How many buyers visited the site last weekend, what was the total vehicle and food expense for those visits, and which associates have outstanding balances from visit advances? If those three questions require three separate systems and a weekend's worth of WhatsApp threads to answer, the site visit tracking isn't working — the expense reconciliation is happening in someone's head and the associate liability is based on trust rather than records.
The Logistics Chain
Vehicle Type, Vehicle No., Driver Name, Driver Mobile No., Travels Name, Starting KM, Closing KM, and Kilometres Travelled document the transportation for each site visit. Real estate developer site visits in India typically involve arranged transport — cars or buses hired for the day to bring buyers from city pickup points to the project site. The starting and closing odometer readings create the verified distance record that cross-checks the fuel expense claim and determines the actual travel cost per visit.
Pickup Point, Pickup Time, Drop Point, and Drop Time log the buyer's full transport itinerary. The pickup and drop times create the service duration record — a driver who claimed a twelve-hour day that starts at 9:00am and ends at 8:00pm is verifiable against the logged times. For visits that involve multiple pickup points across a city before proceeding to the site, each pickup detail goes into the record.
The Buyer and Sales Record
Buyer Name, No. of Persons, Buyer Status, Plot No., and Plot Sqft capture the sales record for the visit. The buyer status field tracks where the prospect is in the decision process — first visit, interested, booked, cancelled. Plot assignment during the visit — the specific plot number and size that the buyer expressed interest in — creates the reservation tracking that connects the site visit to the booking process.
VP Name, AVP Name, SDM Name, SDO Name, and BDO Name document the management hierarchy involved in the visit. For real estate developers with multi-level sales teams, the supervisory chain on each visit determines accountability for the sales outcome and the expense claim authorization.
Contact and Mobile are the buyer contact details — the data that makes follow-up possible after the visit.
Expense Reconciliation and Associate Outstanding
Fuel Expenses, Food Expenses, Toll Expenses, Advance Paid, Paid to, Total Expenses, Fuel Bill, Food Bill, and Toll Bill constitute the visit expense record. The bill attachment fields separate the advance paid from the documented expense, making the reconciliation process clear: advance minus verified bills equals balance due.
Balance to be collected from Associate and Outstanding to be paid to Associate create the accounts payable and receivable record at the site visit level. In property developer sales operations where associates are partially responsible for visit costs, the outstanding balance tracking prevents the accumulation of unrecorded liabilities that create disputes at month-end.
Data Filled Status, Outstanding Status, SVR Status, and Submitted on are the workflow completion fields. SVR — Site Visit Report — submitted status tells the BDM or VP whether the visit has been documented and submitted for management review. A visit without a submitted SVR is a visit without accountability for either the sales outcome or the expenses incurred.