If you are creating your Sales invoices for Offers using Expert Agent when you Exchange the Offer you get the option to create an invoice.  This picks up the fee details from the Property record and your VAT rate set in Company Details.  

1. You can't change the invoice number in the Invoice Number field.  You have to do this by clicking "Edit Invoice Number" and this only works if you have the correct Staff Permissions set (see Agency Staff) 

2. Press Save.  

3. On the Our Letters tab you should have a Sales Invoice.  Click on this to produce it.  

4. As always you have access to the Expert Agent Default Letters from here if you do not have a relevant template.  

 5. In the example we have used, an HTML Sales Invoice (cloned from the Expert Agent Letters Tab) there is a letter to the Vendor, a letter to their Solicitor...

6. Plus an invoice to the Vendor's solicitor.  

7. Press the Email Button 

8. The E-Mail Subject is taken from the Template Name.  This can be changed.  

9. This will either display the Offer Negotiator name or the Branch name.  Click in here to change it.  

10. The Reply E-Mail address is set in your Staff Profile.  

11. Click in to the E-Mail To field and it will give you the option of all records attached to that Offer.  In this example we are sending to the VENDOR ONLY at the moment.  

12. In Pages to Send click Selected pages and type in 1 to 1.  

N.B You can only send a page range, page 1 to 3, not page 1 AND 3.  

13. Press Send.  

This will take you back to the Template open in Expert Agent.  Press the Email button again and follow steps 8 - 13 selecting the Vendors Solicitor and pages 2-3 this time.  

14. Pressing Save & Close once you have emailed all parties their relevant pages will ensure that the emails are saved onto the Events tab of the Offer.  

When you have an Expert Agent Website, or have turned on the Portal Applicant Import within your Configuration, your Applicants will be able to register themselves.  

They will be imported within Expert Agent.  You still get an email from Rightmove letting you know but EA has done a lot of the hard work for you, meaning you do not need to transcribe all of the information again into the system.  

The QuickLink you will need is "New Website Registrations (Not Validated)".  You can access this from the Applicant Dashboard.  If you have set it to be on your Dashboard it will also appear on the Applicant dropdown (Quicklinks on your Dashboards). 

Clicking into the Quicklink will open up a Pre Filtered Grid of all of your Non Validated Applicants.  This doesnt mean they are not live applicants, it just to alert you that you may need to check their match criteria.  

From the Grid you can click into the Applicant.  

Check the Details Tab (for their contact details and preferences) and then the Match Criteria tab.  Once checked, Right Click and Select Validate: 

When you click Validate the popup will open asking you to choose which Negotiator your wish to give this applicant to, and which Department you want to assign them to.  Press Save and the Applicant will be removed from the QuickLink and will be fully live.  

Every time you speak to your applicants, you should tell Expert Agent what you've done- by updating their Last Contact.  

Open up the applicant record, and right click> Last Contact.

This will launch the event Details page, where you can record the conversation.

1. Your office may have dedicated Event Types, or you can use of default option of a Note. 

2. Use the Notes box to include details on the conversation- any properties the applicant may have viewed with other agents, etc. 

3. The Last Contacted date will set itself automatically, but if you're only just able to record a conversation from another day then you can use the calendar icon to adjust the date. 

4. Next Contact date will set itself for one weeks time, but if you want to pull that forward or move it back, you can use the calendar icon again. 

5. Due Off date will set itself for 30 days' time (you can change this default number of days in your Configuration, if you wish.) and this is the date that your applicant will be added to the Applicants Due Off Today QuickLink, if you don't update their contact details again before then. 

If your applicant has let you know that they're putting their search on hold for any reason, make sure you adjust both the next Contact Date, and the Due Off date.  

N.B Due Off does NOT remove your applicant from the database.  It is a flag to remind you that you havent spoken to them for a set amount of days (usually 30) and that you might want to speak to them now as they may have completed their property search.  

6. Once you've filled in all the information, Save.

This will update the "Last Contact" section in the Tool Tip of the Applicant Record (the blue bar/panel at the top).  It will also be available to filter on using the Last Contact column on the grid.  

N.B. Please note that the Last Contact Date in the tool tip will update over night.