Listings Guide

A listing represents a property your organization is selling, letting, or marketing on behalf of a client. This guide covers everything from creating a listing through to managing offers, viewings, brochures, photos, and publishing to property portals.

The Listings List

Navigate to Operations → Listings to see all listings in your organization.

Use the search box to find listings by their ID, private reference, property type, or price.

You can select multiple listings using the checkboxes to copy their brochure links in bulk — useful for sharing a set of properties with a contact.

Listing Statuses

Every listing has a status that reflects where it is in the process. Understanding statuses is important because they control what actions are available and how the listing is treated in reporting.

Creating a Listing

Using AI (Recommended)

Just as with contacts, the fastest way to create a listing is to paste in your notes and let AvaroAI populate the record. On the Create Listing page, type or paste a description of the property into the notes field. For example:

3 bed detached house for sale, excellent rating, asking £450,000. Located at 24 Oak Lane, Kensington, London, SW7 4AB. Plot size 500 sqm, covered area 180 sqm. 2 bathrooms, 1 reception room, driveway parking. Spacious family home with modern kitchen, south-facing garden, and period features throughout.

AvaroAI will read these notes and fill in the property type, price, size, address, amenities, and description fields. Processing may take up to a minute. AI credits are consumed when the notes field contains content.

Improving AI results with tags and location:

• Tags — Your organization can maintain a library of listing tags. Adding relevant tags to your notes gives the AI model more structured information to work with and can improve the quality of the output.
• Location — Use the Google Maps address search on the create page to find and select the property address. This appends the address and GPS coordinates to your notes automatically, which helps the AI generate a better description.

Creating an Empty Listing

Leave the notes field blank and click Create to create a blank listing. You can then fill in all the details yourself from the edit page.

Editing a Listing

The edit page is organized into four sections, accessible from the section navigation.

Overview

Management

Assign a Coordinator — the team member responsible for this listing.

Identity

• Private reference — Your own internal code for this listing (e.g. VA7485). Maximum 10 characters, must be unique across your listings.
• Public reference — An auto-generated ID assigned by the platform. Read-only.

General

• Status — Set the listing’s current status (see the Statuses section above).
• Property type — The type of property: Apartment, House, Land Plot, Land Ruin, Land Project, Commercial Property, Commercial Development, Mixed Development, or Other.
• Rating — Your assessment of the property’s overall value or marketability: Excellent, Fair, Poor, or Not Applicable.
• Published price — The asking price. For rentals, this should be the price per calendar month.
• Instruction date — The date the listing was formally instructed and considered public.
• Property is for rent — Check this if the listing is for a rental or lease rather than a sale.
• Track listing — Check this to keep the listing visible on your dashboard.

Property

Summary

• Title — A headline name for marketing purposes (e.g. Skyfall Estate). Maximum 120 characters.
• Plot size — The total land size in your organization’s configured unit (sqm or sqft). Do not include the unit in the field.
• Covered area — The internal floor area, in the same unit.

Amenities

• Bedrooms, Bathrooms, Reception rooms — Enter whole numbers. Use 0 if not applicable.
• Parking — Select one or more parking options: Allocated, Communal, Covered, Driveway, Garage, Gated, None, Off Street, On Street, Permit, Private, Rear, or Residents.

Description

Write a full marketing description for the property. This is the text that appears on brochures and is sent to property portals. It is also used by AvaroAI when matching the listing to applicants — so a detailed, well-written description will produce better matches.

Your organization’s listing tags can be appended to the description with a click, making it easy to include consistent phrasing.

Address

Enter the property’s full address. You can also use the Google Maps search to find the address — selecting a result automatically fills in the address fields and sets the GPS coordinates.

GPS coordinates should be limited to 4 decimal places each (e.g. 50.8284,-0.1393).

Agreement

This section captures the people and financial terms involved in the transaction.

Vendor (Seller or Landlord)

• Seller or landlord — Search for and select the vendor from your contacts.
• Vendor’s lawyer — Search for and select the vendor’s legal representative from your contacts, if relevant.

Both must already exist as contacts before they can be linked to a listing.

Applicant (Buyer or Tenant)

• Buyer or tenant — Search for and select the applicant from your contacts.
• Applicant’s lawyer — Search for and select the applicant’s legal representative from your contacts, if relevant.

Both must already exist as contacts before they can be linked to a listing.

Terms

• Agreement price — The final agreed price if it differs from the published price. Leave blank if the sale completed at the asking price.
• Your commission — Your agency’s commission as a percentage of the final price (e.g. 1.50 for 1.5%). For fixed fees, calculate the equivalent percentage to up to 10 decimal places. Do not use % or currency symbols.
• Secondary and tertiary agents — If other agents are involved in the transaction, add them here along with their commission percentages. They must first exist as contacts.

Timeline

Record the key milestone dates as the transaction progresses:

• Agreement date — When the vendor and applicant agreed terms.
• Exchange date — When contracts were exchanged.
• Completion date — When the deal completed.

Notes

Use this section for any internal notes about the listing — things worth recording but not suitable for the public-facing description, such as known issues or vendor instructions. This content holds up to 10,000 characters and is not used by AvaroAI for matching.

Matching a Listing to Applicants

AvaroAI can find contacts whose requirements match a given listing. From the listings list, open the actions menu and choose Find applicants.

The matching page shows contacts ranked by how well their stated requirements align with the listing’s description. Results are sorted first by interest level (so the most motivated applicants appear first) and then by match score. Each result shows:

• Match % — The percentage score.
• The contact’s interest level, name, email, and phone number.

For the best results, make sure the listing has a detailed description and the contacts have specific requirements written in their profiles.

Photos

Navigate to Manage → Photos from the listing’s actions menu to manage its photo library.

Uploading photos

Click Add photo(s) to open a file picker. You can select multiple images at once. Photos must be JPEG or PNG format, no larger than 3 MB each. If an image is larger than 2000×1334 pixels, it will be scaled down automatically. You can upload up to 30 photos per listing.

Photos will carry your organization’s watermark (if one has been configured in your organization settings), which is laid over the image to protect it from unauthorized use.

Ordering photos

Drag and drop photos to change their order. The order shown here is the order they will appear in brochures and on property portals.

Captions

Each photo has an optional caption field. Captions are saved automatically as you type.

Floor plans

Check the Floor plan checkbox on any photo to mark it as a floor plan rather than a standard property photo.

Deleting photos

Click the trash icon on any photo to remove it. This cannot be undone.

After making changes to photos, remember to re-push the listing to any connected property portals so they receive the updated images.

Offers

Offers track the bids made on a listing by applicants. Navigate to Manage → Offers from the listing’s actions menu.

Offers are automatically sorted so the highest offer appears first.

Creating an Offer

Click Create and fill in:

• Buyer or tenant — Search for and select the applicant from your contacts. They must already exist as a contact.
• Price — The offer amount. For rentals, this should be per calendar month.
• Additional notes — Any further context, such as conditions attached to the offer, the applicant’s timeline, or whether the bid is fixed.

Editing or Deleting an Offer

Open the actions menu next to an offer to edit its details or delete it. Deleting an offer is permanent.

Viewings

Viewings let you schedule and track property visits. Navigate to Operations → Viewings to see all viewings across your organization, or access viewings for a specific listing via Manage → Viewings in the listing’s actions menu.

Scheduling a Viewing

Click Create and fill in:

• Start time and End time — The viewing’s scheduled time slot. The end time defaults to one hour after the start time but can be adjusted.
• Listing — Search for the listing by its reference number.
• Contact — Search for the contact who will be attending by name or email.
• Additional notes — Any special instructions, such as access codes or vendor availability.

Cancelling a Viewing

If a viewing can no longer go ahead, open its actions menu and choose Cancel viewing. A cancelled viewing remains in the system for your records rather than being deleted.

Calendar

Each team member can subscribe to a personal calendar feed that includes their viewings alongside other key dates. See the Account Setup Guide for instructions on how to set up the calendar subscription.

Invoices

Invoices let you record amounts charged for a listing and track whether payment has been received. Navigate to Manage → Invoices from the listing’s actions menu.

Invoices are automatically sorted with the most recent first.

Creating an Invoice

Click Create and fill in:

• Date — The date and time the invoice was issued. This defaults to the current date and time, which is correct in most cases.
• Total — The invoice amount. Do not include a currency symbol.

A newly created invoice is automatically marked as unreceived. Once payment arrives, edit the invoice to mark it as received.

Editing an Invoice

Click any row in the invoices table, or open the actions menu and choose Edit invoice. You can update:

• Date — The issue date. The platform advises against changing this after the invoice has been sent.
• Total — The invoiced amount.
• Received — Check this once the payment has entered your organization’s account. This flag is used for reporting purposes.

Deleting an Invoice

Open the actions menu next to an invoice and choose Delete invoice. This action requires confirmation and cannot be undone.

Brochures

A brochure is a shareable, branded summary of an active listing — suitable for sending to prospective buyers or tenants. Brochures are generated automatically and are accessible via a private signed link.

Brochures are only available for listings with a status of Active that also have at least one photo uploaded.

To share a brochure, open the listing’s actions menu and choose Share brochure (to share directly) or View brochure (to preview it in your browser first). You can also select multiple listings on the listings list and click Share to copy all their brochure links at once.

Integrations

If your organization has connected a property portal or MLS system integration, you can publish listings directly from within the platform. Refer to the forms for each integration for more details.

Custom Fields

If your organization has created custom fields for listings, they appear in the Property section of the edit page under Additional fields. These are fields defined by a Manager in Organization → Custom Fields and are specific to your organization’s workflow. They may be required or optional depending on how they were configured.

Files

You can attach files to a listing. Click View files from the actions menu to open the file manager for that listing. See the Files Guide for details on uploading and managing files.