Once an offer has been accepted on a property, we can go to the sales progression by clicking on the detail of the accepted offer on the property or the contact search profile, or by going to operations >> sales progression and finding it there.
When we get to sales progression page we will see a list of properties and their offers. Up at the top of the sales progression list we have the total list of properties in the sales progression and the combined fee for those properties
To open up the sales progression page for a particular property, click on the 3 dots on the right of one of the offers, and click detail.
At the top we have the vendors details, property details with the accepted offer amount, and the purchaser details.
We can click on any of these to go directly to that particular contact detail or the property profile.
We can click on the email addresses of the respective contacts to send them and email directly. (This will show in the sales progression timeline.)
We can click on the 3 dots on the right of the purchaser details to enter in properties to the sales chain.
If we see a +1 next to a contact name, this means there is an extra vendor or an extra buyer included in the sale, their details will be on the MOS. In this case we have an extra buyer, if we hover over the +1 we can see the contact details.
If at this stage we need to add an extra vendor or an extra buyer on to the sale, we can simply click on the little pink button on the top right of the contact information box.
Then enter in the contact details and click save when you are done. If the contact is already in the system, then you can search the surname or enter in the email address to add in that contact. If this contact isn't in the system, then just enter in the details as you would any other contact. If this contact is being added on the buyers side, then this contact will be added to the current buyers search profile.
Underneath that, on the left, we have the Vendor and Buyer status. These percentages increase as the milestones below are completed. We can also edit the milestones per sale and change the order.
Click here to learn more about Milestones.
To the right of that we have the vendor and buyers solicitor details, these are pulled over from the Memorandum of Sale. A buyers solicitors can also be pulled over from the offer if they were entered in to the offer. If there are no solicitors details, click 'add solicitor details' and add them in to the MOS. As you can see the landline phone is also pulled over and is available to see clearly.
You can click to email or call (on mobile) the solicitor here. (The email will show up in the sales progression timeline.)
When emailing the solicitor directly, you have the ability to CC in 3 extra email addresses on to the email.
You also have the ability to add attachments on to the email. Simply click the paper clip and select the attachments you want to send, either from your computer by browsing your files, or from the documents already in the sales progression in 'Private files'.
Underneath that we have information about the exchange date, completion date, fee, valuer and negotiator, property manager, sales progressor, who the viewing is booked by, who the viewing appointment was for, and branch details. These are pulled over from the property profile and the viewing. If 'Please select a user' is showing. It means that no sales progressor or property manager was selected on the overview of the property profile and you can input it here.
Underneath that we have our internal notes, and the Sales progression timeline. The sales progression timeline shows us when changes to the fee/price have been made, it shows our internal notes, it shows every email that has been sent to either vendor, buyer, or solicitor (from the sales progression), and it shows us every time the MOS has been sent and how it looked at the time of sending. It's a full record of the sales progression in chronological order and everything is time, date and user stamped.
When adding a note, you have the option to also copy that note on to the property timeline, and the applicant timeline if you wish.
To access the MOS timeline, click on the timeline button underneath internal notes.
From here we can see these notes in much more detail by click 'see more'. We can also select if we just want to see the notes of this week, this month, this year or all time. When selecting see more on a note about sending out the MOS, we can then click the eye to see the preview of what was sent at that time.
After we click the eye, we see a full copy of the email that was sent along with any attachments that went along with it and we can click on those attachments to view them.
We also have the ability to pin and unpin items in the MOS timeline that we need people to notice. When we pin an item it goes to the top of the timeline and is highlighted, it also shows on the sales progression near the internal notes. To pin an item on the MOS timeline, simply click the pin on the item.
You will see this moves it to the pinned items section, and it also shows underneath the internal notes on the sales progression.
Sales progression
To unpin items, simply click on the pin that has the strike through it inside your pinned items.
Next we have Private Files, here we can upload any file we think may be useful to our sales progression and MOS. This also automatically pulls in any documents that have been uploaded on to the Private Documents section of the Media tab on the property. It also contains the separate versions of the MOS for the Vendor, Buyer and their respective solicitors, it also contains the property brochure.
We can click on the cloud to upload any documents we wish, and then we can add these to the MOS later. If we click on the 3 lines on the top right of the documents we have there by default, we can see that documents history and all the previous versions of the document.
Once the file history is opened we can click on the eye to see the preview of the previous versions of the document.
From here, we can download and print.
Below the private files, we also have any mortgage documents that were inputted in to the offer, such as proof of funds.
Along the bottom of the screen we have a list of buttons where we can fall through the offer, re-negotiate the offer, go through to the MOS and create an invoice.
We can also create a tasks, this can be useful for sales progressors chasing up properties on the sales chain. For example if a solicitor has said to call them back next week to see if a contract has been received, they can simply create a task to contact the solicitor next week.
We can also view the offer detail. When we click on this we will see all of the information that was entered in to the offer. Such as, if the applicant needs to sell another home in order to buy, solicitor information, broker information, and proof of funds.