Your dossiers from prospecting to closing

Every property follows the same path at your agency: you prospect, win the mandate, sell or rent, and close the dossier. Proppeteer follows that path with fixed stages. You see at a glance where each dossier stands and what still needs to happen.

The stages

Stage	What happens in this stage	What you need to get here
Prospecting	You know the property and the owner, but you have no signed mandate yet. The property is not online.	An owner
For sale / For rent	You have the mandate and bring the property to market: documents, photos, publication, visits.	An owner and a signed mandate
After sale / After rental	The sales agreement (compromis) or lease is signed. You work toward the deed or the handover.	The Sales agreement signed (or Lease signed) date
Closed	The deed has passed or the property has been handed over. You wrap up the dossier.	The Deed passed (or Handover) date
Archive	The dossier goes no further, for example because you lost the mandate.	A reason

On the board, where sale and rent share columns, you see For sale / rent and After sale / rental.

The property board

Go to Properties. At the top, under View, choose Board, List or AI search. The Board shows one column per stage, with the number of properties above it. Closed and Archive are collapsed by default. Click them to show them.

Each card on the board shows what you need to follow up on the dossier:

• Sale or Rent, and the assigned agent.
• Last action: when someone last logged a note, call, email, WhatsApp conversation, visit or meeting, or completed a task. After 60 days this turns orange, after 90 days red.
• Owner missing when no owner is linked yet.
• On the market: the number of days on market and whether the property is On website or On portals. Portal sync failed means a portal did not accept the listing.
• After the sale: when the deed is planned (for example Deed in 12 days) and until when the suspensive condition runs.
• The number of suggested next steps. See Recommended next steps.

Filter and sort

• Sale & rent: show only sale or only rent.
• Mine: only the properties where you are the assigned agent.
• No action > 3 months: dossiers that have gone quiet. Ideal for following up or archiving prospects.
• Owner missing: properties without an owner.
• All mandates: filter on mandates that expire soon, have expired or are missing. See Follow up on mandates.

Each column has its own sort order, for example Oldest action first or Deed date (soonest first). In the List view you can also filter on All stages and on Under offer / option.

Note

On your phone you see one stage at a time. Pick the stage at the top and move a property through the card menu.

Move a property to another stage

On the board:

1. Drag the card to another column. Or click the card menu and choose Move to….
2. If the new stage needs extra details, a dialog opens. Fill in the required fields and click Move.

On the property itself:

1. Click the Move to button with the next stage at the top, for example Move to For sale.
2. Under More actions you move the property back (Back to …), Archive it or Mark under offer.

A column the property cannot move to shows Not allowed. For example, you cannot go straight from Prospecting to Closed.

What each step asks for

From → to	What you fill in
Prospecting → For sale / For rent	The mandate: choose Activate a prepared draft or Record the signed mandate. See Follow up on mandates.
For sale → After sale	Sales agreement signed (required). Optional: the buyer, Final price, Planned deed (suggested: 4 months later) and Suspensive condition until.
After sale → Closed	Deed passed
To Archive	A Reason, for example Mandate lost or Owner not interested, and an optional note
One stage back	A Reason
From Archive	Nothing extra: click Reactivate and the property goes back to Prospecting

Every step except archiving needs a linked owner. If there is none, you see This property has no owner yet. Click Add owner.

AI: fills in the details from the signed document

When you move a property to After sale, click Upload the compromis to prefill (or Upload the lease to prefill). The AI reads the document and fills in the empty fields: date, price, planned deed, suspensive condition and the buyer if they are already in your contacts. You don’t retype anything from the PDF, and the document is added to the property’s documents right away. Each field shows how sure the AI is. You check every value and click Move.

Caution

Moving a stage has effects your clients see:

• To Prospecting or Archive: the property goes offline on your website.
• From For sale back to Prospecting: the mandate is terminated.
• From After sale back to For sale (deal fell through): the property becomes available again. The sales agreement date, planned deed and final price are cleared, but stay in the history.

After a move, Proppeteer shows the Suggested next steps for that stage. Nothing happens until you accept them. Read more in Recommended next steps.

Under offer

Do you have an offer or option on a property that is for sale or for rent? Choose Mark under offer (for rentals Mark under option) in the card menu or under More actions. The property stays in For sale and gets the Under offer label. If the offer falls away, choose Offer withdrawn.

The stage sets the status

You no longer pick a property’s status separately: the stage and the Under offer label decide what your website and the portals see. Only properties in For sale / For rent, After sale / After rental or Closed can be online. Read exactly how this works in Property stages and statuses.

The dossier on the property

On a property’s Details tab, the Lifecycle block sits on the right (at the top on your phone):

• since when the property is in this stage, and the Assigned agent (optional)
• the Milestones, such as Sales agreement signed, Planned deed and Final price. You edit them right here.
• the Recommended next steps and the Mandate
• the Stage history: who moved the property to which stage, and when (click Show history)

AI: Where we are, for every dossier

Above that block the AI summarizes the dossier under Where we are: the last contact with the owner, the next deadline, open agreements and signals such as an expiring mandate. When you open a dossier after a week, you are up to speed in seconds, without scrolling through the timeline. The summary only uses what is in the dossier. Check the details in the dossier before you pass them on to a client.

AI: the assistant knows the board

Ask the AI assistant something like “show my prospects without action” and you get a link to the board with the right filters. Say “Kerkstraat 12 is sold, compromis signed on October 3” and the assistant prepares the move. You open the dialog, check the details and click Move. The assistant never moves a property itself.

See also

• Add a prospect
• Follow up on mandates
• Recommended next steps
• Properties
• Property stages and statuses