Sales FAQs
Sales Status
Frequently Asked Questions
What is the normal workflow for sales statuses?
The standard sales workflow follows this progression:
Unreleased → Available → Reserved → Executed → Subject → Firm → Closed
How do I move a unit from Unreleased to Available?
Change the unit's sales status to Available when you're ready to offer it for sale. A sales representative or administrator can update this in the Sales App or Unit Manager. Once Available, the unit will display as "Available".
Previous status: None (Unreleased is the initial status when a unit is created)
Next status: Reserved or Executed (if creating a deal directly)
How do I move a unit from Available to Reserved?
A unit automatically changes to Reserved when:
- A customer completes the reservation flow in Customer Connect
- A sales representative manually creates a reservation for the unit
Previous status: Available
Next status: Executed (when you create a deal) or Available (if reservation expires or is cancelled)
Reserved is optional. You can create a new deal directly from an Available unit, skipping the reservation step for walk-in purchasers or returning customers.
How do I move a unit from Reserved to Executed?
The unit automatically changes to Executed when you initiate the New Deal process and the contract is generated. To reach this:
- Link the reservation to a new deal (or start from an Available unit)
- Generate contract documents
- The system creates the deal and moves the status to Executed
Previous status: Reserved or Available
Next status: Subject (when purchaser and developer both signed and Subjects have been passed)
How do I move a unit from Executed to Subject?
The unit automatically changes to Subject when the purchaser and developer completes all required signatures on the contracts. This happens when:
- The contract is sent to the purchaser for signing
- The purchaser signs all signature blocks through the Signing Service
- All co-purchasers complete their signatures if applicable
- Developer has signed the document
Previous status: Executed
Next status: Firm (when developer signs and Subject conditions are met)
How do I move a unit from Subject to Firm?
The unit moves to Firm when the developer signs the contract and all subject conditions have been satisfied or waived. This can happen:
- Manually when the 'Go Firm' button is clicked.
- Automatically when the coditionat are met if the deposits have been made and subject date has been passed.
This triggers a "Deal Gone Firm" notification if configured in Internal Notifications.
Previous status: Subject
Next status: Closed (when transaction completes)
How do I move a unit from Firm to Closed?
Automatically update the status to Closed after the closing date has been reached and passed.
Previous status: Firm
Next status: None (Closed is the final status)
Which statuses are optional?
Reserved is the primary optional status in the workflow. You can skip it by:
- Creating a new deal directly from an Available unit without a prior reservation
- This is common for walk-in purchasers, VIP customers, or direct sales
Full workflow: Unreleased → Available → Reserved → Executed → Subject → Firm → Closed
Streamlined workflow: Unreleased → Available → Executed → Subject → Firm → Closed
Why didn't my sales status update after signing?
Check the following:
- Verify all required signature blocks were completed by the signer
- Confirm all co-purchasers have signed if multiple purchasers are on the contract
- Refresh your view in the Sales App
If the purchaser signed but the status didn't change to Subject, ensure all signature blocks marked for that purchaser are complete.
Can I manually change a sales status?
Yes, authorized sales staff can manually update most statuses through the Sales App. However, some transitions are automatic:
- Available → Reserved: Automatic when a reservation is created
- Reserved/Available → Executed: Automatic when a new deal is created
- Executed → Subject: Automatic when all purchasers and the developer complete signing
- Subject → Firm: Automatic when deposits are received and the subject date passes, or manual via the Go Firm button
- Firm → Closed: Automatic when closing occurs and funds are received
Manual status changes require appropriate permissions and are logged in the system audit trail. Warning: manual changes will bypass automated workflows and should be used with extreme caution.
What happens if a reservation expires?
When a reservation expires without being converted to a deal, the unit automatically returns to Available status. Customers can then create a new reservation if the unit is still available.
Document Status
Document Status Definitions
| Status | Description |
|---|---|
| Generated | The document has been created but not yet sent to any signers. This is the initial status when a document is first created. |
| Sent | The document has been sent to the client portal with no signatures or initials needed. This is a final status for informational documents like disclosures, letters, or receipts. |
| CustomerSigning | The document has been sent for signing and is awaiting purchaser signatures. It remains in this status until all purchasers and co-purchasers complete their required signatures. |
| DeveloperSigning | All purchasers have signed and the document is awaiting developer signature. |
| Finalized | All required signatures have been collected and the document is fully executed. This is the final status for a successfully signed document. |
| Cancelled | The document was voided before all signatures were collected. Common reasons include document errors, changed deal terms, or purchaser request. |
| Collapsed | The document was part of a deal that fell through after being finalized. This occurs when a deal is manually collapsed. |
Frequently Asked Questions
What is the normal workflow for document statuses?
Sales documents have their own status lifecycle separate from the unit sales status:
For documents requiring signatures:
Generated → CustomerSigning → DeveloperSigning → Finalized
For documents with no signatures needed:
Generated → Sent
Documents can also move to Cancelled or Collapsed statuses if the deal doesn't proceed.
How do I move a document from Generated to CustomerSigning?
The document automatically changes to CustomerSigning when you share it for signing through the Sales App. To reach this:
- Open the document in the Unit View
- Click the 'Share' button to send the document to the purchaser(s) for signing
- The system delivers signing links and the document will show up in the client portal and signing service.
- The document status will update
Previous status: None (Generated is the initial status when a document is created)
Next status: CustomerSigning (when sent for signatures) or Sent (for documents with no signatures needed)
How do I move a document from CustomerSigning to DeveloperSigning or finalized?
The document automatically changes to the next document status when all purchasers complete their signatures. This happens when:
- Each purchaser accesses their signing link through the Signing Service
- All required signature blocks for purchasers are completed
- All co-purchasers finish signing if applicable
Previous status: Generated
Next status: DeveloperSigning (when all purchasers have signed and there is a developer signature required) or (Finalized if there is no developer signature.) or Cancelled (if voided during signing) or Collapsed (If the deal has been collapsed)
Documents remain in CustomerSigning until ALL purchasers and co-purchasers have completed their required signatures.
How do I move a document from DeveloperSigning to Finalized?
The document automatically changes to Finalized when the developer completes all required signature blocks. The document is now legally binding and cannot be modified.
Previous status: CustomerSigning
Next status: Finalized (when developer signs) or Cancelled (if voided before developer signs) or Collapsed (If the deal has been collapsed)
Which document statuses are terminal?
The following statuses are terminal (cannot transition to another status):
- Sent - Final status for non-signature documents
- Finalized - Final status for successfully signed documents (can only move to Collapsed)
- Cancelled - Terminal status for voided documents
- Collapsed - Terminal status for documents from failed deals
Can document statuses go backwards?
Document statuses generally follow a linear progression, but there are scenarios where they can change:
From any status to Cancelled:
- A sales representative can cancel a document at any point before it's Finalized
- This is common when errors are discovered or deal terms change
From any status to Collapsed:
- If a deal falls through after documents are signed or shared, they move to Collapsed
Adding signature blocks can revert status:
- If a new signature or initals block is added for a customer on a Finalized document, the status reverts to CustomerSigning
- If a new signature or initals block is added for the developer on a Finalized document, the status reverts to DeveloperSigning
- If a new signature or initals block is added for a customer on a DeveloperSigning document, the status reverts to CustomerSigning
- The document will progress through the signing workflow again once the new signatures or initals are collected
Why is my document stuck in CustomerSigning?
Check the following:
- Verify all purchasers have received their signing links
- Confirm each co-purchaser has completed their individual signatures
- Check that all required signature blocks are filled (not just some)
The document won't advance to DeveloperSigning or finalized until every purchaser signature block is complete.
Can I see who has signed a document?
Yes, in the Documents panel of the Unit view, you can view signature details including:
- Which signers have completed their signatures
- When each signature was collected (This is only in the Sales App not in Client portal or Signing service)
- Which signature blocks remain unsigned (This is only in the Sales App not in Client portal or Signing service)
Click on a document to see the detailed signature status.
If your question isn't answered here, contact your system administrator or reach out to Pluto Systems support.