Agency

The Agency system incorporates a database of client, occupier, property and applicant information.

Properties being marketed by other agents and other agents' client's requirements can be held. Requirements can be specified in terms of tenure, size, multiple locations and property types. Matching is automatic providing you with a pick list of properties, details of which can either be sent or emailed.

Detailed property particulars can be printed by the system including floor areas, features and digital photographs.

All interest shown in the property can be tracked from viewings and offers made through to the final deal.


Property Records

Comprehensive details relating to commercial property are maintained including the type of property, description, location, floor areas, tenure, rates information, planning details and digital photographs.

Standard phrases on the terms under which the property is being offered, legal costs etc. can be incorporated directly into your sales particulars.

Details of other agents' properties can be recorded and the terms under which they can be offered (e.g. half commission or for retained clients only). Board instruction details can be held including the wording and ordering details for the board and slips.

Particulars and general property listings can be printed. Different formats of the particulars and listings are provided to match your requirements. These reports can incorporate digital photographs.

A comparables database is also held. This is automatically updated with the results of your deals and can hold reported deals from other agents.

Applicant Requirements

Applicant details and their requirements are held on the system. Retained clients and other agent's requirements can also be held.

You can record more than one current requirement for a single applicant. The system also helps you to verify their requirements are still current.

Matching

Matching of applicant requirements to properties can be performed automatically on entry of a new requirement or property. Alternatively you can produce lists of matching properties from a general search.

A matching history of properties to applicants is maintained. From these matching records you can send out particulars, arrange viewings, record offers made and progress to a letting or sale.

Key dates such as the date the details were sent or the date the property was viewed are recorded in the Agency diary. You can set up your own warning and reminder actions (e.g. to prompt for follow-up) to appear automatically in the diary whenever a key date is entered.

Marketing Reports

Marketing reports to clients can be produced on a periodic basis. These summarize marketing activity and interest received in the form of details sent, viewings arranged and offers made. You can also keep track of marketing expenditure.

Fees

Fees can be automatically calculated for individual sales or lettings. The fees are usually calculated as a percentage of the sale price or annual rent although other bases are supported. Fee billing and projection analyses can be produced.

Reporting

A wide range of standard reports are available including internal trading reports, enquiry and viewing reports. The reports can be distributed by email. In addition, it is simple to export the information to word processors or spreadsheets.


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