Property deal packaging software: one record, one pack

Where do the hours go when you package a deal by hand?

Very little of the time is spent on judgement. It goes on moving the same information between places. The purchase price arrives in an agent's email, the rent estimate is in your notes, the photos are on a phone and the comparables are in browser tabs.

Then the figures go into a spreadsheet, the results are copied into a pack document, and a shorter version is typed into a message. You pick the investors from memory and send to each one separately. Reservations are tracked in another sheet.

Each copy is a chance for an error. A pack that shows one price while the message shows another costs you trust with an investor, and it is hard to spot because no single place holds the true figure.

What does a packaging system do, step by step?

1. Create the deal record once. Address, source, agreed price, strategy and the costs you know. Everything later reads from this record.
2. Calculate the figures. The system applies the formulas you have approved to the inputs and shows the workings, so a reviewer can see how each number was reached.
3. Attach the evidence. Photos, comparables with their source and date, and any documents sit on the record, not in someone's inbox.
4. Generate the pack. Your template is filled from the record. Change a figure and the pack changes with it.
5. Check and approve. A named person reads the pack against the record and approves that version.
6. Send to matched investors. The system shortlists investors whose criteria fit. A person confirms the list, and each send is logged.
7. Track what happens next. Interest, reservation, agreement and fee are recorded in order against the deal and the investor.

How the shortlist is produced, and the investor fields it relies on, is covered on our CRM for property sourcing page.

What goes in the deal record?

Who checks the pack before an investor sees it?

A person, every time. Property promotions to investors can be regulated financial promotions. So the system is built to stop at an approval step, and the written scope settles who approves, what they confirm and what is recorded. We do not give regulatory advice, and the system does not decide what you are allowed to send.

A sensible rule to put in the scope: if a figure changes after approval, the pack returns to the approval step and the earlier version is kept in the history. That way the approved pack and the sent pack are always the same document.

AI can help with the wording, for example a first draft of the property description written from the record. It is limited to the information on that record, and the numbers come from your formulas, not from a language model. Anything that reads like financial advice goes to a person. Our guide to decisions to keep human in AI workflows explains where we draw the line.

How are reservations and agreements tracked?

A reservation is where manual tracking tends to slip, because several things have to happen in the right order. The investor confirms, the agreement goes out, it is signed, and only then is the fee requested. The system holds that order, sends reminders when a step stalls and records each change with a time and a name.

We built this pattern for MRM Group, a UK property development and investment company. Its system has client and deal workspaces with agreement-before-payment flows, document handling, task workflows, reminders and audit history. Read the MRM Group case study.

If you want investors to log in, view their packs and see the status of their own reservations, that is a portal on top of the same records. See CRM and investor portals for property investment companies and our client portals page. Our wider property work is on the property industry page.

When is a template and a spreadsheet enough?

A custom system is the wrong purchase for some sourcers, and we say so on the first call.

• You package a deal now and then. A good pack template and a calculator sheet with locked formulas will serve you well.
• Every deal is a different shape. If no two packs share a structure, there is nothing stable to generate from. Standardise the pack first.
• Your investor list is short and personal. If you already know who each deal suits, matching adds little.
• The bottleneck is finding deals. Software that packages faster does not help when there is nothing to package.

A middle route is to connect the tools you have, so the spreadsheet fills the document and logs the send. That is workflow automation, and it sits at the lower end of our build range.

What does it cost?

The work starts with a paid audit at £3,000 plus VAT, with a written report within 10 working days. The fee is credited against the build when the build deposit is paid within 14 days of the report. Before the audit we give a range, never an exact price.

Scoped builds run from £5,000 to £20,000. A packaging system moves up that range with the number of pack templates and strategies, whether agreements and payments are handled inside it, whether investors get a login, and how much old deal data comes across. The timeline is agreed in the written scope.

Payment is 50% upfront and 50% on launch unless the signed scope says otherwise. Hosting and software are paid directly to the providers from your own accounts.