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Integrated Real Estate Solutions

User’s Guide

estatixX ERP User Manual

How to Work with the estatixX Environment

This guide explains how authorised users should work with the estatixX ERP environment. It is written as an operational reference rather than a marketing brochure. Menu names follow the current dashboard navigation supplied by the project team.

Individual screen fields, buttons and confirmation messages may change as the platform releases updates. Where a screen-level label differs from this guide, the current production interface and approved system instructions take precedence.

Before First Use

Receive credentials, sign in and review the navigation for your role.

Role-Based Access

Access is granted according to your assigned responsibilities.

Core Workflows

From onboarding to invoice, voucher and allocation processing.

Need Help?

Common issues and the right first action are listed below.

Getting Started

Before First Use

  1. Receive your estatixX access credentials from the authorised system administrator.
  2. Open the approved estatixX login address supplied by your organisation.
  3. Sign in using your assigned credentials.
  4. Confirm that the name and organisation shown on the account are correct.
  5. Review the navigation items available to your role.
  6. Do not attempt to use another person's account.
  7. If a required menu is missing, contact the system administrator rather than requesting another user's credentials.
Working Around the System

Basic Navigation

Dashboard

The starting point for authorised users and a summary of relevant operational information.

Navigation Panel

The main route to the system modules available to your role.

Top Action Area

Quick access to Virtual Inspection, Virtual Meeting, Internal Memo, Live Chat and the signed-in user profile.

Role Dashboard

Users may have access to staff, administrator or specialised dashboard environments according to permissions.

Status Indicators

Use them to distinguish pending, active, paid, outstanding, verified or other system-defined states.

Who Can Do What

User Roles and Access

Role Documented Responsibilities
Staff Member Staff dashboard, raise voucher, respond to memos and access staff resources.
CRS Administrator Client creation and activation, client profiles, subscription settings, client notifications, estate management and holiday greetings.
Finance Manager Bank accounts, payment options, billing categories, invoices, receipts, refunds, expenditure, payment notifications and vouchers.
Marketing Manager Independent marketer registration, activation/deactivation, customer base, downlines, activity reports and marketing resources.
Human Resource Manager Departments, designations, staff records, payroll scheduling and payroll history.
Administrator Broad administrative access but cannot create system users, assign roles or approve vouchers under the supplied role specification.
Super Admin Complete access under the supplied role specification.
Finding Your Way

Dashboard Menu Reference

System Setup
  • Corporate Profile
  • Branch Offices
  • Bank Accounts
  • Payment Options
  • Revenue Categories
  • Expense Categories
  • Document Types
  • Departments
  • Job Roles
  • Automated Greetings
Onboarding Setup
  • Estate Inventory
  • Pending Applications
  • Active Subscribers
  • Plot Allocations
  • Employee Directory
Billing Finance
  • Client Invoices
  • Payment Receipts
  • Payment Alerts
  • Due Reminders
  • Expenditure Ledger
  • Voucher Disbursements
  • Refund Processing
  • Financial Reports
Projects & Tasks
  • Office Projects
  • Task List
  • Task Allocation
  • Workforce Teams
  • Project Report
Marketer Performance
  • Role-specific marketer performance and sales-network information where enabled.
Payroll Management
  • Generate Payroll
  • Payroll History
Remote Sessions
  • Site Inspection
  • Staff Meetings
  • Broadcast Messaging
Admin Governance
  • Resource Hub
  • Voucher Approvals
  • Internal Memos
  • User Roles
  • System Logs
Log Out
  • Securely end the current session, especially on shared or public computers.
How Work Gets Done

Key Operating Workflows

Client Onboarding to Active Subscriber
  1. Receive the client application.
  2. Create or locate the client record.
  3. Review the application and supporting information.
  4. Confirm the selected estate and subscription details.
  5. Activate the client when the responsible officer approves the application.
  6. Configure the applicable subscription/payment arrangement.
  7. Issue the required invoice or payment instruction.
  8. Provide authorised portal access and client communication.
  9. Complete the plot/unit allocation when approved.
  10. Maintain the client record throughout the subscription lifecycle.
Invoice to Payment Receipt
  1. Confirm the client and outstanding obligation.
  2. Create or review the invoice.
  3. Communicate the invoice through the approved channel.
  4. Receive and verify payment.
  5. Record the payment against the correct invoice.
  6. Confirm the remaining balance.
  7. Issue or make available the payment receipt.
  8. Trigger the approved payment notification.
  9. Reconcile the transaction in financial records.
Expenditure Voucher to Disbursement
  1. Staff member raises the voucher with purpose, payee, amount and supporting documents.
  2. Responsible reviewer checks the request.
  3. Authorised approver reviews and approves or returns the voucher.
  4. Finance verifies the approved transaction.
  5. Disbursement is recorded.
  6. The expenditure is reflected in the appropriate financial records and reports.
Estate Inventory to Allocation
  1. Create the estate and approved inventory structure.
  2. Confirm available plots/units and approved prices.
  3. Receive an approved client subscription/application.
  4. Select the correct estate and available plot/unit.
  5. Confirm client and transaction details.
  6. Complete the allocation record.
  7. Issue the applicable allocation documentation.
  8. Update the client's portal/document record where supported.
Staff Task Management
  1. Create the project or operational objective.
  2. Create tasks under the project.
  3. Allocate each task to an accountable person or team.
  4. Set the expected completion point.
  5. Record progress updates.
  6. Review outstanding work.
  7. Close completed tasks and retain the progress record.
Troubleshooting

Common User Issues

Issue First Action Escalation
Cannot see a menu Check that you are using the correct account and role. Contact the authorised system administrator.
Client cannot be activated Review the pending application and required information. Escalate to CRS/Admin if the record remains blocked.
Receipt cannot be entered for the expected amount Check the invoice's remaining balance and transaction history. Finance Manager reviews the account.
Wrong estate or plot selected Stop the transaction before confirmation. Correct through the authorised workflow; do not create duplicate records.
Voucher requires approval Check the approval status and supporting documents. Contact the authorised approver.
Payroll information appears incorrect Check staff records, salary information and deductions before finalising. Escalate to HR/Finance.
Portal access problem Confirm that the client is active and the approved login details were issued. Escalate to the system administrator support route.

Your property business already has the information. estatixX gives your teams a structured place to manage it.

One connected operating environment for managing property, people, money,
clients, projects and sales networks.

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