Listings

A listing is the property record, set up for either a sale or a rental.

Create a listing

1. Check that you are in the right branch, open Listings, and select Create.
2. Choose a user, enter a private reference of 2 to 10 characters that is unique across the organization, and select Sale or Rental. Associates can only choose themselves. Choose carefully: the listing type and branch are fixed after creation, and only Managers and Directors can change the user later.
3. Complete the listing’s edit form, which has Overview, Property, Address, Agreement, and Notes sections.
4. Select the vendor or landlord and their lawyer from the branch’s contacts. Add other parties as the transaction progresses.
5. Enter the published price in whole amounts. For rentals, also choose the advertised period: Night, Week, or Month.
6. Configure the sale commission or rental settings.
7. Open Actions > Photos to upload and order photos and floor plans. Add supporting files or forms from the same Actions menu.
8. Set the listing to Active when it is ready for operational work. Review the public-facing information and enable Publish listing when you want it on your website.

AvaroAI also gives each listing a public reference, shown as its ID.

Property details

The edit form holds the status, property type, rating (the property’s overall value or marketability: Excellent, Fair, Poor, or Not applicable), instruction date, marketing title and description, address, coordinates, plot size and covered area (in your country’s unit), bedrooms, bathrooms, reception rooms (0 if not applicable), parking, and relevant custom fields.

The Description is the marketing pitch for buyers or tenants and is also used for matching, while Additional notes are private and are not. Changing the property details used for matching (type, rating, rooms, parking, sizes, location, published price and period, or description) uses a small amount of credit, so it needs credits available.

Sale commission

Commission can be a Percentage or a Fixed amount. Percentage commission uses the agreement price when present, otherwise the published price. Only set Agreement price when the final price differs from the published price.

Add secondary and tertiary agents, who must exist as contacts, and their commission percentages where relevant. Agent percentages are recorded for reference; reports do not deduct them from your commission.

Create an Incoming / Sale commission / Expected payment on the listing for money due to the agency. When received, mark it Paid and enter the paid date, or use Add partial payment. A completion date or commission amount alone does not record receipt of money.

Rental settings

Complete the landlord, advertised price and period, commission type, and Default commission, which pre-fills new lettings. In the Agreement area, review:

• Rules: suggested minimum stay in nights, maximum occupants, check-in and check-out information, and the default security deposit.
• Pricing schedule: a default rate for each month and its period, independent of the advertised price.
• Property management: the third-party handler if any and the management fee per charge. See Property management.

The pricing schedule supplies initial terms for new lettings using the start month. If that month has no rate, no price is suggested. It does not apply a different seasonal rate to every month within a stay.

Property management

In the listing’s Agreement > Property management area, select a Third-party handler if another business manages it. That business must already be a contact. Leave it blank when your organization manages the property.

The Fee is the amount per charge. It is not a recurring billing schedule. Record each charge as a Management fee payment on the rental listing, where Use agreed amount copies the fee, and add a Management fee follow-up alert to the listing to prompt the next charge. Management-fee payments and alerts are available on rental listings only.

Listing statuses

• Draft: being prepared. Most of the listing’s Actions menu is hidden.
• Active: ready for work. Only an Active listing can receive new viewings, offers, lettings, inspections, and work orders, appear in matching results, or be published to your website and portals.
• Closed or Cancelled: the work has finished or will not go ahead. Existing records stay available, but nothing new can be added. Setting a listing to Cancelled records the cancellation date in its timeline. Only Managers and Directors can reopen a Closed or Cancelled listing, or move it between Closed and Cancelled, and its user cannot be changed until it is reopened.

Keep the status current alongside the agreement dates or individual letting statuses.

Dates and tracking

Instruction, agreement, exchange, and completion dates must be in that order, and they appear in the user’s schedule and calendar. Use Track listing to monitor a property from Home, and View on Google to open the coordinates on a map.

Find buyers and tenants

From a sale listing, choose Find buyers. From a rental listing, choose Find tenants. These show contacts with Buy or Rent ticked respectively, leaving out contacts whose Interest is None or N/A. Results come from the current branch, show a match percentage, and are ordered by match strength, ten to a page. Only reasonably close matches are shown, so an empty result means nothing came close, not that matching failed.

Matching uses the listing’s property description and the contact’s property requirements, with the applicable matching criteria. General notes are not a substitute for either field. Only Active listings appear in matching results.

Matching is a starting point for a conversation, not a guarantee of suitability or availability. Review the scores, the property, and the applicant before arranging a viewing, rather than relying on rank alone.

External matches

Results may also include shared contacts from branches connected to the current branch. An external match shows the other organization and branch, and its call and email actions reach that branch rather than the contact directly. See Networking.

Clone a listing

Use Clone listing when another property should start from an existing record. The clone copies the property details, address, prices, rental rules, pricing schedule, property management settings, description, and custom fields. It begins as Draft with you as its user, a new reference, and zero commission, with tracking, sharing, and publishing turned off. Parties, dates, photos, files, forms, and related records are not copied. An archived listing can also be cloned.

Archive a listing

A listing cannot be archived while it is published on a portal; remove it from the portal first. Archiving a listing also archives everything under it. See Archiving.