Run a sales operation — team listings, offers with counter-offers, an approval queue, professional services, and the records to prove who did what.
Three things decide whether this guide applies to your team:
If all three fit, read on.
A company sale runs the same track as an individual one — list → market → offers → negotiate → professionals → notary → close — with one overlay that changes everything: rank decides who does what. A staff member works assigned listings and prepares the responses; a manager approves the exact terms — and the member who prepared a response sends it; an analyst watches the money and the audit trail; an admin runs the firm.
This guide follows the track, with the rank rules stated where they bite.
| # | Step | Where you are |
|---|---|---|
| 1 | Publish the listing | My listings |
| 2 | Buyers engage — viewings, questions | Showings · Calendar · Messages |
| 3 | Decide on offers — prepare, approve, send | Offers |
| 4 | Engage professionals — valuations, notary, finance prep | Selling support · Quotes · Valuations · Notary sessions |
| 5 | Track every engagement to done | Pipeline |
| 6 | Close with the notary, off-platform | — |
| 7 | Record it — the firm's books and audit trail | Financials · Audit Center · Invoices |
Running alongside: Readiness Packages for the firm's own finance paperwork, Team registry for the roster, Settings for the account.
Membership roles map to ranks. The rank table is the whole permission model:
| Rank | Role | What they can do |
|---|---|---|
| 4 | Admin | Everything — plus Invoices, Settings, subscription billing, finance-application submission |
| 3 | Manager | Create and assign listings, approve or return offer proposals (accept/counter/decline terms), send responses they prepared, accept or decline quotes, request services, invite and manage team members |
| 2 | Analyst | Sees the same org-wide scope as a manager plus Selling support, Financials, and Audit Center — but cannot request quotes, accept quotes, act on offers, or submit finance applications (manager/admin, and admin-only for applications) |
| 1 | Staff | Assigned listings only — prepare offer responses and send them once a manager approves, view showings, message buyers. No financials, no audit, no services |
| 1 | Advisor | Read-only — sees the firm's listings, offers and proposals without actions. For a trusted outsider (lawyer, accountant, director) who reviews and advises |
Two rules worth knowing upfront:
Place in the loop: the setup that makes every later step work.
Place in the loop: your map. Entries appear or disappear with your rank — a staff member will never see Invoices; an admin sees everything.
| Sidebar Item | Who sees it | Badge | What it is |
|---|---|---|---|
| Dashboard | Everyone | — | Firm metrics and activity at a glance |
| Ask AI | Everyone | — | In-app assistant |
| My listings | Everyone | — | The portfolio — "Assigned listings" for staff, "Team listings" for ranks above |
| Offers | Everyone | Unread offers | Incoming offers, staff drafts awaiting approval, and counter-offers |
| Pipeline | Everyone | — | Every professional engagement, tracked to done |
| Showings | Everyone | — | Buyer viewing requests on firm properties |
| Quotes | Everyone | Pending decisions | Valuation and notary quotes needing a decision |
| Valuations | Everyone | — | Valuation requests tracked to report delivery |
| Notary sessions | Everyone | — | Notary engagements tracked to completion |
| Readiness Packages | Everyone | — | The firm's own refinance/construction document rooms |
| Messages | Everyone | Unread | Buyer and professional conversations |
| Calendar | Everyone | — | Showings, sessions, and deadlines — managers see the team's, others their own |
| Team registry | Everyone | — | The roster; manage actions follow your rank |
| Selling support | Analyst and above | — | Services marketplace: valuations, notary, refinance, construction |
| Financials | Analyst and above | — | The firm's manual transaction ledger |
| Audit Center | Analyst and above | — | Who did what, when — the accountability layer |
| Invoices | Admin only | Unpaid | Professional-service bills |
| Settings | Admin only | — | Organization profile, document readiness, subscription |
| Upgrade Plan | Admin only | — | Appears when the plan can be upgraded |
Notifications live behind the bell icon in the site header, not the sidebar — every member has them.
Place in the loop: the firm's landing point — where the operation's health is read at a glance.
Go to: Dashboard in the sidebar (/dashboard/company-seller)
Analyst rank and above see "Sales portfolio overview"; staff see "My assignments" — the same page, scoped to the rank. Header actions follow rank too: Add listing and Manage team are available to managers and admins. Add listing takes you to My listings, where you can create the property. Company profile is admin-only and opens Settings.
What happens next: work whichever number needs attention — pending offers go to Offers, a quiet portfolio goes to My listings.
Place in the loop: step 1. Where every sale enters the system.
Go to: My listings in the sidebar (/dashboard/company-seller/listings)
The firm's inventory. Staff see "Assigned listings" — only the properties assigned to them; analyst rank and above see "Team listings" — the whole portfolio. Each row carries the property, its value, status (Active, Pending — under contract after an accepted offer, Sold), a Valuation column with a Request valuation link when none exists yet, and an edit action.
Row actions:
Add Listing (manager and above) opens the listing modal — a listing isn't public until its status is set to Active.
Note for admins: a listing assigned to a staff member is worked by that member — their prepared offer responses land on it — while creation, assignment, price, and listing status stay at manager rank and above.
What happens next: a live listing starts collecting viewings — those land in Showings, and offers land in Offers.
Place in the loop: step 3. Where deals are decided — and the surface where rank matters most.
Go to: Offers in the sidebar (/dashboard/company-seller/offers, badge shows unread
offers)
Every live buyer offer across the firm's listings: amount, buyer, property, and a status badge — Pending, Awaiting buyer (your counter is out), Accepted, Rejected, Withdrawn, Expired. Analyst rank and above see the organization's; staff see their assigned properties.
The "Internal offer proposals" section sits above the live list. This is where the firm decides what to say before anyone outside sees it — and it is the only way a response reaches a buyer.
The model is prepare → approve → send, with the relationship staying in the hands of the person handling it:
Proposal badges: Draft → Awaiting approval → Ready to send → Sent; Request changes returns it as Changes requested / Rejected internally; Cancel proposal and Edit terms are available to the preparer — editing terms after approval creates a new revision and voids the approval, so a manager always approves exactly what will go out. Sent proposals show a View conversation link to the thread it created.
| Response | What happens on send |
|---|---|
| Acceptance | Offer → Accepted; the listing moves to Pending (under contract); the buyer is notified |
| Counter | A countered offer appears as Awaiting buyer; the buyer answers from their own offers page in the same conversation |
| Decline | Offer → Rejected; the buyer is notified |
What a counter means on your side: once sent, the counter shows Awaiting buyer and takes no further seller action — their accept moves the property to under-contract at the countered price; their decline ends that counter. The buyer's original offer remains live until they withdraw it — you can still prepare a response on it while the counter is out. Either way the answer arrives as a notification and the status updates here.
Two protections worth knowing: only one outstanding counter per buyer per property can exist (a second is refused until the first is answered), and counters apply to sale offers only.
A Recommended badge may appear on rows created before the proposal model — those are historical records shown for reference; they take no actions.
What happens next: an accepted offer's property shows Pending — engage the notary from Selling support and track the engagement in Pipeline.
Place in the loop: step 2 — browsing demand becoming buyer visits.
Go to: Showings in the sidebar (/dashboard/company-seller/showings)
Buyer viewing requests across firm properties — "Team showings" for analyst rank and above, "My showings" (assigned properties) for staff. This surface is a read of the schedule; the actual booking and rescheduling happens in Calendar, which is the same organization schedule with write access.
What happens next: showings that convert produce offers — Offers.
Place in the loop: step 4's decision point — a professional has priced your request.
Go to: Quotes in the sidebar (/dashboard/company-seller/quotes, badge shows pending
decisions)
Valuation and notary quotes awaiting the firm's answer, under "Service quotes". Managers and admins see Accept quote and Decline; analysts and staff can review but not respond. Accepting a quote starts the engagement — for an admin it can carry straight into payment; a manager's accept notes that an admin completes settlement. Each quote has Mark read so the team can clear noise without deciding.
What happens next: the accepted engagement is tracked under Valuations or Notary sessions, the billing lands in Invoices for the admin.
Place in the loop: step 4 — defensible pricing evidence.
Go to: Valuations in the sidebar (/dashboard/company-seller/valuations)
Every valuation request the firm has made, tracked from submission through quote, inspection, payment, and report delivery — statuses like Awaiting quote, Quote received, Inspection scheduled, Report delivered. Analyst rank and above see the organization; staff see their own requests and assigned properties.
Request valuation (manager/admin) offers a named valuator or a directory broadcast — request quotes from available valuators and let them come to you. (Before sign-in, the public professionals directory lists valuators and notaries.)
What happens next: a quote back means a decision in Quotes; a delivered report stays attached to the record here.
Place in the loop: step 4's legal leg — the engagements that close deals.
Go to: Notary sessions in the sidebar (/dashboard/company-seller/notary)
The same tracker as Valuations, for notary work — request through quote, payment, scheduling, and completion. Request notary service (manager/admin) can name a notary or open a directory request to available notaries. Documents uploaded by the notary appear on the session row.
What happens next: sessions progress in Calendar and settle through Invoices.
Alongside the loop: the firm's own document rooms — for refinance and construction, not for buyer offers.
Go to: Readiness Packages in the sidebar
(/dashboard/company-seller/readiness-packages)
These rooms organize the documents a refinance or construction funding path requires — what a lender will eventually ask the firm for. Start a review through Selling support's preparation paths (Prepare refinance package / Prepare construction package), upload what's asked, and the room tracks what's present and what's missing before a professional finds the gaps.
Boundary: this is the firm's own paperwork room. It is not a view into buyers' readiness — a buyer's financing package belongs to them and their lender.
Place in the loop: step 5 — the registry of every professional engagement.
Go to: Pipeline in the sidebar (/dashboard/company-seller/pipeline)
Not a deal board — the ledger of professional work: valuation assignments, notary sessions, refinance and construction applications, and agent broadcasts, each with a reference (VAL-, NS-, REF-, CST-, BRD-) and a stage showing whose move it is. Staff see their own engagements ("My pipeline"); analyst rank and above see the whole team's ("Organization pipeline").
A stalled card almost always means an action owed — a quote to answer, a document to upload, a session to schedule. The item tells you whose.
What happens next: engagements that finish feed Financials and the Audit Center record.
Alongside the loop: every scheduled thing in one workspace.
Go to: Calendar in the sidebar (/dashboard/company-seller/calendar)
Property showings, notary sessions, valuation site visits, bank meetings, and offer deadlines — month, week, day, and agenda views, plus New appointment for booking. Managers and admins see the team's schedule; analysts and staff see their own.
Why it matters for a firm: a buyer's showing or a signing slot double-booked across two agents is a firm-level problem, and this is the view that catches it.
Alongside the loop: the conversation record.
Go to: Messages in the sidebar (/dashboard/company-seller/messages, badge shows
unread)
Buyer inquiries and professional threads. Sent offers and responses post into the preparer's conversation as the deal's record — the decision itself (prepare → approve → send) happens on the Offers page. Select a conversation to see its context panel: linked document room and the transaction state.
For a firm, this is the continuity layer — when the listing's assigned agent changes, the thread doesn't leave with them; it belongs to the workspace.
Alongside the loop: the services marketplace — analyst rank and above.
Go to: Selling support in the sidebar (/dashboard/company-seller/services)
Cards for each professional engagement around the firm's sales — Property valuation, Legal and notary services, Refinance preparation, and Construction preparation. Requests are manager/admin actions; the refinance and construction wizards submit at admin rank only — other ranks can open the wizard pages but hit an "Admin Access Required" notice at submission.
What happens next: submitted requests become trackable items in Valuations / Notary sessions / Pipeline; their quotes land in Quotes.
Alongside the loop: the firm's books — analyst rank and above.
Go to: Financials in the sidebar (/dashboard/company-seller/financials)
A transaction ledger the team maintains: Log transaction (admin, manager, analyst) records income (Sale proceeds, Deposit received, Other income) or expenses (Commission paid, Marketing, Legal, Valuation, Renovation, Transfer taxes, Other expense) against a property, with the currency derived from the property's country. Summary cards total income, expense, and net; when records span currencies the page says so honestly rather than summing unlike figures.
Boundary: estateTT records transactions for your books — it does not collect sale proceeds, take a closing fee, or hold funds. Money moves between you and the buyer directly. The records here are an internal ledger, not bank statements or audited accounts.
Alongside the loop: the accountability layer — analyst rank and above.
Go to: Audit Center in the sidebar (/dashboard/company-seller/audit-center)
The attributed record of notes and actions across the firm's portfolio — who wrote what note on which listing, when; departing members keep their entries with a Former member marker. Filter by author, property, or date range; Export produces a PDF copy.
Why it exists: with a team, "who approved that price" and "who touched this listing" are questions you will eventually be asked. This is the answer.
Alongside the loop: paying the professionals — admin only.
Go to: Invoices in the sidebar (/dashboard/company-seller/invoices, badge shows
unpaid)
Bills for valuation and notary engagements, under "Invoices & settlement" — each invoice carrying its detail page: billing summary, service context, participants, and the invoice PDF. When an engagement is ready to settle, Settle opens the payment workflow.
Boundary: settlement is direct with the professional — estateTT tracks the workflow and the record. Platform subscription billing lives separately under Settings > Subscription.
Alongside the loop: the roster — visible to every member, managed by rank.
Go to: Team registry in the sidebar (/dashboard/company-seller/team)
Every member with their name, role badge, and status. Managers and above get the management layer:
For the admin: departed staff's listings and deal threads stay with the firm — remove people promptly, and their work is preserved rather than orphaned.
Alongside the loop: account configuration — admin only.
Go to: Settings in the sidebar (/dashboard/company-seller/settings)
Three tabs:
A member can't see Selling support / Financials / Audit Center? Analyst rank or above — their admin changes the role in Team registry.
A staff member can't find a listing that exists? It isn't assigned to them — a manager assigns it from the listing's menu.
"Admin Access Required" on a refinance or construction application? Working as designed — applications submit at admin rank even though managers can request quotes.
A button to request or accept a quote does nothing but warn? Same answer — analyst sees the surfaces, but requesting and accepting are manager/admin actions.
Invoices or Settings missing from the sidebar? Admin-only sections.
An offer says "Awaiting buyer" and has no actions? It's a counter your firm sent — the buyer's answer is pending. Nothing for you to press until they respond.
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