Track the closing process, stage by stage

The short answer: sales don't fall apart at the negotiation — they die in the paperwork gap between "yes" and keys. Property Agenda tracks every deal through six named stages, from promise agreement to key handover, with document progress and the notary's contact card one tap away, so you always know exactly what's blocking each closing.

Between an accepted offer and a handed-over key sit weeks of documents, bank reviews and notary calendars — and nobody owns that gap except you. The buyer assumes the bank is moving, the bank assumes the notary is waiting on you, and a deal that everyone wanted quietly stalls because one missing document sat unnoticed for eleven days. The fix isn't working harder; it's being able to answer, for every deal, one question in two seconds: what stage is it in, and what's missing?

The six stages from handshake to keys

1. Promise agreement signed — the deal is real and dated.
2. Documents sent to the bank — the financing clock starts.
3. Documents sent to the notary — the legal file is being assembled.
4. Signing at the notary — the appointment everyone has been waiting for.
5. Payment — funds move.
6. Closing and key handover — done, photographed, celebrated.

Naming the stages matters because "in process" hides problems, while "stuck at documents sent to the bank for three weeks" points straight at the phone call you need to make. It also sets expectations with clients: telling a buyer "we're at stage three of six" calms the weekly are-we-there-yet call better than any reassurance ever does.

Working the pipeline in Property Agenda, step by step

1. Link the sale. Client, property, agreed price and your commission — the deal exists as one record from day one.
2. Advance the stage as reality moves. One tap per milestone keeps the timeline true, and every open deal shows exactly where it stands.
3. Track document progress. A counter like 3/4 tells you at a glance which file is complete and which is one paper away from moving.
4. Keep the notary one tap away. The deal carries a notary contact card — call or email without hunting through your contacts mid-errand.
5. Live in the "To sign" view. Filters for In progress, To sign and Closed put the deals nearest the finish line — the ones most worth a nudge today — on their own screen.

Stage tracking is your commission forecast

Because each sale carries its commission from the moment it's linked, the pipeline doubles as a forecast: stages tell you when money is likely to land, and the monthly collected-versus-pending chart tells you how much. A deal reaching "signing at the notary" is income you can nearly count; three deals parked at "documents sent to the bank" are this month's phone calls. The commission tracker guide covers that side in full.

The stages also make handoffs sane. When a colleague covers for you, "the Herrera deal is at documents sent to the notary, file is 3/4, missing one certificate" is a one-line handoff instead of a twenty-minute call. Even working solo, future-you is that colleague: open a deal after two weeks buried in showings and the stage tells you exactly where you left off and who owes what.

Where the closing pipeline fits

Sales tracking is part of the free plan — link a deal, walk its stages and watch document progress without paying anything. It sits alongside the same app's properties, client book, matching and agenda, so the showing that went well in March is the stage-tracked closing in May, with no data retyped in between.