PROJECT MANAGEMENT ⭐ Featured

PROJECT MANAGEMENT & DEVELOPMENT

The Property Development module is an end-to-end operating environment for planning, controlling, financing, constructing and commercialising real estate development projects. It is designed to connect information that is often kept in separate spreadsheets, project-management tools, BOQ files, contractor records, marketing systems and email threads.

Leaseora Jul 29, 2026 37 min read 8 views

LEASEORA

PROPERTY DEVELOPMENT

Detailed User and Technical Operations Guide

Plan • Budget • Build Teams • Manage Risks • Create BOQs • Compare Contractors • Track Construction • Analyse Markets • Model ROI • Finance • Market • Pre-Lease • Complete

For real estate developers, project directors, quantity surveyors, construction teams, finance teams, marketers and management

Version 1.0 | July 2026

Purpose of this guide

This guide explains how a real estate company can use Leaseora's Property Development module from project inception to completion. It combines plain-language operating procedures with a technical reference based on the models, controllers, services, events, notifications and AI tools supplied for the module.

1 Purpose, Audience and Scope

Item	Description
Primary users	Corporate landlords, property developers, project directors, project managers, quantity surveyors, finance teams, construction teams, marketers, sales teams and executives.
Secondary users	Contractors, external consultants, lenders and other stakeholders who receive assigned access or notifications.
Core scope	Project setup, phases, tasks, teams, risks, BOQ, contractors, BIM, construction progress, documents, market analysis, ROI, scenarios, financing, marketing, leads, pre-leasing, virtual staging, collaboration, AI and completion.
Operational boundary	Leaseora records and supports the company's workflow. It does not replace statutory approvals, professional engineering certification, legal review, quantity surveying sign-off or management approval.
Terminology	This guide uses Real Estate Company, Developer and Corporate Landlord for the organisation managing the project.

Configuration note

Menu labels, field names and available actions may vary slightly by subscription, staff permission or product update. The end-to-end responsibilities and control principles remain the same.

What the module connects

· Project scope - type, location, budget, dates, images, currency and approved description.

· Planning - phases, dependencies, tasks, milestones and timeline.

· People - internal staff, consultants, contractors, assignments and performance.

· Cost control - BOQ, rate schedules, versions, quotes, budgets and actual spend.

· Risk - identified risks, impact, probability, mitigation and escalation.

· Delivery - BIM, construction updates, reports, trends and project health.

· Feasibility - market intelligence, ROI, NPV, IRR, payback and scenarios.

· Financing - lenders, applications, terms, status and recommendations.

· Commercialisation - campaigns, leads, units, applications and virtual staging.

· Governance - documents, comments, activity logs, notifications and final exports.

2 End-to-End Module Overview

Figure 1. Property Development lifecycle in Leaseora

Recommended menu areas

Menu area	Primary purpose
Dashboard / Overview	Portfolio and project KPIs, budget, progress, risks, tasks, predictions and preferences.
Projects	Create, edit, view, complete and export development projects.
Phases & Timeline	Structure work into phases and dependencies and view the Gantt timeline.
Tasks	Assign, prioritise, track, time-log and escalate work.
Team	Create project roles, assign staff and consultants, analyse gaps and export rosters.
Risk Management	Maintain the project risk register and mitigation plans.
Bill of Quantities	Create BOQ sections and items, version documents, compare bids and export.
Contractors	Register contractors, manage bids and evaluate performance.
Construction Progress	Publish updates, milestones, reports, trends and scheduled reporting.
BIM Integration	Upload, view, compare, preview, export and download BIM models.
Documents	Store permits, contracts, drawings, certificates and reports.
Market Analysis	Review location trends, demand, supply, prices and comparative markets.
ROI & Scenarios	Model project returns and compare optimistic, base and pessimistic outcomes.
Financing Marketplace	Browse lenders, apply for financing and track applications.
Marketing & Leads	Run campaigns, integrate platforms, score leads and analyse demand.
Pre-Leasing / Unit Sales	Create units and manage pre-lease or pre-sale applications.
Virtual Staging	Generate staged images, tours and marketing assets for unbuilt or empty units.
AI Assistant	Generate summaries, predict costs, review metrics and ask project questions.

3 Phase 1 - Project Creation and Setup

Steps 1 and 2: create the project record and establish the control dashboard.

STEP
1

Create a Development Project

Primary user: Developer / authorised project administrator

Navigate to Property Development -> New Project. Enter the approved project information and save the project with an initial status of Planning. The project becomes the central record to which all phases, tasks, risks, BOQs, contractors, documents, units and commercial activities are connected.

Field	Purpose	Good practice
Project name	Approved development name and phase.	Use the formal project identity.
Description	Purpose, scope, unit mix and strategic value.	Avoid claims not supported by approved information.
Address / city / country	Project location and currency context.	Confirm country before financial modelling.
Project type	Residential, commercial, mixed-use, industrial or configured type.	The type influences AI templates and recommendations.
Budget	Approved baseline project budget.	Enter in the project currency and control who can edit.
Start date	Approved planned commencement.	Use the current baseline programme.
Estimated completion date	Expected project completion.	Update through controlled change management.
Status	Planning at inception.	Move through approved lifecycle states.
Feature image and gallery	Project renders, site photographs and approved media.	Upload authorised files and record image context.

AI tools available at creation

AI tool	How it helps	Human control
AI timeline suggestion	Suggests a project duration based on type and scope.	Project management reviews dependencies and constraints.
AI phase suggestion	Proposes common phases for the selected project type.	Adapt to the approved delivery methodology.
AI risk assessment	Identifies early financial, regulatory, market and construction risks.	Add owners and mitigation plans.
AI budget allocation	Suggests how the budget may be divided across phases.	Finance and quantity surveying validate all figures.
AI team suggestion	Recommends project roles and composition.	Management confirms availability, qualifications and accountability.
AI financial plan	Produces an initial financing and cash-flow outline.	Treasury and finance validate.
AI milestone suggestion	Proposes major decision and construction milestones.	Project manager approves dates and criteria.
AI location analysis	Reviews location factors and suggests opportunities.	Use alongside professional feasibility and legal due diligence.
AI type enhancement	Adds type-specific detail to the project description and structure.	Review before saving.
AI image organisation	Groups or orders project media.	Confirm accuracy and access rights.

AI is advisory

AI suggestions should be treated as planning support. Final budget, programme, risk, location, team and milestone decisions remain with qualified and authorised professionals.

Project creation checklist

☐	Project name, type and location are approved.
☐	Budget and currency are correct.
☐	Start and estimated completion dates match the approved programme.
☐	Images and project description are authorised for use.
☐	Project status is set to Planning.
☐	Responsible project owner is identified.
☐	Initial AI suggestions have been reviewed rather than accepted blindly.

STEP
2

Review the Project Dashboard

Primary user: Project director / management

Open the project dashboard after creation. The dashboard should provide one management view of budget, progress, tasks, risks, people, construction updates and AI insights.

Dashboard area	Management question answered
Budget vs actual	How much was planned, committed and spent?
Phase completion	Which phases are pending, active, completed or overdue?
Task progress	What work is complete, blocked, due soon or overdue?
Risk summary	Which risks require immediate action?
Team	Who is assigned and where are capability or capacity gaps?
Construction progress	What is the approved completion percentage and trend?
Timeline	Are phase dependencies and milestones on schedule?
AI insights	What emerging patterns, costs or risks require review?
KPIs and predictions	How is project performance changing over time?

At portfolio level, authorised users can review all developments, save filter presets, choose favourite projects, track KPIs, create predictions and maintain dashboard preferences.

4 Phase 2 - Project Phases and Timeline

STEP
3

Define Project Phases

Primary user: Project manager / planner

Break the project into controlled phases such as Planning, Design, Approvals, Foundation, Superstructure, Building Envelope, Services, Fit-Out, External Works, Testing and Handover. Every phase should have an owner, dates, budget, status and clear completion criteria.

Field	Purpose	Control
Phase name	Clear stage of the development.	Foundation.
Start / end date	Approved planned period.	Used in timeline and overdue monitoring.
Budget	Phase-level budget allocation.	Should reconcile to the project baseline.
Description	Scope and completion criteria.	State deliverables, not only activity.
Status	Pending, In Progress, Completed or On Hold.	Update only when evidence supports the change.
Dependencies	Predecessor or linked phases.	Prevents unrealistic sequencing.

AI support for phases

· Duration estimate - proposes a realistic duration using the project context.

· Risk assessment - highlights phase-specific threats and constraints.

· Phase template - suggests a reusable structure based on the project type.

Overdue control

A phase is overdue when its approved end date passes before completion. Record the reason, impact and recovery action rather than changing the date without an approved baseline change.

STEP
4

Build and Optimise the Timeline

Primary user: Planner / project manager

Open the timeline view to see phases and milestones on an interactive Gantt-style schedule. Review dependencies, overlaps, resource conflicts and the effect of delays.

1. Confirm all phases have valid dates and dependencies.

2. Add key decision, procurement and construction milestones.

3. Review the critical sequence and potential resource conflicts.

4. Use AI optimisation as a scenario, not an automatic baseline change.

5. Approve the revised timeline through the company's change-control process.

Figure 2. Project status and supporting controls

5 Phase 3 - Task Management

STEP
5

Create, Assign and Monitor Tasks

Primary user: Project manager / team leads

Tasks convert phase plans into specific accountable work. Every task should be linked to a phase and assigned to a responsible person.

Task field	Meaning	Good practice
Task name	Specific deliverable or action.	Complete structural design review.
Description	Scope, acceptance criteria and supporting information.	State what completion means.
Assigned to	Responsible team member.	Use named accountability.
Due date	Expected completion date.	Align with the phase and milestone.
Priority	Relative urgency.	Use consistently across the project.
Status	Pending, In Progress, Completed or Blocked.	Record blockers and recovery action.
Phase	Parent phase.	Maintains reporting and timeline context.

Task activities and time logs

PropertyDevelopmentTaskActivity records important changes and actions, while PropertyDevelopmentTaskTimeLog records time spent. These records help managers understand workload, delays and the actual effort required.

Task notification sequence

Event	Recipient	Purpose
Task assigned	Assigned member	Confirms ownership and task details.
Status changed	Creator / manager	Provides visibility of progress.
Due soon	Assigned member	Prompts action before the due date.
Overdue	Assigned member and landlord	Escalates delayed work.

Blocked is not abandoned

When a task is Blocked, record the blocking issue, owner, required decision and expected resolution date. A blocked task should remain visible until the constraint is removed or the task is formally changed.

6 Phase 4 - Project Team Management

STEP
6

Build the Project Team

Primary user: Developer / project director

Create project team records for internal staff and approved external consultants. Record role, contact information, specialisation and active status.

Field	Purpose
Name and contact	Identifies the team member and communication details.
Role	Defines responsibility in the project.
Specialisation	Captures discipline or capability.
Internal / external link	Connects staff records or consultants.
Status	Active or Inactive.

AI team tools

· Role suggestions - recommends roles based on project type and scale.

· Team analysis - identifies gaps, duplication or imbalances.

· Skill recommendations - suggests capabilities required for upcoming phases.

Use bulk status updates when several team members join or leave a project, and export the team roster for governance meetings.

Access follows responsibility

A team record does not automatically mean unrestricted system access. Assign permissions separately and apply least-privilege access.

7 Phase 5 - Risk Management

STEP
7

Identify, Assess and Mitigate Risks

Primary user: Project manager / risk owner

Create a live risk register covering financial, construction, regulatory, environmental, market, procurement, health and safety and other project risks.

Risk field	Required meaning
Risk title	Clear name of the uncertain event.
Description	Cause, event and potential consequence.
Category	Financial, construction, regulatory, environmental or configured category.
Probability	Low, Medium or High.
Impact	Low, Medium or High.
Status	Identified, Mitigating or Resolved.
Mitigation plan	Preventive, reducing, transferring or contingency actions.
Owner	Person accountable for monitoring and action.

Risk workflow

1. Create the risk and assign an owner.

2. Rate probability and impact using the company method.

3. Define mitigation and contingency actions.

4. Link actions to tasks or phases where appropriate.

5. Review high-impact risks at management meetings.

6. Update status and evidence until the risk is resolved or accepted.

CurrencyConversionService can convert financial risk values into the chosen reporting currency. AI assessment and recommendations can support prioritisation, but management retains responsibility for risk acceptance.

High-risk escalation

A high-impact risk should trigger prompt review. Do not close a risk simply because the due date has passed; close it only when the threat is resolved, no longer relevant or formally accepted.

8 Phase 6 - Bill of Quantities (BOQ)

STEP
8

Create and Control the BOQ

Primary user: Quantity surveyor / authorised cost manager

The BOQ engine structures project quantities, rates and costs into controlled sections and items. The BOQ can be created manually, imported or generated with AI assistance.

BOQ component	Purpose
BOQ header	Project, client, consultant, date, revision and identification.
Preamble	Measurement rules, assumptions, inclusions and notes.
Sections	Work categories such as Earthworks, Concrete, Masonry, Services and Finishes.
Items	Description, unit, quantity, rate and amount.
BOQ phases	Optional connection between BOQ content and project phases.
Rate schedule	Reference rates used for pricing and comparison.
Summary	Section totals and overall BOQ value.
Status	Draft, Approved or Active.

Recommended BOQ workflow

1. Create the BOQ and approved header.

2. Add preamble and measurement notes.

3. Create sections and line items.

4. Use auto-save while editing.

5. Review calculations and rates.

6. Create a version before major changes.

7. Compare contractor quotes against the BOQ.

8. Approve or activate only after authorised review.

9. Export to PDF or Excel for controlled distribution.

AI BOQ generation

BoqAIService can propose a BOQ using project type, size and location. The generated content is a draft and must be checked by a qualified quantity surveyor for scope, quantities, specifications, rates, local conditions and omissions.

Version before change

Create a new BOQ version before making material revisions. This preserves the approved baseline and provides a clear history for audit, contractor comparison and claims review.

9 Phase 7 - Contractor and Bid Management

STEP
9

Register Contractors and Manage Bids

Primary user: Procurement / project management

Create contractor profiles containing company, specialisation, contact details, licence information and performance history. Contractors can be linked to bids for a project or BOQ.

Record	Purpose
Contractor profile	Identity, company, specialisation, contacts and licence.
Bid	Commercial and technical submission linked to the project or BOQ.
Bid status	Submitted, under review, accepted or rejected according to configuration.
Evaluation	Performance record for quality, programme, cost, safety and communication.

Bid workflow

1. Register or select the contractor.

2. Record the bid against the relevant project or BOQ.

3. Review scope coverage, price, programme, qualifications and risk.

4. Compare bid items with the approved BOQ.

5. Record clarifications and evaluation results.

6. Accept or reject the bid through an authorised decision.

7. Notify the contractor of the status.

Lowest price is not automatically best value

Contractor selection should consider scope compliance, capability, programme, quality, safety, financial strength and risk, not price alone.

10 Phase 8 - Construction Progress and Milestones

STEP
10

Track Construction Progress

Primary user: Construction team / project manager

Post controlled construction updates showing the current approved progress percentage, update type, supporting description and media.

Update element	Use
Progress percentage	Approved overall project or work-stage completion.
Update type	General, Milestone or Delay.
Description	Work completed, issues, decisions and next activities.
Photos / videos	Dated visual evidence approved for the audience.
Milestone	Key deliverable with planned and actual completion information.

Milestone control

· Create milestones with clear completion criteria.

· Update milestone status only when evidence is available.

· Use overdue notifications to escalate missed dates.

· Link recovery actions to tasks and risks.

Reports and automated schedules

ConstructionProgressController can generate and manage progress reports. Reporting schedules can be created, executed immediately and used for recurring stakeholder updates.

Real-time and AI tools

Tool	Purpose	Control
Real-time data	Displays available live or frequently refreshed project data.	Confirm source integrations and data freshness.
Trend data	Shows progress movement over time.	Investigate unusual changes.
Construction insights	Highlights patterns and areas needing attention.	Project team validates recommendations.
Project health analysis	Reviews progress, risk, cost and schedule indicators.	Use as decision support.
Apply suggestions	Applies selected AI recommendations where supported.	Require authorised review before change.

Progress is not self-certified

Leaseora records the percentage and evidence supplied by the company. The platform does not replace professional inspection, certification or statutory completion requirements.

11 Phase 9 - BIM Integration

STEP
11

Upload, View and Compare BIM Models

Primary user: Design / BIM team

Upload Building Information Models and link them to the correct project. Authorised users can open the viewer, generate previews, compare versions, export data, download files or remove obsolete models.

Action	Purpose
Upload	Adds the approved BIM file to the project.
Viewer	Provides an interactive 3D view where supported.
Preview	Generates a visual reference image.
Compare	Shows two models side by side for review.
Export / download	Provides controlled access to model data or file.
Delete	Removes a model according to permission and retention rules.

Model governance

Use clear model naming, revision, discipline, date and status. Do not delete an approved model version if it is required for contractual, audit or as-built records.

12 Phase 10 - Project Document Management

STEP
12

Upload and Govern Project Documents

Primary user: Project administrator / document controller

Store contracts, permits, drawings, certificates, reports and other project records in one controlled document area.

Document category	Examples / purpose
Contracts	Consultant, contractor, supplier, lender or other agreements.
Permits and approvals	Planning, environmental, building and statutory records.
Drawings and specifications	Approved design and construction information.
Certificates	Inspection, testing, insurance or completion evidence.
Reports	Progress, cost, risk, market and management reports.
Templates	Reusable controlled document formats.
Legal documents	Project-specific legal records.

Document control practices

☐	Use a consistent document name, project code, revision and date.
☐	Link each document to the correct project and category.
☐	Restrict sensitive documents to authorised users.
☐	Keep approved records separate from drafts.
☐	Use update rather than uncontrolled replacement.
☐	Retain deleted-document notifications and activity history where required.

Deletion requires care

A document should not be deleted merely because a new version exists. Follow the company's retention, legal and audit policy.

13 Phase 11 - Market Analysis

STEP
13

Analyse Development Markets

Primary user: Development / research / investment team

Use the market-analysis tools to evaluate a location before and during development. The module supports location reports, trends, market comparisons, custom analyses and aggregate statistics.

Capability	Business use
Location analysis	Demand, supply, pricing, absorption and local characteristics.
Trends	Changes in price, demand, supply or activity over time.
Compare markets	Side-by-side review of multiple locations.
Market report	Structured analysis for decision-makers.
Custom analysis	User-defined assumptions and parameters.
Unified dashboard	Market insights alongside project performance.
Refresh market data	Updates information from configured sources.

Data-source dependency

Real-time market insight depends on configured data feeds, coverage and freshness. Verify the date, source and methodology before relying on market data for an investment decision.

14 Phase 12 - ROI Calculation and Scenario Planning

STEP
14

Calculate Project Returns

Primary user: Finance / investment team

Enter land cost, construction cost, financing cost, expected sale or rental value and timeline assumptions. The ROI calculator can compute ROI, NPV, IRR and payback period and save the analysis.

Input	Meaning
Land cost	Acquisition and related approved costs.
Construction cost	BOQ, preliminaries, contingencies and development costs.
Financing cost	Interest, fees and funding charges.
Expected revenue	Sale proceeds or rental cash flows.
Timeline	Cash-flow timing and project duration.
Currency	Project and reporting currency context.

Financial outputs

Metric	Plain-language meaning
ROI	Return relative to the investment cost.
NPV	Present value of projected cash flows after discounting.
IRR	Discount rate at which projected NPV equals zero.
Payback period	Time expected to recover the investment.

AI insights can explain the results and identify sensitivity, but the finance team should validate assumptions, formulas, taxes, financing terms and timing.

STEP
15

Create and Compare Scenarios

Primary user: Finance / development team

Create Optimistic, Base and Pessimistic scenarios using different assumptions for costs, timing, price, demand, financing or sales pace. ScenarioAIService can compare outcomes and highlight the assumptions driving the difference.

1. Create the Base scenario using the approved business case.

2. Create the Optimistic scenario with evidence-based upside assumptions.

3. Create the Pessimistic scenario with realistic downside risks.

4. Compare the scenarios side by side.

5. Review which variables have the greatest effect.

6. Agree contingency actions and decision thresholds.

15 Phase 13 - Financing Marketplace

STEP
16

Browse Lenders and Apply for Development Finance

Primary user: Finance / authorised director

The financing marketplace allows the developer to browse registered lenders, view terms, submit applications and track application status.

Record	Use
Lender profile	Rates, terms, products and available information.
Application	Project, amount, purpose, documents and requested financing.
Status	Submitted, under review, approved, rejected or configured stages.
Metrics	Marketplace and application performance indicators.
AI recommendation	Suggested financing options based on the project profile.

Financing is subject to lender approval

AI recommendations and marketplace access do not guarantee financing. The developer must review lender terms, security, covenants, costs, legal documents and repayment obligations.

16 Phase 14 - Marketing Campaigns

STEP
17

Create and Optimise Development Campaigns

Primary user: Marketing team

Create campaigns for the development with an approved name, budget, dates and target audience. Connect approved marketing platforms where integrations are available.

Campaign field	Purpose
Campaign name	Identifies the project campaign.
Budget	Approved campaign spend.
Start / end date	Campaign period.
Target audience	Defined client or investor segment.
Channels and assets	Platforms, creatives and content used.
Platform integration	Connection data for social media, portals or configured tools.

Campaign controls and AI tools

· Analytics - views campaign performance and channel results.

· Optimisation - suggests changes to targeting and spend.

· Audience insights - reviews likely audience attributes and behaviour.

· Competitive analysis - compares market and competitor activity.

· Recommendations - suggests campaign actions.

· Real-time analytics - uses connected data where available.

· Reports - exports, customises or schedules performance reports.

Platform connection control

Test every marketing-platform connection before launch. Confirm account permissions, data access, tracking and privacy requirements.

17 Phase 15 - Lead Qualification

STEP
18

Capture, Score and Progress Leads

Primary user: Marketing / sales team

Leads from campaigns and other sources are stored as PropertyDevelopmentMarketingLead records. Maintain a complete profile, status, notes and supporting documents.

Lead status	Meaning
New	Lead received but not yet worked.
Contacted	Initial communication completed.
Qualified	Lead meets the agreed criteria.
Converted	Lead progressed to an application or transaction.
Lost	Lead will not proceed; reason should be recorded.

AI scoring can estimate lead quality and conversion probability. Pre-leasing analysis can also review lead quality and predict market demand from aggregated lead data.

Lead-management workflow

1. Capture or import the lead.

2. Assign ownership and record the source.

3. Review profile, need, budget and timeline.

4. Use AI score as a prioritisation aid.

5. Contact the lead and add notes.

6. Update status consistently.

7. Convert qualified leads to unit applications where appropriate.

8. Record a reason when a lead is lost.

18 Phase 16 - Pre-Leasing and Unit Sales

STEP
19

Define Development Units

Primary user: Sales / development administration

Create the units available for pre-leasing or pre-sale. Each unit should have a unique number, type, floor, size, price and status.

Unit field	Purpose
Unit number	Unique identifier.
Unit type	Apartment, office, retail, warehouse or configured type.
Floor	Physical location within the development.
Size	Approved measurement.
Price	Approved pre-lease or pre-sale amount.
Status	Available, reserved, applied, approved, sold, leased or configured status.
Images	Approved unit media.

STEP
20

Manage Unit Applications

Primary user: Sales / leasing team

Prospective clients submit applications for selected units. Review each application, supporting documents and lead history before approving, rejecting or waitlisting.

Action	Meaning
Approve	Application accepted according to company policy.
Reject	Application will not proceed; record the reason.
Waitlist	Application retained pending availability or further decision.
AI unit recommendation	Suggests suitable units based on the lead profile.
Reports / exports	Provides a structured view of unit demand and application status.

Figure 3. Commercial pathway from market analysis to unit applications

19 Phase 17 - AI Virtual Staging

STEP
21

Generate Marketing Visuals for Unbuilt or Empty Units

Primary user: Marketing / design team

Virtual staging can generate images and tours for units that are not yet constructed or are unfurnished. Select the unit and generate staging using approved style and target-market guidance.

Action	Use
Generate	Creates an AI-staged image for a unit.
Recommendations	Suggests staging style based on unit and market.
Virtual tour	Creates a tour using staged assets where supported.
Compare	Displays staged and unstaged versions.
Export	Downloads approved assets for marketing.
Batch generate	Creates staging for several units.

Disclosure and accuracy

Virtual staging should be clearly identified as illustrative where required. It must not misrepresent the final specification, dimensions, views, materials or included furniture.

20 Phase 18 - Comments and Team Collaboration

STEP
22

Collaborate on Project Records

Primary user: All authorised project users

Team members can comment on projects, tasks, phases and risks. Comments support discussion while keeping the context connected to the relevant record.

· Post a comment with a clear decision, question or update.

· Use @mentions for responsible team members.

· Reply in the existing thread rather than creating disconnected messages.

· Use reactions for acknowledgement where appropriate.

· Search comments to locate previous discussions.

· Export comment history when required for review or audit.

Comments do not replace formal approvals

A comment can record discussion, but contractual changes, design approval, budget approval and risk acceptance should follow the company's formal governance process.

21 Phase 19 - AI Project Intelligence

STEP
23

Use the Central AI Assistant

Primary user: Project director / authorised users

PropertyDevelopmentAIController provides a central intelligence layer across the development. The assistant can review available project data and provide summaries, predictions and recommendations.

Capability	Use
Project summary	Generates an executive overview of current project position.
Cost prediction	Estimates final cost from current spend and progress.
Description	Drafts a professional project description.
Development programme	Creates a project programme or brief draft.
Project metrics	Explains key project indicators.
Recommendations	Suggests actions across project dimensions.
AI chat	Answers project-related questions using available context.

Figure 4. AI touchpoints across the module

Verify the source data

AI quality depends on the completeness and accuracy of project records. Missing or outdated budget, progress, risk or task data can produce misleading recommendations.

22 Phase 20 - Project Completion and Final Reports

STEP
24

Mark the Project as Completed

Primary user: Project director / authorised executive

Set the actual completion date and change the project status to Completed only after the company has completed its internal handover, approvals, financial review and close-out requirements.

☐	All required phases are complete or formally closed.
☐	Milestones are finalised.
☐	Outstanding tasks and defects are resolved or transferred to a controlled close-out list.
☐	Final construction and cost reports are available.
☐	Risks are resolved, transferred or formally accepted.
☐	Final BOQ and contractor records are retained.
☐	As-built BIM and documents are stored where required.
☐	Commercial and pre-leasing records are up to date.
☐	Actual completion date is confirmed.
☐	Stakeholders are ready to receive the completion notification.

STEP
25

Export Final Reports and Activity History

Primary user: Project administrator / management

Export the final project report and activity log for management, audit and project close-out. The report should summarise scope, programme, budget, phases, tasks, risks, contractors, construction progress, commercial outcomes and final status.

Completed does not mean records should be deleted

Retain the project, documents, BOQ versions, models, reports and activity history according to the company's legal, contractual and retention requirements.

23 Staff Roles, Permissions and Segregation of Duties

Role	Typical responsibility	Control point
Executive Sponsor / Director	Approves major budget, scope, financing, risk acceptance and completion.	Should not rely only on AI or dashboard summaries.
Project Director / Manager	Controls phases, tasks, timeline, risks, progress and reporting.	Major baseline changes require approval.
Planner	Maintains timeline, dependencies and milestones.	Should preserve approved baseline history.
Quantity Surveyor / Cost Manager	Controls BOQ, rates, versions, cost reports and contractor comparison.	AI BOQ must be professionally validated.
Procurement Officer	Manages contractor profiles, bids and evaluations.	Selection requires authorised review.
Construction Team	Posts updates, milestones, evidence and reports.	Progress should be verified.
Finance / Investment	Manages ROI, scenarios, financing and financial controls.	Assumptions and calculations require review.
Marketing / Sales	Runs campaigns, manages leads, units and applications.	Must use approved pricing and content.
Document Controller	Maintains document metadata, versions and retention.	Sensitive records require restricted access.
BIM / Design Team	Uploads, reviews and compares model versions.	Model status and revision must be clear.

Recommended permission controls

· Use individual accounts and two-factor authentication where available.

· Grant access based on role and project responsibility.

· Separate BOQ preparation, review and approval.

· Separate contractor bid review from final award approval.

· Restrict financing, budget and ROI information.

· Restrict document deletion and project-completion actions.

· Review access when project roles change.

· Use activity logs for sensitive actions.

24 Status and Control Matrix

Record	Typical status	Control purpose
Project	Planning, In Progress, On Hold, Completed or configured states.	Represents the overall development position.
Phase	Pending, In Progress, Completed, On Hold.	Controls phase progress and overdue monitoring.
Task	Pending, In Progress, Completed, Blocked.	Shows individual work status.
Risk	Identified, Mitigating, Resolved.	Shows the risk-management position.
BOQ	Draft, Approved, Active.	Controls cost-document authority.
Contractor bid	Submitted, under review, accepted, rejected or configured states.	Records procurement decision.
Lead	New, Contacted, Qualified, Converted, Lost.	Shows commercial progression.
Unit application	Pending, Approved, Rejected, Waitlisted or configured states.	Shows pre-lease / pre-sale decision.

Status must follow evidence

A status should describe the real approved position. Do not use status changes only to make dashboards look current.

25 Notifications Reference

Notification	Recipient	Trigger
PropertyDevelopmentProjectCreatedNotification	Landlord / Admin	Project created
PropertyDevelopmentProjectCompletedNotification	All stakeholders	Project completed
PropertyDevelopmentProjectStatusChangedNotification	Relevant stakeholders	Project status changed
PropertyDevelopmentPhaseCreatedNotification	Team members	Phase added
PropertyDevelopmentPhaseStatusChangedNotification	Team members	Phase status changed
PropertyDevelopmentPhaseOverdueNotification	Landlord + Team	Phase overdue
PropertyDevelopmentTaskAssignedNotification	Assigned member	Task assigned
PropertyDevelopmentTaskStatusChangedNotification	Task creator / manager	Task status changed
PropertyDevelopmentTaskDueSoonNotification	Assigned member	Task due soon
PropertyDevelopmentTaskOverdueNotification	Assigned member + Landlord	Task overdue
PropertyDevelopmentMilestoneCreatedNotification	Team members	Milestone added
PropertyDevelopmentMilestoneCompletedNotification	Landlord + Team	Milestone completed
PropertyDevelopmentMilestoneOverdueNotification	Landlord + Team	Milestone overdue
PropertyDevelopmentRiskUpdatedNotification	Landlord / PM	Risk updated
PropertyDevelopmentHighRiskFlaggedNotification	Landlord	High-impact risk identified
PropertyDevelopmentTeamMemberAddedNotification	New member	Added to project
PropertyDevelopmentTeamMemberRemovedNotification	Removed member	Removed from project
PropertyDevelopmentContractorBidReceivedNotification	Landlord	New bid received
PropertyDevelopmentContractorBidStatusNotification	Contractor	Bid accepted / rejected
PropertyDevelopmentDocumentUploadedNotification	Team members	Document uploaded
PropertyDevelopmentDocumentDeletedNotification	Team members	Document deleted
PropertyDevelopmentConstructionUpdateNotification	Stakeholders	Construction update posted
PropertyDevelopmentCommentReplyNotification	Mentioned / replied member	Comment reply or mention

Notification count

The supplied specification identifies 23 targeted notification classes in this reference. Delivery channels and exact message content should be confirmed in the deployed environment.

26 Backend Models Reference

Model	Purpose
PropertyDevelopmentProject	Core project record: type, status, budget, dates and location.
PropertyDevelopmentPhase	Project phases, dates, status, budget and dependencies.
PropertyDevelopmentTask	Phase tasks, assignment, priority, status and due dates.
PropertyDevelopmentTaskActivity	Activity history for tasks.
PropertyDevelopmentTaskTimeLog	Time recorded against tasks.
PropertyDevelopmentTeamMember	Project staff, consultants, roles and status.
PropertyDevelopmentRisk	Risk register, probability, impact and mitigation.
PropertyDevelopmentMilestone	Key milestone tracking.
PropertyDevelopmentConstructionUpdate	Progress updates, type, percentage and media.
PropertyDevelopmentBimModel	BIM files, previews and model metadata.
PropertyDevelopmentDocument	Project documents.
PropertyDevelopmentDocumentTemplate	Reusable document templates.
PropertyDevelopmentLegalDocument	Project legal documents.
PropertyDevelopmentComment	Comments, replies, reactions and mentions.
PropertyDevelopmentContractor	Contractor registry.
PropertyDevelopmentContractorBid	Contractor bids and status.
PropertyDevelopmentContractorEvaluation	Performance evaluations.
BillOfQuantity	BOQ header, status and project relationship.
BoqSection	BOQ work section.
BoqItem	BOQ line item, quantity, rate and amount.
PropertyDevelopmentUnit	Development units for pre-leasing or sale.
PropertyDevelopmentUnitApplication	Applications for development units.
PropertyDevelopmentUnitApplicationDocument	Application documents.
PropertyDevelopmentUnitImage	Unit media.
PropertyDevelopmentVirtualStaging	AI-staged unit images and tours.
PropertyDevelopmentMarketingCampaign	Development campaigns.
PropertyDevelopmentMarketingCampaignAsset	Campaign media assets.
PropertyDevelopmentMarketingChannel	Campaign channels.
PropertyDevelopmentMarketingPlatformIntegration	External platform connection records.
PropertyDevelopmentMarketingLead	Marketing leads, score, status and notes.
PropertyDevelopmentMarketingLeadDocument	Documents linked to leads.
PropertyDevelopmentFinancingLender	Lender profiles.
PropertyDevelopmentFinancingApplication	Development-finance applications.
PropertyDevelopmentRoiCalculation	Saved ROI calculations.
PropertyDevelopmentScenario	Optimistic, base and pessimistic scenarios.
PropertyDevelopmentScenarioVariable	Assumptions and variables within scenarios.
PropertyDevelopmentPaymentPlan	Payment-plan records for bookings.
PropertyDevelopmentPaymentMilestone	Payment milestones linked to construction.
PropertyDevelopmentBuildPlan	Build-plan structures.
PropertyDevelopmentTenantBooking	Pre-lease or booking records.
PropertyDevelopmentImage	Project-level images.

27 Controllers and Services Reference

Controller	Main purpose
LandlordPropertyDevelopmentProjectController	Core project create, update, images, AI suggestions, completion and report export.
PropertyDevelopmentController	Project dashboard, risks, ROI, timeline and AI insights.
LandlordPropertyDevelopmentController	Portfolio overview, analytics, KPIs, predictions, filters and preferences.
PropertyDevelopmentPhaseController	Phase create, update and AI duration, risk and template support.
PropertyDevelopmentTaskController	Tasks, assignments, project context and task statistics.
PropertyDevelopmentTeamMemberController	Team records, AI team analysis, bulk actions and export.
PropertyDevelopmentRiskController	Risk register, statistics and currency conversion.
BillOfQuantitiesController	BOQ header, sections, items, versions, AI generation, import and export.
ContractorManagementController	Contractors, bids and evaluations.
ConstructionProgressController	Progress, milestones, reports, schedules, trends and AI analysis.
BimIntegrationController	BIM upload, viewer, preview, compare, export and download.
PropertyDevelopmentDocumentController	Project-document create, update, download and delete.
MarketAnalysisController	Location analysis, trends, comparisons and reports.
RoiCalculatorController	ROI calculations, saved analyses, AI insight and currency.
ScenarioPlanningController	Scenario creation, update, comparison and AI analysis.
FinancingMarketplaceController	Lenders, applications, metrics and AI recommendations.
MarketingCampaignController	Campaigns, analytics, integrations, AI optimisation and reports.
LeadQualificationController	Leads, scoring, notes, status, import and export.
PreLeasingController	Units, applications, lead quality, demand prediction and reports.
VirtualStagingController	AI staging, tours, comparison, export and batch generation.
PropertyDevelopmentCommentController	Comments, reactions, search, mentions and export.
PropertyDevelopmentAIController	Project summary, cost prediction, metrics, recommendations and AI chat.
UnifiedDashboardController	Combined project and market dashboard.
TimelineVisualizationController	Gantt timeline and AI optimisation.

Service	Purpose
AIService (PropertyDevelopment)	Core property-development AI intelligence.
OpenAIService	GPT-powered recommendations, chat and analysis.
BoqAIService	AI BOQ generation.
ScenarioAIService	AI comparison and explanation of scenarios.
AIVirtualStagingService	Virtual staging generation.
RealTimeService	Configured live market and financial data feeds.
CurrencyConversionService	Multi-currency conversion and display.

28 Recommended Operating Rhythm

Frequency / event	Recommended review
Daily	Review overdue tasks, high risks, new contractor bids, construction issues, new leads and application actions.
Weekly	Update phase status, timeline, milestones, construction progress, BOQ changes, project KPIs and team workload.
Monthly	Review budget vs actual, forecast cost, ROI, scenario assumptions, market trends, financing, campaigns and executive summary.
At phase gate	Confirm completion criteria, documents, cost position, risks and approval before moving to the next phase.
At BOQ revision	Create a version, document the reason, review rates and obtain approval.
At contractor award	Record evaluation, approval, final status and notification.
At major delay	Update risk, phase, tasks, milestone, construction report and stakeholder communication.
At completion	Close phases, tasks, risks, BOQ, models, documents, reports and actual completion date.

29 Worked Example - Mixed-Use Development

Scenario

Apex Developments creates 'Central Park Towers', a mixed-use project containing residential apartments, offices and retail units. The company uses Leaseora from concept and feasibility through construction and pre-leasing.

Stage	What happens
1. Project creation	The project is created with type Mixed-Use, approved budget, dates, location, images and Planning status.
2. AI planning	The team reviews suggested phases, timeline, risks, budget allocation, milestones and team structure.
3. Phases	Planning, Design, Approvals, Foundation, Structure, Services, Fit-Out, External Works and Handover are created.
4. Tasks	Design, procurement and construction tasks are assigned with dates, priority and owners.
5. Team	Internal staff, consultants and specialists are added and reviewed for capability gaps.
6. Risks	Planning approval, financing, material price and contractor capacity risks are logged and mitigated.
7. BOQ	The quantity surveyor creates the BOQ, reviews AI-generated content, creates versions and approves the baseline.
8. Contractors	Bids are recorded and compared with the BOQ; evaluations support the award decision.
9. BIM	Design models are uploaded, previewed and compared across revisions.
10. Construction	Progress, milestones, reports and delay notices are posted and reviewed.
11. Feasibility	Market analysis, ROI and three scenarios are updated using current cost, timing and demand information.
12. Financing	The company reviews lender options and tracks a financing application.
13. Campaigns	Marketing campaigns are created for residential, office and retail audiences.
14. Leads	Leads are captured, scored and progressed through New, Contacted and Qualified.
15. Units	Development units are defined with price, size, floor and status.
16. Applications	Qualified prospects submit applications; the team approves, rejects or waitlists.
17. Virtual staging	Residential and office units receive illustrative staged images and tours.
18. Completion	Actual completion is recorded, reports exported and the full activity history retained.

30 Implementation and Onboarding Checklist

Data to prepare

☐	Project portfolio, project names, types, locations and descriptions.
☐	Approved budgets, currencies, dates and baseline programmes.
☐	Existing phases, milestones and task lists.
☐	Team, consultant and contractor records.
☐	Current risk register and mitigation plans.
☐	BOQ files, rate schedules and cost summaries.
☐	BIM models, drawings, permits, certificates and reports.
☐	Market studies, ROI models and financing documents.
☐	Marketing campaigns, channels, leads and unit inventory.

People to assign

☐	Executive sponsor.
☐	Project-development module owner.
☐	Project manager and planner.
☐	Quantity surveyor / cost manager.
☐	Procurement and contractor manager.
☐	Construction-progress owner.
☐	BIM / design owner.
☐	Document controller.
☐	Finance / investment lead.
☐	Marketing / sales lead.
☐	Leaseora onboarding coordinator.

Configuration to confirm

☐	Staff roles and permissions.
☐	Currency context and conversion rules.
☐	Project and phase status values.
☐	Task reminder timing.
☐	Risk-rating method.
☐	BOQ approval and version process.
☐	Contractor bid workflow.
☐	Construction-report schedule.
☐	Marketing-platform integrations.
☐	Notification channels and recipients.

31 User Acceptance Testing and Go-Live

Test area	Acceptance test
Project	Create a test project, upload images, review currency and AI suggestions.
Dashboard	Confirm project and portfolio KPIs display expected values.
Phases	Create dependencies and verify timeline behaviour.
Tasks	Assign a task and test due-soon and overdue handling.
Team	Add and remove a member and verify notifications.
Risk	Create a high-risk record and verify escalation.
BOQ	Create sections and items, version, import and export.
Contractor	Record a bid and update the status.
Construction	Post general, milestone and delay updates and generate a report.
BIM	Upload, preview, compare and download a model.
Documents	Upload, update, download and test access control.
Market	Run a location analysis and verify source / freshness information.
ROI	Calculate and save ROI and compare scenarios.
Financing	Browse lenders and submit a test application where enabled.
Campaigns	Create a campaign and test an integration connection.
Leads	Import or create a lead, score and change status.
Pre-leasing	Create a unit and process an application.
Virtual staging	Generate, compare and export a test asset.
AI assistant	Generate summary, cost prediction and chat response.
Completion	Complete a controlled test project and export the final report.

Pilot before portfolio rollout

Start with one active project and a limited group of users. Confirm data quality, permissions, reporting and workflows before migrating the full development portfolio.

32 Common Issues and Troubleshooting

Issue	Recommended action
Project dashboard appears incomplete	Confirm phases, tasks, risks, team, budget and progress records have been entered and permissions allow access.
Currency looks incorrect	Review project country, currency context and conversion settings.
AI phase or timeline is unrealistic	Review project scope and data; treat the suggestion as a draft and adjust professionally.
Phase shows overdue	Check the approved end date and completion status. Record recovery action or approved baseline change.
Task user cannot see assignment	Review the team record, staff account and project permission.
BOQ total is wrong	Check item quantity, rate, section totals, import mapping and active version.
Contractor quote cannot be compared	Confirm bid items are linked to the correct BOQ or project.
Progress percentage is disputed	Review evidence and the company's approved measurement method.
BIM preview fails	Confirm file type, size, upload completion and viewer compatibility.
Market data is stale	Check the last refresh time and configured RealTimeService source.
ROI result seems unrealistic	Review costs, timing, revenue, financing and currency assumptions.
Campaign has no live analytics	Test the platform integration and confirm tracking permissions.
Lead score seems inaccurate	Review the lead data and use the score only as advisory.
Virtual staging misrepresents the unit	Regenerate using correct unit information and add disclosure.
Project cannot be completed	Check permission, actual completion date and unresolved required workflow items.

33 Frequently Asked Questions

Can one company manage several projects?

Yes. The portfolio dashboard is designed to show multiple developments and project-level detail.

Can a project contain different development types?

Use the configured project type and detailed structure. Mixed-use projects can contain several unit types and commercial activities.

Does AI create the final project programme?

No. It proposes a draft. The project team approves the programme.

Can the BOQ be imported?

Yes. The supplied workflow includes Excel / CSV import and template support.

Can Leaseora compare contractor quotes?

Yes. Contractor comparison can review quotes against BOQ items.

Does BIM replace design software?

No. Leaseora stores, views and compares BIM information; specialist authoring remains in approved design tools.

Can the system calculate ROI in different currencies?

The supplied design includes CurrencyConversionService for multi-currency display. The company's financial assumptions still require validation.

Does the financing marketplace guarantee approval?

No. Lenders make their own decisions and terms must be reviewed.

Can projects be marketed before completion?

Yes. Campaigns, leads, pre-leasing, units and virtual staging support early commercialisation.

Can AI virtual staging be used in adverts?

Yes, subject to company approval and appropriate disclosure that the image is illustrative.

Can comments be used as formal approvals?

No. Use formal approval and document-control processes for contractual or governance decisions.

Can a completed project be reopened?

The supplied scenario does not define a reopen workflow. Confirm the production rule before relying on this.

34 Technical Matters to Confirm Before Production Sign-Off

Area	Confirmation required
Project status enum	Confirm all production values and allowed transitions beyond Planning and Completed.
Phase / task / risk statuses	Confirm exact enum values and transition rules.
Currency source	Confirm project-currency logic, exchange-rate provider, refresh frequency and fallback.
Real-time data	Confirm market and financial data sources, availability, latency and licensing.
AI providers and prompts	Confirm service provider, model, data handling, logging and human-approval controls.
BOQ calculation	Confirm rounding, taxes, currencies, imports and version-locking rules.
BIM support	Confirm supported formats, file-size limits, viewer capability and storage.
Financing applications	Confirm required fields, documents, lender workflow and notifications.
Marketing integrations	Confirm supported platforms, authentication and analytics fields.
Lead scoring	Confirm scoring features, explanations and fairness controls.
Unit application statuses	Confirm exact states and reservation logic.
Notification delivery	Confirm email, in-app, push or other channels and retry behaviour.
Document retention	Confirm deletion, archiving, audit and legal-hold rules.
Project completion	Confirm prerequisites, automatic actions and whether reopening is permitted.
Exports	Confirm CSV, PDF, Excel or other supported formats for each report.

Source basis

This guide is based on the end-to-end scenario and technical references supplied for Leaseora. Items not explicitly defined in that material are identified for confirmation rather than assumed.

35 Quick Reference - 25-Step Operating Flow

1. Create the project with type, location, budget, dates and Planning status.

2. Review dashboard, KPIs, predictions and initial AI insights.

3. Create project phases, dependencies and budgets.

4. Review and optimise the Gantt timeline.

5. Create and assign tasks within phases.

6. Add internal and external project team members.

7. Create and manage the risk register.

8. Create, import or AI-generate the BOQ.

9. Version, approve and activate the BOQ.

10. Register contractors and record bids.

11. Compare bids and record contractor evaluation.

12. Post construction updates and milestones.

13. Generate progress reports and reporting schedules.

14. Upload, preview and compare BIM models.

15. Upload and control project documents.

16. Analyse the project market and compare locations.

17. Calculate ROI, NPV, IRR and payback.

18. Create and compare project scenarios.

19. Browse lenders and submit financing applications.

20. Create marketing campaigns and platform integrations.

21. Capture, score and progress leads.

22. Create development units.

23. Process pre-lease or pre-sale applications.

24. Generate virtual staging and tours.

25. Complete the project, export final reports and retain activity history.

Business value

Leaseora's Property Development module gives a real estate company one connected operating environment for feasibility, planning, cost control, procurement, construction, financing, marketing, pre-leasing and project completion.