Ask a Dubai brokerage where its RERA permit numbers live and you will usually get one of three answers: a spreadsheet, a shared drive, or a person. All three work until the person is on leave, the drive gets reorganised, or somebody needs to prove something quickly.
This page is about the fourth answer.
Start with the honest limitation
Bitrix24 is not a regulatory system. It does not validate a Trakheesi permit against a government register, and any vendor telling you their CRM does compliance for you is overselling. What a CRM does is hold the record, control who sees it, and make sure nothing expires quietly.
That distinction matters, because a brokerage that believes its CRM is doing compliance stops doing compliance.
What we configure
Fields that match the paperwork. RERA permit number and its expiry, Ejari contract reference, title deed, passport and Emirates ID, trade licence for corporate landlords. On the listing and the deal, not in a note field.
Documents attached to the record. Tenancy contracts and sale-purchase agreements stored against the deal they belong to, with version history, so the current one is never in question.
Expiry reminders that fire before it matters. Permit approaching expiry, Ejari renewal window opening, Emirates ID out of date — surfaced as tasks to a named owner, not as a note somebody might read.
Role-based access. Agents see what they need for their own deals. Compliance sees everything. Landlord identity documents are not casually browsable by the whole floor, which is both good practice and increasingly expected.
An audit trail that writes itself. Every view, edit and upload logged with a user and a timestamp. When somebody asks who changed a contract and when, the answer takes a search rather than an investigation.
Designed with your compliance officer, not for them. We do not arrive with a template. The workflow gets built against how your brokerage actually signs things off, because a compliance process people route around is worse than the spreadsheet you started with.
The renewal exposure nobody tracks
Most brokerages can tell you this month’s pipeline. Very few can tell you how many tenancies are up for renewal in ninety days, or which of those have a landlord who has already said they are selling.
Once contract dates live in the CRM as structured data rather than as PDFs, that report exists. It is one of the fastest pieces of value in a brokerage build, and it comes free with doing the document handling properly.
What stays human
Verification. Judgement on unusual ownership structures. Anything where a regulator would expect a named person to have looked. We automate the chasing, the storing and the reminding — not the deciding.
Show us your current compliance process.
Bring the spreadsheet. We will map what moves into the CRM, what stays manual, and what your compliance officer should still sign off personally.
Frequently asked questions
Can a CRM handle RERA and Ejari compliance?
It can hold and control the paperwork; it cannot do the compliance for you. Bitrix24 is not a regulatory system and does not validate permits against a government register. What it does is store RERA permit numbers, Ejari references, title deeds and identity documents against the right record, control who can see them, fire expiry reminders and keep an audit trail.
How do expiry reminders work?
Permit and contract dates are stored as structured fields rather than buried in a PDF, so the system can act on them. Approaching expiry generates a task assigned to a named owner with a due date, escalating if unactioned. The point is that nothing depends on somebody remembering to check a spreadsheet.
Who can see landlord passports and Emirates ID?
Whoever you decide. Access is role-based: agents see what they need for their own deals, compliance sees everything, and sensitive identity documents are not browsable by the whole office by default. This is configured with your compliance officer during the build.
Can we see which tenancies are up for renewal?
Yes, and it is usually the fastest return on doing documents properly. Once contract dates are structured data, renewal exposure by month becomes a standard report — including which of those landlords have already flagged an intention to sell.
Does this replace our compliance officer?
No, and we would be wary of any vendor suggesting otherwise. We automate chasing, storing, reminding and logging. Verification, judgement on unusual ownership structures and anything a regulator expects a named person to have reviewed stays human.
What about Trakheesi permit numbers?
They are stored and tracked the same way as RERA permits — as a structured field with an expiry, attached to the listing, with reminders and audit logging. The CRM does not validate the number against the government system; it makes sure you always know which listings have one and when it lapses.