Foreign Buyers Property Solutions
Foreign Buyers Property Solutions, a leading real estate expert in South Africa, approached us with a "success problem." Their network of international referral partners was growing fast, but their back-office administration was collapsing under the weight of tracking commissions.
Data lived in fractured spreadsheets and buried email threads. The finance team struggled to track which referrer was tied to which property, what the agreed split was, and—crucially—when the payout was due relative to the Deeds Office registration. This resulted in: - Partner Friction: Partners constantly emailed "Where is my commission?", damaging trust. - Revenue Leakage: Manual calculations led to errors—either overpaying partners or missing payments entirely. - Admin Paralysis: The principal agent was spending valuable time reconciling bank statements against months-old emails instead of closing new deals.
- Deal-Linked Tracking: We created a system where every new property deal is tagged with its referral source and commission structure at the start. - Milestone-Based Triggers: The system monitors the deal progress. As soon as a property transfer is confirmed (Deeds Office registration), the system automatically calculates the final commission amount and flags it for payment. - Automated Transparency: We implemented automated notifications. Partners now receive proactive updates (e.g., "Transfer Registered – Commission Calculation Complete"), keeping them informed without them having to ask. Why This Worked: - Trust Through Transparency: The number one currency in referrals is trust. By proactively notifying partners before they asked, Foreign Buyers solidified their reputation as the most reliable agency to partner with. - Eliminated "Mental Load": The system handles the memory work. Management no longer needs to "remember" a deal from three months ago; the system tracks the timeline perfectly. - Scalability: They can now onboard ten times the number of referral partners without adding a single hour of administrative work.
