Sales: selling units and properties

Sales follows a sale from a buyer's first interest to a completed, paid sale: units listed for sale, buyer leads, sale orders and their approval, quotations, and sale payments. After a sale it lets you remove the unit or property from your portfolio without losing its history or the money still owed on its old leases.

Turning Sales on

Sales is off in every workspace, old or new, until a workspace admin turns it on under Settings → Configuration → Modules. It is included in the Solo, Starter and Professional plans and during the free trial; on the Free plan the switch is replaced by a lock and an upgrade link.

Once it is on, Sales appears in the sidebar for anyone whose role holds a Sales permission (see Permissions), and always for a workspace admin. Sales settings, the button at the top of the Sales page, can be changed by a workspace admin only.

Sales is marked Beta: it is new and still being refined. It works, but if something does not behave as you expect, tell us.

Sales depends on no other module: it works with Team, Reports or the accounting integration turned off, and works alongside all of them when they are on.

The Overview tab

The Sales page has six tabs: Overview, Orders, Quotations, Leads, Listings and Sold.

The Overview tab opens on what is waiting for someone: orders awaiting approval, quotations that lapse within 7 days, accepted sales still to be closed, and overdue installments. Each line opens the list it counts. Beside it, Money shows what buyers have paid to date and what they still owe (with the overdue part), and below, the pipeline counts each step from lead to sold.

Units listed for sale

On the Listings tab, choose List for sale and pick a unit or the whole property, with its asking price and deed number. A listing follows its orders: Reserved when a quotation is accepted, Sold when the sale completes. You can Withdraw a listing or List again by hand.

While a unit is for sale and empty, the dashboard does not count it as vacant: it is left out of opportunity cost and occupancy, and shows on its own Held for sale line. That starts the day you list it, or the day a buyer accepts a quotation for it, and ends when it is sold or withdrawn. Past periods keep what they showed.

Buyers and leads

A buyer is an ordinary contact carrying the Buyer tag. A contact gets it when you add them as a lead, or when you tick This contact is a buyer on the contact. The same contact can be a tenant elsewhere, and the tag does not change their stage in the rental pipeline. In Contacts, the Buyers only filter lists buyers alone, and a contact's page has a Purchases section with the sale orders where they are the buyer.

The Leads tab is a board by stage: New, Contacted, Viewing, Negotiating, Won, Lost. Add a New lead, record what they are interested in, their budget, where they came from and the next follow-up date, then choose Create sale order to start an order from it.

Sale orders and approval

A sale order is the deal itself, numbered in your workspace like SAL-12. It holds:

• The buyer, and the seller (the property's owner by default, which you can change).
• The units, or the whole property.
• The price per unit, and any discount.
• VAT, Real Estate Transaction Tax and brokerage commission (see Taxes).
• The payment plan: paid in full, or a down payment plus installments that must add up to the total exactly.

Send the order with Submit for approval. That starts the Sale Order Approval workflow: by default the accountant checks the price and tax, then the general manager approves. The steps appear on the Tasks page and notifications arrive at every step or return. You can change the steps under Settings → Configuration → Workflows.

If your workspace is set up as Just me, every sales workflow is a single step: an order is approved the moment you submit it, a sale completes the moment you accept the quotation, and a payment counts the moment you record it.

If a deal falls through, choose Mark lost, or Cancel order for one created by mistake. Either way the units are released, payments not yet verified are declined, and it cannot be undone.

Quotations

Once approved, choose Issue quotation. It gets a number like SQT-31. You choose its language (Arabic, English or both) and how long it is valid.

The quotation carries your workspace logo and document banner (from Settings → Configuration → Branding), the seller's details (an individual, or a company with its CR and VAT numbers), the buyer's details, the units with deed numbers and areas, the prices and taxes, the payment plan, the bank account to transfer to, and terms and conditions. If your office markets the sale on the owner's behalf, its name, CR and FAL licence number print in a "Marketed by" block.

Add your bank accounts and marketing offices in Sales settings (the button at the top of the Sales page; only a workspace admin can change them). You can keep as many of each as you need and mark one of each as the default. A new sale order starts with the defaults, and you can pick a different account or office, or none, on the order itself. Each quotation keeps the details it was issued with, so editing or deleting an account later never changes a quotation a buyer already has.

A quotation is frozen when issued. Downloading it months later gives the same document, even if the buyer's details or the price have changed since. It is a quotation, not a tax invoice.

Two days before a quotation expires you are reminded, and when it expires it is marked Expired and the order can be quoted again. If the buyer says no, choose Decline on the quotation; you can issue a new one later.

Accepting and closing a sale

When the buyer agrees, choose Accept on the quotation. Before you confirm with Accept quotation, the dialog asks what happens After the sale (see below), the Deed transfer date and New deed number if you have them, and the signed quotation (required if Sales settings say so). You can fill in or correct the deed details later under Closing details on the order page, until the sale completes. On acceptance:

• The units are reserved: other orders on them can still be drafted and quoted, but not accepted.
• The Sale Closing workflow starts: by default the lease manager confirms the sale, the accountant verifies the down payment, then the general manager approves.

When the workflow completes the order is Sold, and competing orders on the same units close and their owners are told.

A sold unit leaves your portfolio at the end of its deed transfer day, or on the day the sale completes if no deed date was recorded.

After the sale: remove from the portfolio, or keep managing

You choose what happens after each sale, and the default is Remove from portfolio:

• Remove from portfolio: the unit (or the whole property) disappears from your lists and the dashboard and no longer counts toward your plan limits, and its page and history stay complete. Past periods do not change, because the unit counts up to the day it was sold.
• Keep managing (whole property only): the property stays in your portfolio, the buyer is recorded as its owner, and you keep managing it for them.

Keep managing is offered only when a whole property is sold. A property has one owner, so a single unit sold to a new owner leaves your portfolio.

Removal does not happen while the unit has a live lease (including an expired lease that has not been closed yet) or an open lease offer. The sale still completes, the unit stays, and you are told what to close; then you remove it from the order page, which takes the Manage sales permission. A unit or property that is on a sale order cannot be deleted, so the sale keeps its record.

When units are removed, their recurring tasks stop, residents lose portal access, open maintenance requests can still be finished, and open receivables stay on the Receivables page. To find them again, use Show removed units or Show sold properties in the lists. On a removed unit's or property's page, a workspace admin can choose Return to portfolio, as long as your plan has room for it; the sale order then shows it as returned. Recurring tasks and resident access are not switched back on automatically.

Sale payments

After acceptance, choose Record payment on the order page: amount, date, payment method, optionally the installment it pays, and a receipt. Each payment goes through the Sale Payment Verification workflow before it counts; by default the accountant records it and the treasurer verifies it. Overdue installments show on the dashboard and you get an in-app notification when one falls due unpaid. Nothing is sent to the buyer.

Taxes: VAT, RETT and commission

Every sale order has its own tax settings, with defaults from the Sales settings:

• VAT: not applied by default, because property sales in Saudi Arabia are generally exempt. You can turn it on and set the rate.
• Real Estate Transaction Tax (RETT): 5% of the net price by default, with who bears it (buyer or seller), or an exemption and its reason.
• Brokerage commission: a rate or a fixed amount, with VAT on it and who pays it.

The system calculates RETT and commission and prints them on the quotation, but neither is part of the total payable to the seller, and the system does not file any tax return for you. Check the tax treatment of each sale with your accountant.

Odoo integration

With Odoo connected, completing a sale creates a draft customer invoice for the buyer, in the owner's company, tagged with the property and unit analytic accounts. It is never posted automatically: posting stays with the accountant. Each verified sale payment is recorded as a customer payment, and once the invoice is posted Odoo offers those payments on it to apply in one click. Choose the "Sale product" in the integration settings.

On mobile

Sales reaches the mobile app from version 1.0.4. There, under More → Sales, you can follow sale orders and completed sales read-only (parties, units, totals, payment plan, quotations and payments) and share a quotation as a PDF. Sales approval steps show in the Tasks tab, and tapping one opens the task to approve it or send it back. Everything else happens on the web: listings, leads, creating, editing and resubmitting orders, issuing and accepting quotations, recording payments, removing from and returning to the portfolio, and Sales settings.

Permissions

• See sales: General Manager, Lease Manager and Accountant.
• Manage sales: Lease Manager.
• Record sale payments: Accountant and Treasurer.

Approving a sale is a role in the workflow, not a permission. The details are in the Permissions reference.