An agreement is a sequence, not a document. Track the sequence and delays become visible.
Define the stages
Not started, drafted, shared, signed, stamped. Use the same words across teams.
One file per booking
Propto opens a legal file for each confirmed booking so each buyer has a record with stage and registry status.
Watch overdue instalments
Legal files can be filtered by overdue, so legal and accounts see the same buyers.
Why agreement stages matter
After a booking, the agreement is often the next major step. Delays here worry buyers, slow collections tied to agreement milestones and create legal risk. Tracking agreement stages makes progress visible and delays easy to spot.
A clear stage list also helps legal teams manage workload and prioritise files.
Defining the stages
A practical list might be: not started, drafted, shared with buyer, buyer comments received, final version agreed, signed and stamped or registered as required. Adjust to your process, but keep stages few and clear.
Write a short definition for each stage, so everyone updates status consistently.
One file per booking
Open a legal file automatically for each confirmed booking, carrying the buyer, unit and value from the booking record. Track agreement stage, documents and comments in that file.
One file per booking prevents documents from being scattered across emails and folders.
Templates with placeholders
Use agreement templates with placeholders for buyer details, unit, price and payment plan, filled from the booking record. This reduces errors and speeds up drafting.
Keep legal in control of template wording. Sales and accounts should not edit legal text.
Target timelines
Set target times for each stage, such as drafting within a set number of days after booking confirmation. Track files against these targets and flag those falling behind.
Targets turn vague expectations into measurable commitments and help managers balance workload.
Watching linked instalments
Some instalments are due on agreement signing. Show overdue instalments on the legal file, so legal and accounts coordinate. A buyer who has not paid the agreement instalment may need a different conversation from one who is simply waiting for a draft.
Link payment status and agreement stage, so both teams see the full picture.
Communicating with buyers
Tell buyers what to expect: when the draft will arrive, how to send comments and when signing is planned. Proactive updates reduce anxious calls and build confidence.
Record communications on the file, so anyone can see what was promised.
Automation and reminders
Rules can send reminders when an agreement has been pending signature for a set time, and alert legal when a file exceeds its target. Staged reminders work well: a gentle note first, then a call, then manager involvement.
Preview reminder rules before enabling them and check the log regularly.
A worked example
A booking is confirmed on Monday, and a legal file opens automatically. Legal drafts the agreement from the template by Wednesday and shares it. The buyer sends comments on Friday; the final version is agreed the next week, and signing is scheduled.
At each stage, the file status updates and the buyer receives a short message about the next step.
Common mistakes
Common mistakes include files opened manually days after booking, unclear stage definitions, templates edited by non-legal staff and no target timelines. Each slows progress.
Another mistake is ignoring the link between agreement stage and payments.
Questions teams often ask
Who updates the stage? The legal team member responsible for the file.
Should sales see agreement status? Yes, so they can answer buyer questions without calling legal.
An agreement checklist
Stages defined with short descriptions. Legal file opened automatically on booking confirmation. Templates filled from booking data and controlled by legal. Target timelines set and tracked.
Linked instalments visible on the file. Buyers updated at each stage. Reminder rules previewed and monitored.
In practice
Start by listing your current agreement steps and how long each takes. Choose realistic targets, configure the stages and open files automatically from bookings. Review overdue files weekly for the first month.
Share stage status with sales, so buyer questions are answered without delay.
In short
Define clear stages, open one legal file per booking, draft from controlled templates, set target timelines, link instalments to agreement status, keep buyers informed and use staged reminders for pending signatures.
Why it matters for buyers
For buyers, the agreement turns a booking into a formal commitment. Long, silent waits make them anxious and sometimes prompt them to reconsider. Visible progress, regular updates and a predictable timeline reassure them that the developer is organised and serious.
For the business, faster agreements mean milestone payments arrive sooner and legal risk is reduced. A well-tracked agreement process is one of the simplest ways to improve both buyer satisfaction and cash flow at the same time.
Teams also benefit. Legal can plan workload, sales can answer questions confidently and accounts can anticipate milestone payments.
Start by measuring how long each stage takes today, then set realistic targets and review them every month with legal and sales.
Visible progress keeps everyone, including buyers, calm and informed.
Keep stages simple and current.
What is the final agreement stage?
Stamped is the last stage in the agreement sequence.