Creating and managing deals

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

New in version 1.30.0: stages instead of statuses

A deal no longer has a fixed status. Every deal sits in a stage of a pipeline: the series of steps that your office configures itself. That is why you see the stage in the overview, in the filters, in the dashboard widgets and in the progress bar on the deal page. How pipelines work is explained in Setting up pipelines.

When to use this?

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

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The deals overview

In the sidebar, click Deals. You land on the board with one column per stage.

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The deals board. Next to BUYER/OWNER you choose the pipeline. To its right is the Needs attention button.

Important in this bar:

• BUYER / OWNER: switches between buyer deals (Buy/Rent) and seller deals (Sell/Rent out)
• Pipeline: the dropdown next to BUYER/OWNER. Choose a pipeline or All pipelines
• Needs attention: shows only deals with a Rotting score of 40 or higher. See Rotting
• Select view: saved filter views
• Filter (funnel icon): filters by agent, type, stage, …
• Add deal (top right): split button with dropdown arrow. The menu shows Add deal and Import

You can read more about the board in Pipeline stages and the deals board.

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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 column	Next to each column title there is a + icon. When you click it, the form opens with that pipeline and that stage already filled in.
Shortcut	Cmd+Shift+K (macOS) / Ctrl+Shift+K (Windows/Linux). Since version 1.30.0, only Cmd+K / Ctrl+K opens the search.
Auto on lead conversion	During lead conversion, tick: 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.

Click to enlarge

The Add deal panel. At the top the deal details, below that the search criteria under Property requirements.

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

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

   Type is permanent after creation

   After saving, you can no longer change the type. Made a mistake? Delete the deal and create a new one.

3. Pipeline. Tesoro pre-fills a pipeline. You can only choose pipelines that match the selected deal type. See Which pipeline does a new deal get?.

4. Status (required). Here you choose the stage where the deal starts. You choose from the stages of the selected pipeline.

   Where a buyer deal cannot start

   A new Buy or Rent deal cannot start in a stage that commits the property (for example Reservation), nor in Won or Lost. If you try anyway, you will see “A new deal cannot start here. Start it on one of: …” with the stages that are allowed. This rule does not apply to Sell and Rent out.

5. Assign to (required). Defaults to yourself. Choose a colleague to delegate the deal.

6. Deal value (required). Amount in euros. Appears on board cards and counts towards the total per column.

7. Closing date (optional). Target date on which you expect to close. The date must be in the future.

8. Contacts (optional). Click the person icon and choose a contact. This becomes the main contact. You add more contacts later on the Contact Info tab.

9. Property requirements (search criteria for properties):

   Field	Explanation
   Location	Choose cities or areas, or draw an area on the map
   Type	Property type, multiple possible, required
   Bedrooms / Bathrooms	Dropdowns
   Price range	Min and max (required, Max ≥ Min)
   Construction Size (m²)	Min and max
   Tags criteria	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

10. Advanced criteria (at the bottom). Optional extra filters for advanced users.

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

Chosen a co-broker pipeline?

If you choose a pipeline for collaboration with another office, an extra block Co-broker registration appears. See Co-broker deals.

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The deal board

Each column is a stage of the selected pipeline. Per column you see:

• Column title + total value (sum of all deal values in that column)
• + icon: creates a deal in this stage
• 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)
  • An orange or red triangle if the deal needs attention (see Rotting)

Drag a card to another column to change the stage.

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The detail page

Layout:

• Top bar: Created/Updated date, Back to overview, Edit, and arrow navigation to the previous/next deal.
• Progress bar: clickable steps with the stages of this deal’s pipeline. The stage where the deal currently sits is highlighted.
• Left sidebar: see below.
• Tabs on the right: Activities · Details · Contact Info · Properties (for Buy, Rent and Rent out) or Interested (for Sell) · Tasks · Notes · Emails · Calls · Whatsapp · Meetings · Attachments.

The sidebar

At the top of the sidebar is the name of the deal. Below that you see at a glance what kind of deal it is and who the client is:

Item	What you see
Type label	A coloured square with the kind of deal: Buyer deal, Seller deal, Tenant deal or Landlord deal. If the deal is in a co-broker pipeline, it says Co-broker deal.
Main contact	The name of the client, clickable. If no contact is linked yet, you see an orange warning No contact linked.
Deal Value and Closing Date	The value and the target date. If the closing date is today, it turns orange. If it has passed, it turns red.
Action icons	Call, email, note, appointment, task, file.
Deal Details	With the Rotting score on the right. Below that Property Type, Bedrooms, Bathrooms, Location, Price Range, Assigned agent, Commission and Tags.

Closing date passed? One click

If the closing date is today or has already passed, you can click the date (Update the closing date). The edit form opens with the Closing date field ready to change.

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Changing the stage: three ways

Board: drag

Drag a deal card to another column. Saved immediately.

Progress bar

On the detail page, click a step in the progress bar. Saved immediately.

Edit form

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

Buy/Rent: an Approved property first

Do you want to move a Buy or Rent deal to a stage that commits the property, such as Reservation? Then there must be at least one linked property on Approved. Otherwise you see: “A deal must have at least one approved property before it can commit to it.”

First go to the Properties tab, set a property to Approved, and then try again. Which stages commit the property is explained in What does “Commits the property” mean?.

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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 across seven status columns.

Status	What
Preselect	Automatically preselected by the match engine. First pool.
Rejected by Agent	Excluded by you (does not fit).
Proposed	Presented to the client.
Pending	Client is still considering.
Interested	Client has shown interest.
Approved	Client has approved. Required for a stage that commits the property.
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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The Interested tab on a sale deal

On a Sell deal, the Interested tab appears instead of Properties. There you see which buyers are interested in the property of this sale deal. The tab shows a table with all buyer deals in which this property was offered:

Column	Content
Deal name	The name of the buyer deal
Contact	The client of that buyer deal
Property status	How far the property is in that buyer deal, for example Proposed or Approved
Stage	The stage of the buyer deal
Assigned agent	The agent of the buyer deal
Last activity	The date of the last activity

Active buyers are at the top. Buyer deals in which the property was rejected, and buyer deals that have already been won or lost, appear in grey at the bottom. Click a row to open that buyer deal.

Deals on the property page

On the page of a property you also see the buyer deals in which the property appears (Buy / Rent deals attached). Each deal shows the Property status of the property in that deal. With Filter by you choose a single status.

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Contacts and stakeholders

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

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

Roles you can assign:

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

One person, one list

A contact ID cannot appear as both a contact and a stakeholder on the same deal at the same time.

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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 format
• Tasks: assign tasks to team
• Notes: internal notes
• Emails: compose + tracking
• Calls: call logging (Twilio for live calls)
• Whatapp: with a configured WhatsApp integration
• Meetings: appointments + viewings

The board cards also have quick action icons for the most-used items. Click through directly from the board.

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Editing a deal

1. From the list: hover over 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 stays locked, Contacts you manage via the Contact Info tab.
3. Press Cmd+S / Ctrl+S or click Update.

Unsaved changes

Navigating away with pending 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. 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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Keyboard shortcuts

Key	Action
Cmd+Shift+K / Ctrl+Shift+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 before it can commit to it”

A Buy or Rent deal to a stage that commits the property, without an Approved property. Go to the Properties tab, set one property to Approved, and try again.

“A new deal cannot start here. Start it on one of: …”

You tried to start a new Buy or Rent deal in a stage that commits the property, or in Won or Lost. Choose one of the stages listed in the message.

The closing date is not accepted

The Closing date must be in the future. Choose a date after today.

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Next step

Pipeline stages and the deals boardThe board, the columns and the cards that turn orange or red.

Rotting: deals that need attentionThe score in Deal Details, the explanation per point and pausing a deal.