The Sales Mandate: From First Call to Sold

An owner calls: they want to sell their property. You know exactly what to do in real life. The question is in which order you feed Tesoro, because that order is not optional. If you prepare the property too early, you cannot link the owner to it. If you later set a wrong status, your entire portal assignment disappears. This article walks through the eight steps that do work.

When do you use this?

• You have secured a mandate and want to set up the file correctly at once
• Your colleagues each record sellers in their own way and nobody can find anything back
• Your properties are online, but you cannot give the owner a substantiated story

What can you do with this?

• Record a seller with address, asking price, commission, and type of mandate
• Convert the mandate into a contact with role Seller and a sales deal
• Link the property to the correct owner and publish to website and portals
• Track all buyer interest for that property from the sales deal
• Close the deal and the property together, without a sold property remaining adrift

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The eight steps

1. Record the owner as a seller lead

   Open Leads and choose Create lead. Set Lead type immediately to Seller. If you do not do this, all seller fields remain hidden.

   Under Property Details the address of the property to be sold now appears, Construction Size (m²) as a single number, and below that the three crucial fields: Market Price, Commission in percentage and Way of selling. Tesoro immediately calculates Price of commission for you. Set Looking to to Sell.

   Way of selling has three values: Exclusive, Not Exclusive and With Collaboration. Lead source and Source MLS are also mandatory.

   Click to enlarge

   With Lead type Seller, Market Price, Commission, and Way of selling appear. Price of commission is calculated live by Tesoro.

   

2. Qualify and substantiate the asking price

   Work the lead through the statuses New, Contacted, and Qualified. Schedule the valuation visit as an appointment, so the conversation appears on the timeline of the lead.

   Tesoro does not have a valuation module. Market Price is a field you substantiate yourself. Do so with your own portfolio: filter Properties on the same location, same type, and a similar price, and see how many leads and viewings those properties get.

   Price range becomes mandatory at Qualified

   As soon as you set the lead to Qualified, Tesoro requires a filled-in price range. So fill it in before changing the status.

3. Convert the lead once the mandate is signed

   Convert the lead to a contact and check Create deal from contact. The contact gets role Seller, and commission plus Way of selling move to the deal.

   Place the signed mandate under Attachments, on the deal or on the contact. Tesoro does not have a separate document type for mandates and no digital signature: it is a regular attachment.

   Converting is a prerequisite, not an administrative step

   You cannot attach a lead as owner to a property. Tesoro only accepts contacts for that. Whoever creates the property first will definitely get stuck.

4. Check the sales deal on Mandate

   The new deal has type Sell and is on Mandate. Open Deals and set the toggle at the top to OWNER: you now see the seller phases instead of the buyer phases.

   Set the Closing date to the end of the mandate term. This way you can see at a glance which mandates are expiring.

   Click to enlarge

   On OWNER the board shows the seller phases: Mandate, Online, Visits, Offer, Reservation, Deposit, followed by Lost and Won.

   

5. Record the property and link the owner

   Click on Properties on Add property. Tesoro immediately creates a record with status Draft, with its own reference number, and opens the edit page.

   Fill Essential Info and pay attention to two fields that are right next to each other and easily swapped. Assign to is the colleague handling the property. Property Owner is the seller, and there you choose the contact from step 3.

   Then fill photos, features, location, price, and description, and set the status to Active.

   Click to enlarge

   Assign to is your colleague. Property Owner is the seller. Two fields next to each other, two very different things.

   

   On Draft nothing happens

   Tesoro only matches properties to searching buyers as long as the status is Active. A property that remains on Draft does not appear as a match for anyone.

6. Publish to website and portals

   First turn on Display on website. As long as it is off, all portal checkboxes are blocked and Tesoro literally states: “Property must be published on website before adding to portals.”

   Then check the portals in the Posted To panel. Each portal checks its own requirements, and Kyero for example requires reference, price, type, city, province, bedrooms, bathrooms, a description, and at least one photo. If something is missing, the checkbox does not stay checked and you see what is missing.

   Only when the property is truly live, set the deal to Online.

   Click to enlarge

   Without Display on website, each portal remains inaccessible. The yellow notification is your first checkpoint.

   

7. Manage demand and report back to the owner

   Open the sales deal and go to the Interested tab. There you see all buyer deals linked to this property, sorted by phase. That is your material for the conversation with the owner: how much interest, how many viewings, which offers.

   Record a viewing as an appointment with the property linked, so it counts in the history of that property. Move the deal to Visits and then to Offer.

8. Finalize and clean up

   Move the deal from Reservation via Deposit to Won. Then change the property status yourself: first Reserved, after the deed Sold.

   The property status does not follow the deal automatically. If you forget this, a sold property remains on Idealista and Kyero and buyers react to something that no longer exists.

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Four pitfalls that ruin files

Pitfall	What happens	How to avoid it
Create property before the contact	You cannot choose the owner under Property Owner	Convert the lead to contact first
Fill Assign to as “the owner”	The seller is nowhere, the property seems to belong to your colleague	Assign to is your team, Property Owner is the seller
Set deal to Online and done	The property is not live anywhere	Publishing happens on the property record, not on the deal
Change status to Off Market or Draft	Tesoro removes the property from the website and clears all portal checkboxes	Use Reserved, Sold or Under Offer, and check Posted To after each status change

The last pitfall costs the most work

Only the statuses Active, Reserved, Sold, and Under Offer are allowed on the website. If you choose something else, Tesoro turns off Display on website and empties the entire portal assignment. You will have to rebuild it manually afterwards.

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Frequently asked questions

Do I have to create the property before creating the deal?

No. First the contact, then the sales deal, then the property. Only then you can immediately link the owner as Property Owner.

Can Tesoro determine the value of the property?

No. You fill in Market Price yourself. Substantiate it with comparable properties from your own portfolio.

Where do I store the signed mandate?

Under Attachments on the deal or the contact. There is no separate mandate document type and no digital signature.

Does the owner see their own property in the customer portal?

No. The customer portal is built for buyers who are presented with properties. A seller view does not exist.

Why is my property not in the portal feed even though the checkboxes are on?

The XML feed only includes properties with status Active. On Reserved or Sold the property keeps its checkboxes but drops out of the feed.

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Summary

• Set Lead type immediately to Seller, otherwise you miss address, Market Price, commission, and type of mandate
• Convert before creating the property: only a contact can be Property Owner
• Publish on the property record, after Display on website, not with the deal phase Online
• Close deal and property status together, and check Posted To after each status change

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Further reading

Leads: from first contact to conversionThe complete lead form, the six statuses, and the conversion screen.

Pipeline stages: each step explainedWhat each stage of the Owner pipeline means and which actions go with it.

Creating a property: from click to live listingAll fields of the property form, step by step.

Publishing to portals: assigning and validatingAssign portals, understand validation, and see what happens after publication.

Property statuses: all 16, with effect on publicationWhich status does and does not appear on the website and in the feed.

Commission: setting, calculating, propagatingCommission on final price or net price, and how it works in PDF and filters.