Property Agreements: Closing the Deal

A Property Agreement is what actually closes a sale or lease with both sides — the buyer or tenant, and the property owner. Booking the viewing and running the pipeline is only half the job; this page covers the other half, and how the two should fit together.

Sales Agents aren't just running the Listing Leads pipeline — the same agent who booked the viewing is usually the one who creates the agreement afterward. This page is written for whoever does that, not just for Admins configuring the module.

1. What an Agreement Records

Menu: open a property → Create Agreement, or from a lead's Matching/Offer tab

An agreement links three parties: the property, the owner (pulled automatically from the property's own customer record — the owner is a normal CRM contact, not a separate entity), and the buyer or tenant. Commercial terms are tracked separately for each side: an agreed price, plus a commission percentage and total for the owner and another for the buyer, each with its own VAT treatment (not included, inclusive, or exclusive). Key dates include the transaction date, the agreement date, and — for leases — a rent start and end date. Extra fees such as registration or agency fees can be added from a dictionary that automatically offers different options depending on whether the deal is a sale or a rental.

2. The Approval Workflow

Every agreement moves through a fixed sequence of statuses, each gated by its own permission.

1Booked

The agreement is created and saved — the starting point for every deal.

2Manager Approved

A staff member holding the Manager Approval permission signs off internally. This automatically emails the property owner a link into their client-portal view of the agreement.

3Owner Approved

A staff member holding the Owner Approval permission confirms the owner's side is settled and advances the status — see the callout below on how this relates to the owner's own signature.

4Waiting For Payment

Reached by using Generate Invoice, which creates a draft invoice from the agreement's commission total. Requires the standard CRM Create Invoices permission in addition to Property Agreements access.

5Partially Paid / Paid

Set manually, or — if your installation has "auto-change agreement status" enabled — automatically as the linked invoice's payment status changes.

An agreement can also be Cancelled at any point before it's fully paid — this requires both Delete and Approval Control permissions, and is blocked while any non-cancelled invoice is still linked to it.

The owner's digital signature and the "Owner Approved" status are two separate things

The property owner can log into the client portal (or use an emailed signing link, no login needed) to review the agreement and draw a digital signature — this is real and it's tracked on the record. But signing does not by itself move the agreement to Owner Approved. That status change is a separate, deliberate action taken by staff holding the Owner Approval permission. Treat the owner's signature as evidence to check before advancing the status yourself, not as something that advances it automatically.

3. How This Links to a Listing Lead

If the deal started life as a Listing Lead, the agreement workflow is guided by it end to end — you can't accidentally create an agreement while the lead is still open.

The guided flow

Finish the lead first. Take the Listing Lead all the way through the pipeline — Qualifying, Matching, an appointment, a recorded visit verdict — until it reaches Won.
The contact is converted to a Client as part of closing the lead, if they were still a CRM Lead or a Website Lead.
Only then does the agreement window open for that contact — the buyer field on a Property Agreement only accepts Clients.

Searching a phone number always finds the right record — and tells you what's still needed

The buyer search on the Create Agreement form checks Clients, CRM Leads, and Website Leads together, so typing a phone number that belongs to a not-yet-converted Lead surfaces that Lead's name and details instead of an empty result. If the Lead hasn't finished the pipeline yet, you're pointed straight to it — finish the Listing Lead through to Won to convert the contact, then come back to create the agreement. This is what keeps an agreement from ever being created against a pending, unconverted lead.

4. Deposits & Vouchers

A deposit is its own record attached to an agreement, not just an amount field — and it can optionally generate a credit note automatically. A voucher is a separate record attached to a specific deposit, confirming the deposit was properly documented; adding a voucher marks its parent deposit as vouchered. This distinction is exactly what the Command Center's voucher compliance score measures: vouchers issued against deposits collected, counted only for agreements that trace back to a Listing Lead. A deposit can only be removed while the agreement isn't already Paid or Cancelled, and its voucher must be removed first.

5. Sale vs. Lease Agreements

Whether a property is for Sale or for Rent is set on the property itself, and it shapes the agreement in two ways: for a Sale, the running total of deposits is capped at the agreed price, so staff can't over-collect; for a Rent, there's no such cap. The extra-fee options offered on the agreement form also change automatically depending on Sale vs. Rent.

6. Permissions

Permission	Grants
View (own) / View (Global)	See only your own agreements, or every agreement.
Create / Edit / Edit own / Delete	Standard record-level access.
Manager Approval	Advance an agreement from Booked to Manager Approved.
Owner Approval	Advance an agreement from Manager Approved to Owner Approved.
Approval Control	A broader override that can perform every approval step on its own, and is required (with Delete) to cancel an agreement.

Property Agreements has its own permission group under Staff → Permissions, separate from both the base Properties permissions and the Listing Leads permissions — and generating an invoice from an agreement additionally requires the standard CRM Create Invoices permission.

Looking for the pipeline that leads up to this point — Qualifying, Matching, offers, and the visit verdict? That's covered in Leads Management & RevOps and the Admin Guide's Listing Leads section.