REOS user guide
This guide describes every feature of the software and how to use it, with the menu path, the steps to follow and the exact screen labels, so that every team member can work without prior training.
Results
Getting started
Create the organisation, invite the team and learn the workspace so that every member has the screens they need from the first day.
- Getting started with REOSFirst login, creation or joining of an organisation, selection of a plan, and switching from demo mode to production.
- Reading the overviewKey portfolio metrics, twelve-month rents, and items to handle, gathered on the portal home screen.
- Navigating and searching the portalSide menu, Ctrl K or ⌘K search palette, organisation switching, language, and portal appearance.
- Tracking my tasksThe list of tasks assigned to you, complete with their due date, priority, and direct access to the relevant record.
- Viewing notificationsThe bell icon in the top bar gathers your personal notifications, updated in real time, with a link to the relevant item.
- Choosing the trades for the organisationThe trades ticked in the organisation settings determine the module groups displayed in the menu for all members.
- Invite the team and manage rolesInvite collaborators by email, assign a role to each one, track pending invitations, and remove access.
- Importing existing dataImport an existing portfolio from a CSV file, register by register, using column mapping and a preview before writing.
Portfolio
Record buildings, units and owners and link them through mandates, which forms the basis of every other operation.
- Managing buildingsRegister your buildings, their photos and their owner, and track the occupancy rate of each one from a single list.
- Managing unitsDescribe each lot, track its commercial status, and retrieve offers, leases, sales, and opportunities related to it on its file.
- Add photos, floor plans, and descriptionsUpload photos and floor plans for a unit and draft its description in four languages, in order to use them for listings, the PDF property sheet, and selections.
- Filtering, exporting and batch processingSearch, filter, export to CSV and edit multiple records at once within the portfolio and commercial lists.
- Managing ownersCentralise your principals' contact details and locate their buildings, mandates and statements directly on their profile.
- Open the owner accessProvide an owner with a read-only space where they can consult their units, rents, and statements, and close it at any time.
- Managing mandatesRecord your sales, letting, management or co-ownership mandates, numbered in the register, and track them until they end.
- Sending a mandate for signatureGenerate the mandate from your template and send it to the principal by email, so that the mandate becomes active as soon as it is signed.
- Send the weekly reportEvery Monday, the owner receives a summary of the week's viewings and offers for their property, and you can send it at any time.
Sales
Follow enquiries, viewings and offers through to completion, publish listings and meet anti-money laundering obligations within a single file.
- Tracking opportunities in the CRMTrack every sale or letting opportunity by stage, including its value, probability, and expected close date.
- Managing prospectsRegister individuals who are searching for property and define their criteria, in order to automatically suggest properties that match their requirements.
- Processing enquiriesReceive enquiries from your website and other channels, then qualify or reject them while maintaining a record of their processing.
- Plan and track viewingsPlan viewings, send the confirmation with the calendar file, and record the outcome and interest level of each visitor.
- Matching properties and applicantsView the applicants whose budget, bedrooms, surface and areas match each available unit, along with a score out of 100.
- Send a property selectionSend a personal page presenting the selected properties to a prospect, and let the service alert them to new listings and price reductions in order to keep them informed.
- Recording and negotiating offersRecord received offers, notify the seller, make counter-offers and accept the selected offer in order to open the sale.
- Sending a written offer for signatureGenerate the written offer from your template and send it for signature to the purchaser, and then to the vendor once the offer has been accepted.
- Tracking sales transactionsTrack every sale from negotiation to the deed, including the agreed price, commission, notary, and offers received for the unit.
- Compiling the sale fileObtain the list of required documents, add each document, and track its expiration dates.
- Estimating a propertyCalculate an estimate based on your agency's sales and listings, including a range, a median per m², and a list of comparables.
- Writing the analysis and valuation reportHave the AI write a valuation analysis, and then download a co-branded PDF report to give to the owner.
- Creating and publishing listingsDraft your listings in four languages, select their photos and publish them on your website and in your feeds, alongside views, requests and viewings.
- Drafting a listing with AIObtain a title and description proposal based on the unit data, to be reviewed before applying it.
- Publishing the agency websiteCreate the public page of your agency, which presents all your published listings complete with a contact form and visit booking.
- Transmitting your listings via XML and JSON feedsProvide a partner with the secret addresses for your XML and JSON feeds, which contain all your published listings.
- Connecting property portalsRequest that REOS connects your published listings to the portals with which your agency holds a contract.
- Maintaining anti-money laundering recordsMaintain a due diligence record for each seller and buyer, including identity, beneficial owner, political exposure, sanctions, risk, and reviews.
Lettings
Select applicants, draw up leases and inspections and hold deposits so that every tenancy rests on a complete file.
- Managing leasesCreate and track the leases for your units, from draft to the end of the contract, including rent, charges, deposit and applicable legislation.
- Generating and having a lease signedProduce the lease from a template, send it for electronic signature and let REOS activate it as soon as all parties have signed.
- Consulting tenant filesFind each tenant with their leases, payments, incidents, and documents, and manage their access to the tenant portal.
- Opening the tenant portalSend the tenant a personal link to their area in order to access their lease, due dates, documents, incident reporting and downloadable certificates.
- Processing rental applicationsReceive applications with their documents, compare the files and accept a candidate in order to create the tenant and a draft lease.
- Publishing an application linkShare a public link per listing or per unit so that applicants can submit their file and supporting documents online.
- Analysing and comparing filesHave the AI extract the income, employer and contract from the documents, and then compare up to six applicants on a single table.
- Perform an inspectionDescribe the condition of the property room by room, including photos, meter readings, and keys, in order to produce the PDF document filed with the lease.
- Obtaining the inspection signature on siteCollect the tenant and agent signatures on screen in the editor, and then lock the inspection in order to freeze its content.
- Comparing move-in and move-outAt move-out, REOS compares the move-in inspection, suggests observed damage, and calculates the amount to be retained from the deposit.
- Track rental depositsRecord the deposit for each lease, its type, the body holding it, its reference and its status, until its release.
- Release a depositRelease the deposit at the end of the lease along with any deductions from the exit inspection, so that REOS can generate the letter and send it to the tenant.
Rent and finance
Issue and collect rent, index, chase arrears, allocate service charges and report to owners from a single management ledger.
- Issue rent callsCreate one rent call per active lease each month, including a PDF notice, a payment reference, and an e-mail sent to the tenant.
- Recording a payment and the receiptMark a rent as paid so that REOS generates the receipt, sends it to the tenant, and files it within their documents.
- Index rentCalculate the indexed rent of leases on their anniversary with the published index and send the letter to the tenant.
- Following up on unpaid rentsTrack late rents and send, level by level, a first reminder, a second reminder and then a formal notice by e-mail.
- Establish service charges statementsCompare the advances received with the actual expenses of a building, distributed by lot and in proportion to the occupancy, and then send the statements.
- Track transactionsConsult all expected and received amounts, rents, service charges, fees and expenses, and record receipts.
- Import a statement and reconcileImport the CSV export of your bank, so that REOS matches payments by reference, amount and name, allowing you to validate the reconciliations.
- Generating owner statementsGenerate the statement for each owner every month, including collected rents, fees, and expenses, in order to send it along with its PDF document.
- Disbursing funds to owners via SEPADownload a SEPA transfer file containing the net amounts of the selected statements, in order to import it into your bank.
- Tracking and invoicing commissionsView sales and rental commissions by agent and by mandate, and create the invoice with a single click.
- Invoicing owners and clientsCreate agency invoices, enter lines with VAT, and define the payment details included on each invoice.
- Issue, send, and credit an invoiceIssue the invoice to assign its number, send it by email with its PDF, track its payment, and create a credit note if necessary.
- Exporting accounting journalsView the sales journal, the purchase journal and the movements over a specific period, and export them in CSV or Excel format.
- Connect an accounting software programRequest the configuration of a direct transfer to WinBooks, Octopus, Yuki, Exact Online, BOB 50 or Horus, configured by REOS with your accountant.
Operations
Organise the calendar, maintenance, documents, signatures and automations so that the agency’s daily work remains traceable.
- Organising the team calendarView viewings, appointments and due tasks in a single calendar, consultable by day, week, month or list.
- Dictating a visit reportRecord the report of a visit orally, so that the AI extracts the opinion, the level of interest, and the tasks that you validate before saving.
- Opening online viewing bookingsSet the availability of your agents in order for a visitor to book a viewing slot themselves from a published listing.
- Subscribe to Google Calendar or OutlookDisplay your viewings, appointments, and tasks in Google Calendar or Outlook using a personal, read-only subscription address.
- Tracking maintenance requestsRecord, prioritise and close maintenance tickets for your units, then convert them into work orders.
- Managing work ordersOrder work from a contractor with a cap, obtain owner approval if necessary, and track the visit until the invoice is received.
- Obtaining owner approvalBeyond the scheduled threshold, the owner receives a link to approve or refuse the works, and the order is sent to the supplier upon their approval.
- Allowing the supplier to track the orderThe supplier receives a personal link where they can upload their quote, schedule the visit date, record completion, and submit their invoice.
- Read and book the invoiceThe AI reads the invoice uploaded by the supplier to extract the amount, after which the expense is allocated to the unit with a single click.
- Maintaining the supplier databaseCentralise contractors and service providers with their trades, contact details, insurance, ratings, and contacts.
- Planning team tasksCreate, assign and monitor team tasks with a due date and priority, and link them to the relevant records.
- Filing documentsUpload organisational files, categorise them, indicate their expiry date, and download them via a secure link.
- Sending documents for signatureGenerate a document from a model, send it to each signer by email, and track the signatures until the certificate is issued.
- Sign from the received linkThe signatory opens their link, confirms their identity using a code received by email, enters their name, draws their signature, and completes the signature process.
- Requesting a qualified signatureThe qualified electronic signature is implemented upon request, using the contracts specific to your organisation.
- Manage document templatesConsult REOS templates, duplicate them in order to adapt them and create your own templates with variable fields, by market and by language.
- Generating a document from a recordFrom a mandate, an offer, a lease, or a reservation, you can generate the document from the template and send it for signature.
- Monitoring deadlinesView what is reaching its term over the next six months, including energy certificates, mandates, leases, and indexations.
- Creating automationsDefine rules that monitor a situation every day and create a task, a ticket, a rent reminder or an email.
- Querying the AI assistantAsk questions about your portfolio, such as expiring mandates or available units, in order to benefit from the AI functionality included in your subscription.
- Using AI in ScreensSeveral screens use AI to draft, read or compare information, such as a dictated report, invoice reading, valuation analysis or report.
Co-ownership
Manage co-ownerships, call funds, hold general meetings and follow insurance claims and maintenance contracts.
- Managing co-ownershipsCreate the association of co-owners and track its lots, funds, arrears, and documents on a single profile.
- Defining lots and allocation keysRecord the lots, their shares and their co-owners, and then define the allocation keys specific to each expense, in order to ensure accurate accounting.
- Establish the budget and the annual statementEnter the budget and the expenses of the financial year, in order to produce and send the annual statement of each co-owner.
- Opening the owner portalProvide each owner with a personal link to their calls, payments, statements, meetings, documents, and incident reporting.
- Generate and issue fund callsCalculate a call based on the budget or an amount, check the draft lines, and then send each co-owner their call in PDF format.
- Tracking payments and remindersRecord received payments, identify late entries, and send email reminders to co-owners who have not settled their fund call.
- Preparing and convening the general meetingPlan the meeting, establish the agenda with the required majority for each item, and then send the notice by email.
- Managing attendance and votesRecord attendance and proxies, check the quorum, collect votes online and during the meeting, and then record the results.
- Draft and send the minutesHave the AI draft a minutes project from the notes or the recording, review it, and then send it to the co-owners.
- Declaring and tracking insurance claimsRecord an insurance claim, attach photos and estimates, declare it by email to the insurer, and track the adjustment process until compensation is received.
- Tracking contracts and inspectionsRecord maintenance contracts and mandatory inspections, so that REOS creates the tasks before each notice period and each deadline.
Development
Run a development project unit by unit, from options to reservations, while keeping buyers informed of its progress.
- Managing development projectsCreate a new property development project, link its buildings, and track sold units, turnover, and construction progress in an overview.
- Building the lot gridEnter the project lots and view them by building and by floor, including their status, plan, and reservation details.
- Placing options and waiting listsTemporarily reserve a lot for a contact, add subsequent interested parties to a waiting list, and allow REOS to manage option expirations.
- Monitoring construction and calling fundsDefine construction stages and their share of the price, monitor progress, and send fund calls upon the completion of each stage.
- Proposing the finish cataloguePublish finish upgrades, collect choices from purchasers, generate quotes, and add them to the payment schedule.
- Informing buyersPublish site news and project documents, and provide each buyer with a link to their personal page.
- Managing reservationsCreate the reservation of a unit, send the contract for signature, confirm it, and then record the deed or the cancellation.
- Build the payment scheduleCalculate reservation instalments from the construction stages, call them with their PDF, and record payments.
Asset management
Measure returns, follow loans and prepare forecasts and reports for a property portfolio.
- Measuring investment returnsTrack rents, occupation, vacancy, returns, cash flow, value and debt, in order to export the rent roll of your portfolio.
- Recording loansEnter the loans that finance the investment and view their repayment schedule, which can be exported in CSV format.
- Establishing a forecastProject rents, costs, income, debt and value over several years according to your assumptions, and save your scenarios.
- Producing the owner reportGenerate a PDF report with indicators, a rent chart, a comment, and a rental status, then send it by e-mail to the owner.
- Consulting the agency dashboardMeasure mandates signed, time to sell, viewing conversion, and fees by agent over a specific period.
- Opening the API and WebhooksCreate read API keys and signed webhooks in order for your own tools to exploit REOS data.
Account and subscription
Manage the subscription, REOS invoices, AI usage and the settings of the organisation and of each user.
- Choosing and changing your planConsult your current plan, your usage of units and accounts, and upgrade or downgrade your subscription.
- Viewing and paying REOS invoicesThe invoices, credit notes and payments for your REOS subscription, together with transfer information and settlement tracking.
- Track AI usageDetailed information regarding your organisation calls to artificial intelligence, which are included in your subscription and displayed for informational purposes.
- Communicating with REOS through requestsOpen a request with the REOS accounts department, track its status, and reply within a discussion thread.
- Request a custom setupConnections linked to your own contracts, such as bank, portals, qualified signature, accounting, Peppol, and calendar, are configured by REOS.
- Update your profileFull name, telephone, and interface language: the personal information visible to members of your organisation.
- Securing your accountPassword, email address, two-factor authentication and session rules applied to the entire organization.
- Configuring the organisationName, home market, default language, contact email, and trades: the settings common to the entire organisation.
- Managing portal credentialsRegister the publication credentials for real estate portals, and identify those that connect on request.
- Configure your notificationsChoose, for each event, to be notified in the portal, by email, or through both channels.
- Customising the displayRow height for lists and date formats, with an immediate preview and a reminder of keyboard shortcuts.
No article matches this search. Try a shorter term or another area.
A demo on your own portfolio
The demo runs on a structure that matches yours: unit count, mandate model and portals. Forty-five minutes, no slide deck.