Plot Inventory Management for Plotting Companies in Nepal

Every plotting company has one asset that matters more than any other: the list of plots it can still sell. If that list is wrong, you double book, quote old rates and lose buyer trust. This guide explains how to build and maintain a plot register that stays accurate while a project is selling, whether you use a spreadsheet or plotting software.

What every plot record needs

• Project and block. Plots are numbered within blocks or phases, and the same number may exist in two blocks.
• Plot number. Unique within the block and matching the approved layout map you give buyers.
• Area. Recorded in the unit you sell in, for example aana, paisa and dam in the valley or kattha and dhur in the Terai. Keep a square-foot figure too.
• Dimensions and facing. Road side, width of the road in front, corner or inner plot.
• Rate and total price. The rate per unit and the plot total, with the date the rate was set.
• Status. Available, on hold, booked, sold, registered or reserved for the company.
• Buyer and agent. Linked once a booking is made.
• Parent land references. Kitta number and sheet number of the original parcel, for your own reference.

Define statuses clearly

Disagreement about what a status means causes most errors. Write down your own definitions and make everyone use them.

Status	Meaning	Who can change it
Available	Can be shown and booked	Manager
On hold	Promised to a buyer for a short time, with an expiry date	Sales staff
Booked	Token or booking amount received	Accounts after receipt
Sold	Agreement signed and instalment plan active	Manager
Registered	Ownership transfer complete	Manager

The hold status is the one most companies lack. A salesperson who tells a buyer to come back tomorrow with the token should be able to freeze the plot for a defined time, and the hold must release itself afterwards. Without an expiry, plots stay frozen for months and sales are lost.

Keep the map and the register in step

Many companies keep a large printed layout on the office wall with coloured stickers. It is a good sales tool but it becomes outdated within days. Decide that the register is the master and the wall map is updated from it, not the other way round. Software that displays a plot grid with colours by status gives you the wall map for free on any screen, including a salesperson's phone on site.

Rate changes and price history

Rates rise as a project matures, and the buyer who booked in the first month paid the original rate. Store the rate each plot was sold at, not just the current rate. When you revise the rate list for unsold plots, record the date of the change. This prevents arguments and gives you a record of how pricing moved over the project.

Handling cancellations and transfers

Some buyers cancel and some transfer the plot to a relative. Record both as events on the plot, with the reason, the date and what happened to money already paid. Do not delete the earlier buyer. The history may matter later for refunds, disputes or audits. Whatever your refund policy is, put it in the booking agreement and follow it consistently.

Audit the register every month

Once a month, walk through each block and compare the register with the ground and the physical file. Look for plots marked available but with a payment, plots marked sold with no agreement copy and holds past expiry. Fix them the same day. A short monthly audit is far cheaper than discovering a double sale after both buyers have paid.

Roads, drainage and common areas

Not every square foot in a project is sold. Roads, drains, open spaces, a temple site or a water tank plot are part of the layout and affect the saleable area. Keep a short record of these common areas against the project, with their size, so that the total of sold plots plus common areas matches the parent parcel. When the numbers do not add up, you have found either a measuring mistake or an unrecorded sale. The difference is small in a single plot but can be large across a hundred plots, and an honest reconciliation protects you if the municipality or a buyer later questions the layout.

Also record any plot-specific features that influence price: a plot beside a drainage line, one that needs filling, one with an existing tree or one next to a high-tension line. Salespeople who know these facts can disclose them upfront. Buyers who discover them after paying are the buyers who file complaints.

Sharing the register with the sales team

Sales staff need a view, not the whole accounts ledger. Give them the plot grid with status, area, rate and total, and hide buyer payment details. The manager sees everything. Separating views keeps sensitive information safer and keeps salespeople focused on what they can sell today.

Start simple

If you are moving from a spreadsheet, tidy it first so each plot has one row and a consistent plot number, then import. For related sales tracking see our real estate software. To see a plot register in action with your own project layout, message WebsNP on WhatsApp at +977 9846280400 and ask for a demo.

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