lead Generation Flow

ℹ️ Secondary Workflow

While the primary business process begins with direct contract creation, the system also supports an optional lead generation workflow for future business development.

A

Website Property Listing

Properties published to public website
Property details, images, and availability displayed
Contact form for inquiries

B

Lead Capture & CRM

Inquiries automatically converted to CRM leads
Lead tracking through pipeline stages
Property association with leads

C

Conversion to Contract

Qualified leads convert to tenant records
Tenant & property information pre-populated
Seamless transition to contract creation (Step 2 of main workflow)

Implementation Flexibility

Current State: Primary focus on direct contract management for existing tenant relationships.

Future Option: Website and lead generation features can be activated when business expands to include marketing and new tenant acquisition.