Creating and managing deals

You can create a deal in seconds: choose a type, fill in the name, assign an agent, select a status. The rest (linking properties, logging communication, progressing through the pipeline) happens on the detail page.

When to use this?

• A qualified lead converts: you create the deal immediately
• You manage 20 ongoing deals and need to move one to Offer
• You import deals from a spreadsheet when switching from another CRM

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The deals overview

In the sidebar, click on Deals. You land on the board (kanban view) with stage columns.

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The deals board with BUYER/OWNER toggle at the top and the purple Add deal button at the top right.

Important in this bar:

• BUYER / OWNER toggle: switches between buyer deals (Buy/Rent) and seller deals (Sell/Rent out)
• Select view: saved filter views
• Filter (funnel icon): filter by agent, type, stage, …
• Add deal (top right, purple): split button with dropdown arrow. Clicking the button opens the form. Clicking the arrow shows menu: Add deal + Import

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Three ways to start a new deal

Method	How it works
Add deal button	Top right of the board. Opens the side panel directly.
+ in a stage column	Next to each column title there is a + icon. Clicking it opens the form with that stage as starting status.
Shortcut	Cmd+K (macOS) / Ctrl+K (Windows/Linux).
Auto upon lead conversion	During lead conversion check: Create deal from contact. See Converting leads.

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The deal form

The panel opens with the header Add deal. Fields with a red asterisk are required.

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The Add deal panel. Top block is deal info, below that the Property Details for search criteria.

1. Deal type (required). Four options: Buy, Sell, Rent, Rent out.

   Type is permanent after creation

   The type cannot be changed after saving. If you made a mistake, delete the deal and create a new one.

2. Assign to (required). Default to yourself. Choose a colleague to delegate the deal.

3. Closing date (optional). Target date on which you expect to close.

4. Name (required, 1 to 100 characters). Appears in lists and on the board card. Examples: Buy - Apartment - Marbella - 500,000 - Jan de Vries.

5. Status (required). The starting stage. For a new Buy or Rent deal, you can only choose from Knowing Property, First Visit, Multiple Visits. For Sell or Rent out, you can choose any stage as the starting value.

   The dropdown shows more than you can choose

   The Status dropdown displays all pipeline stages, including stages where a new Buy/Rent deal may not start. If you try to choose one, the system will refuse upon saving with “For new deals, the status [X] is not allowed”.

6. Deal value (required). Numeric amount in euros. Appears on board cards and is totaled per column.

7. Contacts (optional, multiple possible). Click the person icon on the right and choose one or more contacts. The first becomes the main contact (displays on the board card).

8. Property Details (search criteria for properties):

   Field	Explanation
   Type	Property type, multi-select, required
   Location	Free text or area search
   Bedrooms / Bathrooms	Dropdowns
   Price range	Min and max (required, ≥ 1, Max ≥ Min)
   Construction Size (m²)	Min and max range
   Tags criteria	Select hashtags the property must have
   Condition	e.g. Brand New, Good, Needs Renovation
   New Construction	Filter on new construction
   Views	e.g. Sea View, Mountain View

9. Advanced Prescient Criteria (at the bottom). Optional extra filters via Select attribute + Select operator. This further refines the auto-match for this deal.

10. Press Cmd+S / Ctrl+S or click Submit.

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The bottom of the form: extra Property Details + Advanced Prescient Criteria.

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The deal board

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Each column is a pipeline stage. At the top is the total value of all deals in that column.

Per column you see:

• Column title + total value (sum of all deal values in that column)
• + icon: creates a deal with this stage as starting status
• Deal cards with:
  • Type + property criteria (Buy - Apartment, Villa - Xàbia …)
  • Assigned agent
  • Main contact
  • Deal value
  • Closing date
  • Quick action icons (call, email, task, calendar)

Drag a card between columns to change the status.

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The detail page

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The detail page: progress bar at the top, deal details on the left, tabs for activity/properties/contacts on the right.

Layout:

• Top bar: Created/Updated date, Back to overview, Edit, and arrow navigation to previous/next deal.
• Progress bar: clickable steps Knowing Property → First Visit → Multiple Visits → Offer → Reservation → 10% Contract → Signing DEED → Lost → Won.
• Left sidebar: deal title, Deal Value, Closing Date, action icons (call, email, edit, calendar, task, file), Deal Details (Property Type, Bedrooms, Bathrooms, Location, Price Range, Assigned agent, Tags).
• Tabs on the right: Activities · Details · Contact Info · Properties · Tasks · Notes · Emails · Calls · WhatsApp · Meetings.

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Changing status: three ways

Board: drag and drop

Drag a deal card between columns. Saved immediately. Upon Won: confetti animation.

Progress bar

On the detail page, click on an arrow-shaped step in the progress bar. Saved immediately.

Edit form

Click Edit at the top right (or Cmd+E / Ctrl+E) and choose a different Status in the dropdown.

Buy/Rent restriction: at least one Approved property

For a Buy or Rent deal, there must be at least one linked property with status Approved before you can advance to Offer, Reservation, 10% Contract, Signing DEED or Won. Otherwise, a toast appears: “A deal must have at least one Approved property to advance its progress in the Offer phase.”

First go to tab Properties, drag a property to Approved, and try again.

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The toast that appears when you try to go to Offer too early without an Approved property.

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Linking properties to a deal

Click the Properties tab. You see a mini-kanban with these columns (property status within this deal):

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The Properties tab: properties divided over seven status columns.

Status	What
Preselect	Automatically preselected by the match engine. First pool.
Rejected by Agent	Excluded by you (doesn’t fit).
Proposed	Presented to the client.
Pending	Client is still considering.
Interested	Client has shown interest.
Approved	Client has approved. Required for Offer and beyond.
Rejected	Client has rejected.

Drag a property card between columns to change the status. Or click the action buttons Reject / Propose at the bottom of a card.

Client Portal users

Clients with access to the Client Portal can only move properties between Pending, Interested, and Rejected. Not to Preselect, Proposed, Approved, or Rejected by Agent.

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Contacts and stakeholders

Two types of people associated with a deal (tab Contact Info):

• Contacts: buyer(s), seller(s), tenant(s), landlord(s). One is main contact (displays on the board card).
• Stakeholders: lawyers, notaries, co-buyers, other third parties.

Roles you can assign:

Role	What
Main	Main contact for this deal
Buyer	Buying party
Seller	Selling party
Stakeholder	Third party involved

One person, one list

A contact ID cannot appear in both the contacts list and the stakeholders list on the same deal.

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Activities and communication

Available per deal via the tabs:

• Activities: timeline of everything that happened
• Details: all deal fields in read-only format
• Tasks: assign tasks to team
• Notes: internal notes
• Emails: compose + tracking
• Calls: call logging (Twilio for live calls)
• WhatsApp: if WhatsApp integration is configured
• Meetings: appointments + viewings

On the board cards there are also quick action icons for the most frequently used items. Click directly from the board.

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Editing a deal

1. From the list: hover on the card, click the pencil icon. Or from the detail page: click Edit at the top right (or Cmd+E / Ctrl+E).
2. Change fields. Deal type remains locked, Contacts you manage via the Contact Info tab.
3. Press Cmd+S / Ctrl+S or click Update.

Unsaved changes

Navigating away with open edits gives a warning. Esc closes the panel without saving.

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Importing deals

Available for admins. Open the Add deal dropdown at the top right and choose Import.

1. Upload CSV/spreadsheet.
2. Map columns to Tesoro fields.
3. Status mapping is automatic: “Active” / “New” / “Open” → Knowing Property; “Closed Won” / “Sold” → Won.
4. Verify & Import.

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Deleting deals

Type	Effect
Soft delete	Not visible in lists. Recoverable within the time period in Settings.
Hard delete	Permanent. All linked data gone, not recoverable.

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Shortcuts

Key	Action
Cmd+K / Ctrl+K	Open new deal form
Cmd+S / Ctrl+S	Save
Esc	Close panel without saving
Cmd+E / Ctrl+E	Edit mode on detail page

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Common mistakes

”Deal type cannot be changed”

You tried to change the type of an existing deal. That is not allowed. Delete the deal and create a new one with the correct type.

”A deal must have at least one approved property”

Buy or Rent deal trying to go to Offer (or further) without an Approved property. Go to the Properties tab, drag one property to Approved, and try again.

”For new deals, the status [X] is not allowed”

You tried to start a new Buy or Rent deal directly in Reservation, 10% Contract, or Won. Start at Knowing Property, First Visit, or Multiple Visits.

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Next step

Pipeline stages: each step explained What each stage means, progress rules, using the board effectively.