Follow up on mandates

Without a signed mandate you don’t put a property on the market. In Proppeteer the mandate belongs to the property: you see when it ends, what your commission will be and which legal steps are still open.

Where to find the mandate

Open a property and go to the Details tab. In the Lifecycle block you find the Mandate card with:

• the type (for example Exclusive) and the status (Draft, Running, Fulfilled, Expired, Terminated or Withdrawn)
• the term, with a warning such as Ends in 12 days once the end date is within 30 days
• Expected commission or, after the sale, Earned commission
• Identification (for example 1/2) and whether the Signed document is there

Under Mandate history you find earlier mandates for the same property.

Prepare a mandate

Want to make the owner an offer before they sign?

1. Open the property (in the Prospecting stage).
2. Click Prepare mandate in the Mandate card, or under More actions.
3. Fill in the type, the term, the commission and the Principals (signatories).
4. Click Save draft.

The card now shows Draft mandate (offer to the owner). The defaults for commission, term and protection period come from your agency settings.

Record the signed mandate

You record the mandate when you move the property to For sale or For rent:

1. Move the property to For sale (on the board or with Move to For sale).
2. Choose Activate a prepared draft if you had a draft, or Record the signed mandate.
3. Check the details: Signed on, Signed (At the office, Off-premises or At a distance), Start date, End date, the commission and at least one principal.
4. Click Move.

AI: reads the signed mandate and flags unusual clauses

In the same dialog, click Upload the signed mandate to prefill. The AI reads the document, fills in the empty fields and lists what stands out under Clauses to check, such as No end date found, Tacit renewal without a notice period or Commission differs from your agency default. You don’t retype the mandate and you see right away which terms are worth a second look. The document is added to the property’s documents. You check every value before you confirm.

If a property is already for sale without a mandate, the card shows Mandate missing. Click Add mandate to record it.

Caution

If the owner signed Off-premises or At a distance, they have a 14-day cooling-off period. The card shows Cooling-off until with the date. Within that period you can end the mandate with Withdrawn (cooling-off).

Follow up on the mandate

Click the Mandate card menu:

• Extend or Change price / commission: choose the Change, fill in the new values and the Effective date, and click Save amendment. Every amendment is kept with the mandate.
• Upload signed document: add the signed mandate. As long as it is missing, you see Signed document missing.
• Terminate: choose a Reason and a Date.

Click Identification to fill in the Client identification (AML) for each principal: when and how you checked their ID, the UBO for companies, and the Risk level. If it is incomplete, you get a reminder. The mandate is not blocked.

Mandates that are ending

You don’t need to track end dates in a calendar:

• On the property board, use the All mandates filter to pick Mandate expiring ≤ 30 d, Mandate expired or Mandate missing (properties in For sale / rent without a running mandate).
• A mandate whose end date has passed shows Mandate expired.
• Proppeteer suggests a next step in time, such as “Mandate ends on Nov 15: extend or close?”. See Recommended next steps.

The mandate follows the stage

You move the property…	What happens to the mandate
to For sale / For rent	The mandate becomes Running.
to After sale / After rental	The mandate becomes Fulfilled.
back to For sale (deal fell through)	The mandate runs again.
from For sale to Prospecting or Archive	The mandate becomes Terminated.

The candidate list (lijstbeding)

After a mandate ends, Belgian rules give you 7 working days to send the owner the candidates you introduced during the mandate. That keeps your commission protected if they later sell to one of them.

1. In the menu of an ended mandate, or in the Mandate history, click Candidate list.
2. Check the list. Each candidate shows why they are on it: Visit, Interest or Offer.
3. Click Download PDF and send the list to the owner.
4. Click Mark as sent. You now see until when you are protected.

Caution

The deadline is a legal one. The top of the list shows Send by with the last possible date.

Your agency defaults

An owner or admin fills in the BIV number under Mandates in Settings › Agency, plus the defaults for new mandates: Default commission %, Default duration (months), Default protection period (months) and Commission includes VAT by default.

See also

• Your dossiers from prospecting to closing
• Recommended next steps
• Properties