Company Buyer - User Guide

Acquire property as a firm — shared shortlists, role-based access, professional engagements, and financing readiness.

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How this guide is organised

A company acquisition runs along three chains, and this guide follows them rather than your sidebar.

The acquisition chain — how a candidate property becomes an owned asset:

The financing chain — parallel, and the reason an offer is credible:

The governance layer — what makes this a company workspace rather than a group of individuals:

The acquisition and financing chains meet at your offer.

Every section below tells you its place in the chain, its role gate, what each action does, what changes as a result, and exactly where you land.

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Overview

The Company Buyer workspace is for corporate acquirers — investment firms, funds, property companies — acquiring properties as a team.

It differs from the individual buyer workspace in one fundamental way: your role decides what you can see and what you can do. A researcher's workspace and a principal's workspace are the same product with different surfaces. That is why every section in this guide states its role gate.

You land on your Dashboard when you sign in, which surfaces your shortlist, your firm's active offers, and the surfaces your role can reach.

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Getting Started

Place in the chain: the setup that makes every later section work.

1. Sign up as "Company Buyer" and complete your firm profile. A Company details setup step appears first on the dashboard and walks you through creating the workspace.
2. Set up billing preferences — the plans and pricing are public if you want to compare first.
3. Invite your team and assign roles — the rank system below controls what each member sees and can do.

One thing to know up front: this workspace is subscription-gated. If your firm's subscription has lapsed past its grace period, you will be redirected to billing rather than into the workspace. That is why a principal may land somewhere unexpected after a lapse.

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Team Roles & Rank

Place in the chain: the governance layer. This table governs your whole experience of the workspace.

Every permission in the workspace is derived from a rank:

Two facts worth being precise about:

• A Manager cannot remove members or change roles. Managers can invite, but only an Admin can remove a member or alter a role. Managers also have no Settings access.
• An Analyst has no quotation rights at all — not request, and not accept or decline. An analyst can see a quote and its state, but the action belongs to someone above them.

You can only ever manage a role below your own.

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Sidebar Navigation

Place in the chain: your map. The rank column tells you whether you will see each item.

If an item is missing from your sidebar, it is your rank — not a bug. Ask an Admin if you need access.

Two routes that look like pages but are not. /dashboard/company-buyer/progress and /dashboard/company-buyer/banks both redirect to Readiness Packages. If a colleague sends you either link, that is where it lands. Everything those sections used to describe now lives in Readiness Packages.

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Who can see what

Place in the chain: the governance layer, applied to every operational surface.

This is the single most important thing to understand as a team, because it explains why two people in the same firm see different lists.

So a Staff researcher building a shortlist sees only their own candidates, and an Analyst screening them sees the whole firm's pool. That scoping is deliberate: it keeps individual work private while giving oversight roles the full picture.

An Advisor sits between the two columns: read-only everywhere like a Viewer, but Pipeline, Offers, the Shared shortlist and internal offer proposals open to the firm-wide view — an advisor cannot advise on what they cannot see.

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Shared Shortlist

Place in the chain: the acquisition chain, step 1. Where candidates are found and compared.

Role gate: 1+. Staff and Viewers see their own saved properties; Advisors, Analysts and above see the firm's shared shortlist.

Anyone can save a property here — candidates come from browsing the public listings. The point is a shared pool, so your researcher's find and your analyst's screen land in the same place before anyone spends on due diligence.

Each card shows the property's current market status where one applies — New, Price Drop, Pending, Sold, or Project — so the team can see at a glance what has moved since it was shortlisted.

The member who saved a property can attach a short note — why this one is worth a look — which the rest of the team sees read-only on the card. That is how a researcher recommends a lead upward: shortlist it, note the reasoning, and a manager sees both the property and the context.

What this surface does not do: there is no approve or assign action on the shortlist. Property-level decisions happen in Offers, and the reasoning behind them belongs in the Audit Center.

What happens next: shortlist a finalist, then request a tour from its listing page.

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Agent Directory, Brokerage Directory & Contacts

Place in the chain: finding representation before an engagement exists.

Role gate: 1+ for all three.

• Agent Directory — browse and compare individual agents.
• Brokerage Directory — compare firms when you want institutional backing.
• Contacts — your working list. Contacts has two views: Relationships (every agent and brokerage your firm is connected to) and Your offers. Inside a relationship you see Activity, For you, Tours, and Shared files for an agent, or Conversations and Shared files for a brokerage. You can Message a professional directly or Schedule a tour.

Use the directories to shortlist, then the relationship moves into Contacts and Messages.

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Scheduled Tours

Place in the chain: the acquisition chain, step 2 (viewings) and step 7 (professional sessions).

Role gate: 1+.

Every booked session appears here, in Calendar or List view:

• Property viewings — tours requested from a listing. A request waits on the agent, then confirms, then completes.
• Notary sessions — appear only once payment is confirmed. Before that, the engagement sits in your Pipeline waiting on the quote and payment.
• Valuation inspections — the valuator's site visit, with a timing negotiation loop: proposed, counter proposed, reschedule pending, then agreed.

To request a property tour: open any property listing → Schedule a Tour → pick a date/time → add a note → Send Request.

Because tours are a firm activity, the team needs to know who is walking what — check here before agreeing to a new time.

What happens next: valuation deliverables land in Valuations.

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Calendar

Place in the chain: the single scheduling hub for the firm.

Role gate: 1+.

One view of everything scheduled across four families:

• Property viewings — tours with agents
• Professional sessions — notary sessions and valuation inspections
• Bank meetings — arranged through your readiness package conversations
• Offer deadlines — expiring offers, so an expiry never surprises the firm

Scheduled Tours is this same workspace filtered down to viewings and professional sessions. Use Calendar for the full picture, including financing and offer dates.

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Purchase support (Manager+)

Place in the chain: the acquisition chain, step 3. Where the firm engages a professional.

Role gate: Manager and above — enforced twice. The item is rank-gated in the sidebar, and the permission is re-checked inside the page. A lower role sees the request buttons labelled "Permission required" with a notice naming Admin and Manager as the only roles that can request. That double gate is why an analyst can see the control but cannot press it.

This is where you start a purchase engagement, and it asks one question first: what kind of purchase are you making?

Step 1: Choose your purchase path

• Existing property — preparing to acquire a property that already exists
• New construction — preparing to acquire into a new build
• Land purchase — preparing to acquire land only

Each path sets the context for your readiness assessment. Start assessment takes you to the readiness flow with your choice carried through.

Step 2: Bring in a professional

Two engagements are available:

• Property valuation — an independent check on the asking price before your offer goes in. Browse valuators opens a picker of available valuators.
• Legal and notary services — coordinate title, deed, and notary work where needed. Browse services opens the service picker.

Not signed in yet? The public professionals directory lists valuators and notaries.

Where each one lands — this is the important part:

• Requesting a valuation takes you to your Pipeline. The engagement is created as a valuation record.
• Requesting notary services takes you to your Calendar. The session is created, because a notary engagement is fundamentally a scheduled appointment.

From there the engagement runs through Pipeline → quote → payment → session → deliverable.

Boundary: estateTT helps your firm organise information and coordinate independent professionals. Professionals and lenders conduct their own reviews and make their own decisions.

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Pipeline — Your Professional Engagements

Place in the chain: the acquisition chain, step 4. Where every engagement lands and where quotes are accepted.

Role gate: 1+ to view. Accept and Decline require Manager or above.

This is not a deal tracker. There are no properties, deal stages, or deal leads here. Every row is a professional engagement: a valuation, a notary service, or a readiness assessment.

The header tells you which scope you are in: "My mandates / My pipeline" as Staff or Viewer, or "Team mandates / Organization pipeline" at Analyst and above.

The three kinds of engagement

Filter the list with:

• All requests — everything active
• Document readiness — readiness assessment records
• Valuations — valuation engagements
• Legal and notary — notary engagements

The milestone tracker on each row

Every row shows where the engagement sits, and the tracker differs by type:

• Valuation — Request → Quote → Payment → Inspection → Report
• Legal and notary — Request → Quote → Payment → Schedule → Complete
• Document readiness — Draft → Submitted → Contact → Documents → Follow-up → Complete

Who raised it

Each engagement records which team member requested it. This is the delegation signal — when a quote needs a decision, you can see whether you or a colleague raised the request before you go looking.

Your actions, and what each one does

If you are an Analyst or below, the quote and its state are still visible to you — the accept and decline actions are simply not offered, because the decision belongs to a Manager or Admin. That is a permission boundary, not a loading problem.

Accepting a quote opens a payment page at a /dashboard/client/payments/ URL. That is expected — the payment surface is shared across roles. You are not leaving your account.

Completed, declined, cancelled, and delivered engagements are hidden by default. Use Show history to bring them back. Nothing is deleted.

What happens next: an accepted quote moves to payment, then to a session in Scheduled Tours, then to a deliverable in Valuations.

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Quotes

Place in the chain: the acquisition chain, step 5. The second place a quote can be decided.

Role gate: 1+ to view — the list is scoped to every team member's quotes, so you see the firm's whole quote load. Accept and Decline require Manager or above.

Quotes cover valuations and notary services only — there are no inspection quotes in this workspace.

Three tabs:

• Open requests — quotes provided or requested, awaiting a decision
• Confirmed engagements — accepted, now active engagements
• Archived — declined quotes

If an invoice tells you to accept a quote, this is where that button takes you.

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Invoices (Admin only)

Place in the chain: the acquisition chain, step 6. An invoice exists because a quote was accepted.

Role gate: Admin only, and it is enforced at the page — a Manager who follows a shared invoice link will be redirected to the dashboard rather than shown billing records.

When a valuator or notary bills your firm, the invoice lands here with the invoice number, issue date, service type, property address, the professional's name, and the full breakdown. Filter by status — Outstanding, Settled, Voided.

The action on each invoice depends on where the engagement stands:

• "Open payment workflow" — payment is ready; follow it to pay
• "Accept quote to open payment workflow" — the professional sent a quote that has not been accepted. This button takes you to Quotes, not to the Pipeline
• "Payment workflow needs professional setup" — the professional has not connected a payment method yet; nothing to do but nudge them via Messages
• PDF download — every invoice downloads for your records

Cross-currency invoices show an estimate in your currency alongside the billed amount — the estimate is informational; you pay the billed currency.

Boundary: payment is arranged directly between your firm and the professional — estateTT records the workflow and status but does not hold or process these funds. Billing records sit with the organisation principal, which is why this surface is Admin-only.

What happens next: once settled, the professional's session or report proceeds — check Scheduled Tours or Valuations.

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Valuations (Analyst+)

Place in the chain: the acquisition chain, step 8. Where the deliverable lands.

Role gate: Analyst and above.

Track valuation requests, quotes, inspections, reports and supporting files, with counts on the status filter itself.

The lifecycle, and what you do at each stage:

• Pending — the request is in the queue.
• Quote requested — the valuator has it and is reviewing.
• Quote received — a price is on the table. A Manager or Admin accepts or declines it.
• Quote declined — closed.
• Awaiting payment — the quote must be accepted to open the payment workflow.
• Inspection scheduled — the site visit is booked and appears in Scheduled Tours.
• In progress — the valuator is working.
• Report in review — the report is being finalised.
• Completed — the report is delivered. Open it, and open any supporting attachments.

Once delivered you can leave a review of the valuator, once per valuation.

A firm's valuation history is comparable evidence across acquisitions, which is exactly why this sits at analyst rank rather than staff.

To start a new valuation, use Browse Valuators — it opens Purchase support with the valuator picker ready.

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Mortgage (Analyst+)

Place in the chain: the financing chain, steps 1–2. Tracking your firm's readiness assessments.

Role gate: Analyst and above.

This is an assessment tracker, not per-deal application tracking. Each assessment carries a status, and the filter counts them for you:

• Draft — being prepared
• Submitted — with the review process
• Under review — being processed
• Approved — complete
• Declined — closed
• Pending — awaiting a next step

You reach this surface from the dashboard's Next actions row, and from Readiness Packages via Assessment history.

Boundary: an approved readiness assessment records what your firm has told the platform. It is not a lending decision, and it does not indicate any lender's approval.

What happens next: the assessment feeds your package in Readiness Packages.

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Readiness Packages (Analyst+)

Place in the chain: the financing chain, steps 3–5. The document room, and where lender interest actually surfaces.

Role gate: Analyst and above.

This is where your firm's completed assessment becomes something lenders can act on. The room holds your document checklist, your files, and your access controls.

• See which lenders are interested — lender interest only appears once your package is shared, so this is your signal of financing appetite
• Approve or decline contact requests — approve to open an in-app conversation and choose whether to share contact details; declined requests are recorded without exposing anything
• Grant and revoke document access — lenders see only the files you explicitly release, and you can pull access back at any time

From here you can also start a New assessment or review Assessment history, both of which lead to Mortgage.

Two habits serve a firm well here: don't release documents until you've approved the lender's contact request — control first, share second; and fill every checklist item before sharing, because a complete package reads better than a fast one.

Note: /dashboard/company-buyer/progress and /dashboard/company-buyer/banks both redirect here. If a colleague sends you either link, this is where it lands.

What happens next: approved conversations appear in Messages. The financing chain then runs in parallel with the acquisition chain until both meet at your offer.

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Offers

Place in the chain: where the acquisition and financing chains meet.

Role gate: 1+ to view. Staff and Viewers see only their own offers; Analyst and above see the firm's. Preparing a response is open to staff on their own offers and managers/admins on any; approving terms and sending follow the proposal model below.

The page has two parts: Internal offer proposals (what the firm is deciding) and the live offer list (what the seller can see).

Internal offer proposals — prepare, approve, send

Every offer or response a member works on starts here, and nothing reaches the seller until it completes all three steps:

1. Prepare — making an offer on a property page, or choosing Prepare acceptance, Prepare decline, or Prepare counter price on a Counter Offer, or Prepare withdrawal on your own Pending offer, creates a Draft proposal with exact terms. Staff can prepare on their own offers; managers and admins on any of the firm's. Analysts and advisors see the firm's proposals read-only; viewers see the section but no proposals and no actions.
2. Submit — the preparer clicks Request approval (staff) or Authorize terms (manager/admin, who can authorize their own). The proposal shows Awaiting approval and managers see Approve terms or Request changes. Approval is internal only — the seller sees nothing.
3. Send — an approved proposal shows Ready to send, and only its preparer gets the Send offer / Send response button. Sending delivers the terms in the preparer's own conversation with the seller, so the relationship stays with the person handling it.

Edit terms revises a draft — and after approval creates a new revision, voiding the approval so a manager always approves exactly what will go out. Cancel proposal withdraws it internally. Sent proposals keep a View conversation link.

Live offers

Every offer your firm has actually sent, newest first. Statuses:

• Pending — live, waiting on the seller
• Counter Offer — the seller came back with different terms; prepare your answer here
• Accepted — a Next Steps checklist appears, guiding you through financing, professionals, and closing prep
• Declined / Withdrawn / Expired — closed

Withdrawing is itself a prepared, approved proposal — once sent it cannot be undone and the seller is notified. Neither an expiry nor a withdrawal happens silently.

What happens next: once accepted, the Next Steps checklist is your closing worklist.

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Rent / Lease

Place in the chain: the acquisition chain, step 10. Tenancy paperwork on properties you acquire or review.

Role gate: 1+. Staff and Viewers are scoped to their own applications and leases; Analyst and above see the organisation's. The badge counts lease applications still in play.

This is where rental applications and executed leases live — relevant when acquiring tenanted property, or when reviewing a target's tenancy paperwork as part of due diligence.

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Team registry

Place in the chain: the governance layer. Who is on the team and what they may do.

Role gate: 1+ to view. Inviting and managing members requires Manager or above.

The registry lists active members and pending invitations in one view, so you can see who is joining as well as who is here. Seat limits are visible to managers and above.

Two boundaries to know:

• A Manager can invite, but only an Admin can remove a member or change a role.
• You can only ever manage a role below your own — a Manager cannot alter an Admin, and nobody can alter their own rank.

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Audit Center (Analyst+)

Place in the chain: the governance layer. What was decided about a property, and by whom.

Role gate: Analyst and above.

The Audit Center maintains an institutional record of property evaluations for your firm, presented as the Acquisition discussion stream. It is a place to record the reasoning behind a screening decision so the next person to pick up the property understands it.

What it does:

• Internal notes attached to a specific property, or to the organisation as a whole
• Author attribution on every note, including the author's role and whether they are an active or former team member
• Filter records by author, property, and date range
• Pagination — the stream loads in pages as it grows
• Export log — generate a file of the records you are viewing, attributed to the person who exported it

Field-level permissions show up here. Internal notes are visible and writable at Analyst and above. Offer amount, bid status, and due-diligence status are Manager-and-above fields. That is why a lower role sees less detail on the same property.

Boundary — please read this one. These are working notes, not an immutable ledger. A note carries an edit timestamp, and the Audit Center does not claim to be a complete or tamper-proof record of every action taken in your firm. If your firm has a compliance obligation that requires a durable, immutable audit trail, confirm what your own policies require and do not treat this surface as satisfying it.

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Calculator

Place in the chain: pre-work. Screening a candidate before committing analyst time.

Role gate: 1+.

Mortgage payment estimates for acquisition candidates — price, down payment, rate, and term — with an Amortization view showing how the balance pays down. Use it to rule properties in or out quickly; actual rates come from lenders, not the calculator. A public mortgage payment calculator is also available without signing in.

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Messages

Place in the chain: the communication layer under every other section.

Role gate: 1+. The badge shows unread.

All your firm's platform conversations in one place: listing agents, brokerage contacts, service providers, and lenders whose contact requests you have approved. Keeping communication on-platform means a record exists if details are disputed later — price conversations, tour arrangements, and quote clarifications all benefit.

Messages also carries two of the Pipeline's actions: Ask about status, and nudging a professional who has not set up payment.

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Settings & Upgrade Plan (Admin only)

Place in the chain: the governance layer. Platform billing and account configuration.

Role gate: Admin only.

Settings is where platform billing and organisation configuration live — the money controls, which is why it is restricted to the organisation principal. Upgrade Plan leads to the plan catalogue and appears only if your firm is eligible to change plans.

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Workflow: Acquiring a Property

Place in the chain: the whole guide in one list. This is the order things actually happen in, and who owns each step.

The acquisition chain

1. Build the shortlist — the team saves candidates to the Shared shortlist
2. Tour the finalists — Scheduled Tours for the shortlist
3. Request an engagement — Purchase support (Manager+); valuation lands in Pipeline, notary in Calendar
4. Review the quote — a Manager or Admin accepts or declines from Pipeline or Quotes
5. Pay — the invoice reflects the engagement; settlement is Admin-visible
6. Attend the session — it appears in Scheduled Tours once payment is confirmed
7. Collect the deliverable — report and attachments land in Valuations
8. Submit the offer — tracked in Offers
9. Close out on tenancy — Rent / Lease for acquired or tenanted property

The financing chain

1. Submit the assessment — Mortgage (Analyst+)
2. Build and share the package — Readiness Packages (Analyst+)
3. Respond to lender contact requests — approve contact, then grant document access

Where the chains meet

1. Make the offer with both tracks behind it — the readiness package and the valuation are your evidence
2. Respond to a counter, or accept — an accepted offer produces a Next Steps checklist

How your role changes the path

A Viewer follows the same acquisition chain but never reaches an action — no quotes, no offers acted on, no financials. An Advisor sees the same read-only surface plus the firm's internal proposals and shared shortlist, so they can review and advise without acting. A Staff member runs tours and shortlists their own candidates. An Analyst picks up at valuations and the financing chain. A Manager adds quote decisions and approval of offer proposals. An Admin adds settlement and billing. If you cannot perform a step, it is your rank — not a missing feature.

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Troubleshooting

My Pipeline shows a "synchronize" warning — some records are taking longer than usual to load. Use Retry Sync on the banner; your existing active mandates remain accessible throughout.

I can't request a valuation or notary service — requesting a quotation is Manager and above. The buttons read "Permission required" and a notice names Admin and Manager as the roles that can act. Ask a Manager to raise it.

My quote won't let me accept it — accepting and declining a quote is Manager and above. Analysts and below can see the quote and its state; the decision belongs to someone above them.

I can't act on an offer — you may be looking at a colleague's offer (staff prepare only on their own) or your rank is Analyst/Viewer, which sees offers without actions. The offer itself is still visible to you.

A colleague's item isn't in my list — Staff and Viewers are scoped to their own Pipeline, Offers, and Shortlist by design. Advisors see the firm's Pipeline, Offers, Shortlist and proposals read-only; Analyst and above see the whole organisation.

A shared Progress or Banks link just landed on Readiness Packages — both of those routes are redirects to the Readiness Packages room. Nothing is missing.

A shared invoice link bounced me to the dashboard — Invoices is Admin-only and enforced at the page. Ask an Admin to action it.

Can't invite a team member — invitations are Manager and above, and only an Admin can remove a member or change a role.

Billing question — Settings and Upgrade Plan are Admin-only, because that is where the money controls live.

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Need Help?

Use the Help & Support icon in the top header — it opens the support workspace at /dashboard/support. Ask AI in the sidebar gives in-app guidance for every role in this workspace. For anything specific to a professional you are working with, message them directly — the record stays on-platform. Not signed in? The contact page reaches the same team.