Tracking a sale with sellers and buyers
From mandate to deed, a sale hangs on a few documents
You take on a four-room flat (T4) under a sales mandate (mandat). Before it goes online, you need the energy performance certificate (DPE), the electrical report, the asbestos report and the Carrez-law floor-area measurement, then the minutes of the last three co-owners' meetings, the co-ownership rules and the building maintenance logbook.
The sellers search and send documents in batches: you no longer know what has arrived. Then come the viewings, two offers almost at the same time, the preliminary sale agreement (compromis), the deed. Each step goes through a call, a text or an email you have to find again.
What Kolinea changes for you
Write a request
Your message becomes a point-by-point list
You write as usual. Except your client doesn't get a long message: they get a clear list, point by point, with a due date. And you see what's done and what's missing.
- As simple as writing an email
- Each point tracked until it is answered
- Your usual messages ready as templates
Your client knows what to do, and you see where they stand
Document requests
The seller's reports and documents, gathered in one request
List what you need for the listing agreement or the preliminary contract. The seller uploads each document; you accept or refuse with the reason.
- Energy rating, reports, title deed
- Refusal with a reason: the seller knows what to upload again
- The request closes when everything is accepted
Your client uploads their documents from their phone
Share a location
The property's area, the exact address for you alone
Before the viewing, show the neighbourhood: the postcode, the town and a circle of 100 m to 1 km. The exact address is shown to no one but you; you give it when the time comes.
- An offset circle, never centred on the property
- A radius set for each property
- The exact address once the viewing is booked
Your sellers keep their address to themselves until the viewing
What Kolinea solves for estate agents
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Before: Documents arrive by email, by text and through links that expire, and nobody knows what is still missing
One line per expected document, uploads from a simple link, and reminders that go out without you
See how -
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Kolinea also takes care of
Folder templates
Every instruction, ready in advance
The “Sale mandate” template prepares the seller’s documents, the viewing preparation, the response to offers and the approval of the sale agreement, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with your agency (Premium)
You write your requests once for all your clients
The mandate, the reports and the offers in one folder
Sellers and buyers open the folder through their own link, with no account. A seller uploads the report they have just found, a buyer asks a question about the property, and neither waits for you to ask. You share the folder with your negotiation team, opened from the “Sales mandate” template. The notary (notaire), added with limited access, sees only the items addressed to them.
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Diagnostics and co-ownership
DPE, asbestos, electrical, floor-area measurement, meeting minutes, co-ownership rules, with one line and one status per document (how collection works, and the documents a compromis needs).
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Listing
The text and photos submitted to the sellers for sign-off before it goes online.
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Viewings
Slots offered and a checklist for the sellers (clear the entrance, leave the cellar keys); viewings and signing appointments have their own page.
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Property area
With an approximate location, the map shows only the postcode, the town and a circle of 100 m to 1 km around the property. The exact address stays encrypted and is not shown to the folder's readers.
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Offers
One at €450,000 with financing approved, another higher but conditional on a sale, presented as a choice. The offer you accept goes to sign-off, with the date and the name of each seller.
The compromis and the deed are still signed at the notary's office: a sign-off is a simple approval, not a qualified electronic signature.
Two offers almost at once, a dated answer for each
Reminders go out to the sellers on their own: two days before the due date, on the day, the day after, then seven days later. You add milestones to the folder: mandate, listing online, compromis, deed.
Once the deed is signed, you close the folder. If a seller or a buyer comes back to an offer or a report, the dated answer is in the closed folder, available to the agency and to them for as long as the agency's workspace exists.
More features for your line of work
Frequently asked questions
Your workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
One Premium subscription per workspace: €9 excl. VAT a month, or €84 excl. VAT a year (€7 excl. VAT a month), for up to 20 members and 50 active folders. Your clients never pay.
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
It is a simple approval, dated and in the name of the person who gave it, with no value as a qualified electronic signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, up to 20 on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Another question?
Contact usYour next folder, with nothing lost along the way
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