Work that used to live in WhatsApp groups, with owners, boards and reports.
EstateFlow Projects & Tasks is where internal work gets planned, assigned and measured: content, design, sales ops, site coordination, marketing. Tasks carry priority, due time and labels; member-created tasks wait for a head’s approval; multi-team tasks track each party’s part and roll up. Every task and team has a chat room with any-size file sharing, and daily routines capture the fixed responsibilities that never reach a board.
- features
- 12features
- modules
- 13modules
- screens
- 5screens
- webhooks
- 8webhooks
- Design (4)
- In progress
- Copywriter
- In review
- Overall
- In progress · 1 changes-note
- Room
- 38 messages · 6 files (612 MB)
Work lives in WhatsApp groups
- Tasks are voice notes; nobody knows who owns what
- A task spanning two teams has one status that hides who is late
- Files are lost in chat scroll-back
- Performance reviews are opinion
How each part of Projects & Tasks actually works
12 features from the product documentation. Select one to read what it does, the mechanism behind it, the data it holds, the state before and after, and what it connects to.
Teams & projects
Teams with colours and one or more heads; hashtag-style project groups that hold all of a project’s work. Only admins add members; roles stay locked on profiles.
Admin creates teams (heads, members, colour); admins and heads create hashtag-style project groups holding all of a project’s work.
Team, heads, members, colour; project group.
Tasks, Chat rooms, Performance.
Work scattered.
Structured ownership.
Rich task creation
Title, description, free-typed task type with private suggestions, labels, priority (Low / Medium / High / Urgent), due date and time.
Title, description, free-typed task type with private suggestions, labels, priority (Low/Medium/High/Urgent), due date and time.
Task fields.
Assignment, Board, Notifications.
Vague verbal tasks.
Clear, actionable items.
Assignment with live recipient preview
Assign to a whole team, specific people or both. The form resolves and shows exactly who will receive it before you save.
Assign to a whole team, specific people or both; the form resolves and shows the recipient list live before saving.
Assigned teams, individuals, recipient preview.
Notifications, Per-part status.
Unclear responsibility.
Explicit ownership; all notified.
Approval gate
Member-created tasks wait for a head or admin; head and admin tasks are instant. Work intake stays governed.
Member-created tasks wait for head or admin approval; head/admin tasks are active instantly.
Creator role, approval status.
Notifications, Board.
Uncontrolled intake.
Governed work intake.
Per-part status & roll-up
Each assigned team or person marks their own part; the overall task status computes automatically. Members can move work up to In review only.
Each assigned team or person tracks a sub-status; the overall task status computes automatically. Members move work up to In review only.
Per-assignee status, overall status.
Board, Reports.
One status hides who is late.
True multi-party progress.
Board, list, timeline, calendar
To-do → In progress → In review → Done with drag-and-drop, grouping by priority/team/person, filters and search; the same tasks as a list, by due date or on a calendar.
Columns To-do → In progress → In review → Done with drag-and-drop; group by priority, team or person; filters and search; list, timeline and calendar views; task detail panel.
Stages, grouping, filters, views.
Tasks, Dashboard.
Status in heads.
Transparent, flexible tracking.
Command palette
One shortcut to jump to any page or task by name.
A keyboard shortcut opens a search-and-jump palette over pages and tasks.
Pages and tasks index.
Navigation.
Clicking through menus.
Power-user speed.
Changes-required note
Send a task back with a note that shows on the card and notifies the doer. Rework counts feed performance reports.
A head or admin adds a changes note; the card flags it and the doer is notified; rework counts feed reports.
Note, flag, notification, rework count.
Notifications, Reports.
Rework instructions in chat.
Clear, tracked rework.
Real-time chat & file rooms
Private team rooms, shared task rooms auto-created when a task spans teams, group rooms and DMs. Any-size files with inline previews, @mentions, unread badges; admin moderation.
Private team rooms, shared task rooms auto-created when a task spans teams, group rooms and DMs; any-size uploads with previews; @mentions, unread badges; admin moderation.
Messages, files, rooms, mentions.
Tasks, Notifications, Storage.
Chat on personal WhatsApp.
Organised, logged collaboration.
Daily routines
Recurring daily responsibilities with one-tap "done today"; monthly counts and 14-day trends per person.
Recurring daily responsibilities with one-tap "done today"; monthly counts and 14-day trends per person.
Routine, daily completion, trend.
Performance reports.
Routine work invisible.
Measurable daily discipline.
Performance reports
Team completion %, overdue and rework flags; per-person workload, on-time %, routine trend and a drawer with completion ring, pipeline breakdown and recent activity.
Team overview (people tracked, completion %, overdue, rework) and per-person metrics (workload, on-time %, routine trend) with a detailed drawer.
Completion, on-time, overdue, rework, routines.
Tasks, Routines, HR appraisals.
Subjective reviews.
Fair performance management.
Storage lifecycle & activity log
On completion, heavy files are saved to a drive or auto-deleted after 15 days; chat is never deleted, only closed (and reopening reactivates the task). Everything is logged.
On completion the admin is prompted to save heavy files to a drive, otherwise they auto-delete after 15 days; chat is never deleted, only closed (reopening reactivates the task); an activity log runs across tasks.
Files, retention timer, chat state, log.
Rooms, Tasks, Audit.
Storage bloat, lost history.
Controlled storage, full auditability.
13 modules, switched on per role. Admins configure rules; everyone else sees only what applies to them.
- Teams & Projects
- Task Creation
- Assignment & Approval
- Per-Part Status
- Checklists
- Board & Views
- Command Palette
- Chat Rooms & Files
- Daily Routines
- Performance Reports
- Dashboard & Notifications
- Storage Lifecycle
- Activity Log
One file, start to finish.
A realistic sequence from the documentation, with the state before and after each step. Names and numbers are illustrative.
Board, tasks, chat rooms and notifications on the phone; one-tap routine completion.
- 01
Create
Marketing head creates "Phase 3 launch brochure", High priority, due Thursday 5 pm, assigned to Design team plus the sales copywriter.
- 02
Preview and notify
The recipient preview lists 4 designers and 1 copywriter. All five get a push; a shared task room opens because two teams are involved.
- 03
Work
The copywriter marks their part In review on Tuesday. Design’s part is In progress; the overall status stays In progress.
- 04
Send back
The head returns the draft with "payment plan table needs Category C". The card flags it; the designer is notified.
- 05
Complete
Both parts reach Done on Thursday 3:10 pm. The admin is prompted to save the 480 MB print files to the drive.
- 06
Measure
The monthly report shows Design at 91% on-time with 3 rework flags; the copywriter’s daily routine streak is 22 of 22.
Projects & Tasks, screen by screen
Click the sidebar to move between the overview, lists, records, boards and the settings that drive the rules. Sample data on real layouts.
Work overview
All teams · Week 37 · 146 open tasks| Task | Team | Owner | Priority | Due | Status |
|---|---|---|---|---|---|
| Phase 3 brochure v2 | Design | H. Raza | High | Thu 17:00 | Changes required |
| Dealer kit — Al-Noor | Sales ops | M. Zain | Urgent | Yesterday | Overdue |
| Site photos, Block F | Site coord. | T. Mehmood | Medium | Today | In review |
| September newsletter | Content | A. Fatima | Low | Fri | In progress |
Board · #phase3-launch
Group by team · 31 tasksPhase 3 launch brochure
#phase3-launch · High · due Thu 17:00 · created by Marketing head- Mon 10:14Created · assigned to Design team + A. Fatima · 5 recipients notified
- Tue 15:20Copy part marked In review by A. Fatima
- Wed 11:00Sent back: “payment plan table needs Category C” · H. Raza notified
- Wed 16:40Draft v3 uploaded (480 MB) · preview available
- Thu 15:10Expected: both parts Done → admin prompted to save files to drive
- Labels
- brochure · print · phase-3
- Type
- Design deliverable
- Approval
- Auto (head-created)
Performance · September
Admin view · 46 people| Person | Team | Workload | Completion | On-time | Overdue | Rework | Routine (14d) |
|---|---|---|---|---|---|---|---|
| H. Raza | Design | 11 | 91% | 86% | 1 | 3 | 12/14 |
| A. Fatima | Content | 9 | 96% | 94% | 0 | 0 | 14/14 |
| M. Zain | Sales ops | 14 | 78% | 71% | 3 | 1 | 9/14 |
| T. Mehmood | Site coord. | 7 | 100% | 100% | 0 | 0 | 14/14 |
| S. Ali | Design | 8 | 88% | 80% | 1 | 2 | 11/14 |
Daily routines & workspace rules
Per team- 09:30
- Check unassigned leads
- 13:00
- Update dealer holds
- 18:00
- Post daily bookings summary
- Member tasks
- Require head approval
- Member moves
- Up to In review only
- Multi-team tasks
- Shared room auto-created
- Overdue alert
- At due time + daily
- On completion
- Prompt admin to save to drive
- Auto-delete
- Heavy files after 15 days
- Chat
- Never deleted · closed/reopenable
Scheduled to email or exported to Excel and PDF. Every report drills down to the record.
- Team overview: completion %, overdue, rework flags
- Per-person workload, on-time %, routine trend
- Pipeline breakdown by stage
- 14-day routine trends
- Activity log
Who uses it, and what each role sees
Access is scoped by role, team and field. A dealer never sees another dealer’s file; an agent never exports the database.
Member
Own tasks by Overdue / Today / Upcoming; can move work up to In review
Team head
Team board, creates and approves tasks, sends back with notes
Admin
Teams, projects, members, performance reports, storage decisions
Management (read-only)
KPIs, team progress and overdue lists
| Module | View | Create / edit | Approve | Export | Configure | Delete |
|---|---|---|---|---|---|---|
| Teams & Projects | OwnOwnTeamAll | OwnOwnTeam— | ——Team— | ——Team— | ———— | ———— |
| Task Creation | OwnOwnTeamAll | OwnOwnTeam— | ——Team— | ——Team— | ———— | ———— |
| Assignment & Approval | OwnOwnTeamAll | OwnOwnTeam— | ——Team— | ——Team— | ———— | ———— |
| Per-Part Status | OwnOwnTeamAll | OwnOwnTeam— | ——Team— | ——Team— | ———— | ———— |
| Checklists | OwnOwnTeamAll | OwnOwnTeam— | ——Team— | ——Team— | ———— | ———— |
| Board & Views | OwnOwnTeamAll | OwnOwnTeam— | ——Team— | ——Team— | ———— | ———— |
Own = only records assigned to me · Team = my team’s records · All = the whole organisation. Field-level rules can further hide price, owner or CNIC per role.
Toggle to see how each control changes the posture score. Defaults shown are our recommended configuration.
Every action writes an entry with actor, entity, before and after value and time. Entries cannot be edited or deleted, only exported. Try it: perform an action.
- 12:04:11S. KhanBooked plot 14-C · Projects & Tasks
- 12:03:48SystemLock acquired · unit 14-C
- 11:58:02A. ButtApproved discount 5% · AP-2291
- 11:41:30H. MalikExported leads (team, 84 rows)
- 11:20:15AdminChanged role: F. Noor → Field agent
- 10:15:07SystemBlocked transfer · GV2-0930 (defaulter)
What happens without anyone clicking
Rules run the routine work. Flo, the AI assistant, handles the parts that need language or judgement, and every AI action is logged.
Automations
- Status roll-up from parts
- Approval routing for member-created tasks
- Recurring daily routines
- Overdue alerts
- Heavy-file auto-delete 15 days after completion
Flo in Projects & Tasks
- Task summaries
- Workload balancing suggestions
- Priority suggestions
Outbound WhatsApp uses approved templates. Low-confidence cases escalate to a person.
Connects to anything, not just the list
Every connector in the catalogue, the full REST API and a webhook for every state change. If it has an API, EstateFlow talks to it.
Every connector below is available to Projects & Tasks. Those most used with it are highlighted; anything not listed connects through the REST API, webhooks or Zapier / Make / n8n.
- Zameen
- Bayut
- Graana
- OLX Property
- Meta Lead Ads (Facebook, Instagram)
- Google Ads lead forms
- TikTok lead forms
- Website forms
- Landing-page builders
- Chat widget
- QR / offline import (CSV, Excel)
- WhatsApp Business API (Meta Cloud API or any BSP)
- SMS gateways (Telenor, Jazz, Zong, Ufone, Twilio)
- Email (SMTP, Gmail, Outlook, SendGrid)
- VoIP / cloud PBX (SIP, Asterisk, Twilio Voice)
- Call tracking numbers
- Push notifications (FCM, APNs)
- Payment gateways (PayFast, Safepay, JazzCash, Easypaisa, Stripe)
- Bank transfer / IBFT references
- Pay links
- Bank statement import (CSV, MT940)
- Bank feeds (Enterprise)
- POS terminals
- QGIS projects (.qgz)
- PostGIS
- GeoServer (WMS / WFS)
- Shapefile, GeoJSON, KML, DXF / CAD import
- Mapbox, Leaflet, OpenLayers clients
- ArcGIS / Esri (Enterprise)
- Satellite imagery providers
- GPS from field devices
- QuickBooks
- Xero
- Sage
- Odoo
- Tally
- SAP / Oracle / Dynamics (Enterprise)
- FBR e-invoicing
- Excel / CSV export for any ledger
- CNIC OCR
- NADRA verification partners
- DocuSign
- Adobe Sign
- PandaDoc
- Google Drive
- OneDrive / SharePoint
- Dropbox
- S3-compatible storage
- Biometric devices (ZKTeco, Hikvision)
- Bank payroll files
- Google Workspace / Microsoft 365 directories
- SSO: SAML, OIDC, Azure AD (Enterprise)
- Boom barriers & RFID
- ANPR cameras
- Smart meters (electricity, water, generator)
- IoT sensors (MQTT)
- Sales-centre kiosks & touch tables
- Digital signage
- Power BI
- Tableau
- Looker Studio
- Metabase
- Zapier
- Make
- n8n
- Google Sheets
- Slack / Teams alerts
- Everything in the UI is available through the REST API: read, create, update, and the same approvals and locks apply.
- Every state change emits a webhook within seconds, with a signed payload and automatic retries.
- Per-organisation API keys with scopes per module; OAuth 2.0 for partner apps; rate limits published per plan.
- JSON over HTTPS, cursor pagination, filtering and sorting on every list endpoint, bulk endpoints for imports.
- Sandbox organisation for testing; OpenAPI 3.1 specification and Postman collection; changelog with versioned endpoints (/v1).
- /v1/teams
- /v1/projects
- /v1/tasks
- /v1/checklists
- /v1/rooms
- /v1/files
- /v1/routines
- /v1/performance
Each resource supports list, get, create, update and (where allowed) delete, with the same permissions and approvals as the UI.
/v1/tasksCreate a task from an external trigger (e.g. new booking → dealer kit)
/v1/performance?team=design&month=2026-09Performance metrics for HR
curl https://api.estateflow.live/v1/tasks \
-H "Authorization: Bearer ef_live_•••" \
-H "Content-Type: application/json"- task.created
- task.approved
- task.status_changed
- task.changes_requested
- task.completed
- message.posted
- routine.completed
- file.expiring
Every state change in every product emits an event. Subscribe per event type, per project or for the whole organisation. Signed with HMAC-SHA256, retried with backoff for 24 hours, replayable from the dashboard.
POST https://your-server.example/estateflow
X-EstateFlow-Signature: sha256=3c9a…12ff
Content-Type: application/json
{
"id": "evt_01J8Z6M9QK",
"type": "booking.created",
"occurred_at": "2026-09-06T07:04:12Z",
"organisation": "green-valley",
"data": {
"booking_id": "BK-2026-0417",
"unit": { "id": "14-C", "project": "phase-2", "block": "C", "size": "10 Marla" },
"customer": { "id": "c_88112", "name": "Ahsan Raza" },
"plan": "36m-cat-b",
"net_price": 4441250,
"agent": "u_0142",
"dealer": "d_al-noor"
}
}Connected EstateFlow products
- Construction & StoreFrom BOQ to closeout, with the site store on the same ledger.
- CRMEvery lead answered in seconds, tracked to booking.
- HR & PayrollAttendance from the field, payroll with commissions, payslips on the phone.
- Documents & ContractsAgreements, deeds and receipts that generate themselves, signed with a trail.
- Agent & Buyer AppsThe CRM in the agent’s pocket. The scheme in the buyer’s.
Projects & Tasks runs standalone or with the rest of the suite on the same database. Quotes are per organisation, based on users, plots and files.
- Demo on your own data
- Data migration from spreadsheets or your current system
- Onboarding and WhatsApp template approval
About Projects & Tasks
01 Why an approval step on tasks?
It keeps work intake governed. Members can propose work; heads and admins decide what enters the board. Head- and admin-created tasks are active immediately.
02 What happens to large files after a task is done?
The admin is prompted to save them to a drive. Otherwise heavy files auto-delete 15 days after completion. Chat history is never deleted, only closed.
See Projects & Tasks on your own data.
A 45-minute demo on your own data. We load a sample of your inventory and files before the call, so you see your plots, your plans and your numbers, not a sample scheme.
- One block of your scheme digitised on the live map
- A booking → schedule → WhatsApp reminder, end to end
- A file transfer with the lock and dues check
- A rollout order and a written quote within two days