Vital | Best Practice for Setting Up Real Estate Agent Companies

Rita Grima

Modified on: Tue, 11 Jun, 2024 at 3:40 PM

This guide provides detailed instructions to set up real estate agent companies effectively within Vital.

Basic Real Estate Agent Set-up

Record	Linking
Parent: Real Estate Agent Company client Company Setup Ensure it is set up as a company. Enter the contact information for billing purposes. Fill in the First and Last Name fields as the receiver of the billing and job sheet information, for email communications. Email addresses If you are not setting up an individual property owner and they need to receive job sheets, add their email address as a CC.	Link to pool with the label ‘Agent/Strata’
Child: Property Manager (Optional if Not Main Billing Contact) Company Setup: Fill in the first and last name with the property manager’s details for email communication.	Link the Real Estate Agent company as the parent with label ‘Child’ Link to the pool (if applicable) with the label ‘Other’.
Child: Tenant (Optional) Individual Setup: Set up the tenant as an individual. If there is no existing pool, toggle on ‘Create pool’ upon creation.	Link the Real Estate Agent as the parent with the label ‘Child’. Link to the pool with the label ‘Tenant’.
Pool: Service Address Created from the Tenant, it will have the pool address.	Link the Main Billing contact for RE, Property Manager, and Tenant.

Invoice layout example:

Advanced Real Estate Setup (With C/O)

Video walkthrough of the advanced setup

Record	Linking
Parent: Real Estate Agent Company client Company Setup Ensure it is set up as a company. Enter the basic/standard receipt contact details. Fill in the First and Last Name fields with appropriate data for your business e.g 'Parent Company'	Link to pool with the label ‘Agent/Strata’
Child: Main Billing Contact for RE Company Company Setup Ensure it is set up as a company. Format the company name as "[Owner/ landlord name/Address] C/- [Real Estate Company Name]" Fill the first and last name fields with the main billing contact details for invoice emails. E.g Accounts Payable, Accounts Team, or the name of the receiver (property manager). Email addresses If you are not setting up an individual property owner and they need to receive job sheets, add their email address as a CC	Link the Real Estate Agent company as the parent with the label ‘Child’. Link to the pool (if applicable) with the label ‘Other’.
Child: Property Manager (Optional if Not Main Billing Contact) Company Setup: Fill in the first and last name with the property manager’s details for email communication.	Link the Real Estate Agent company as the parent with label ‘Child’ Link to the pool (if applicable) with the label ‘Other’.
Child: Tenant (Optional) Individual Setup: Set up the tenant as an individual. If there is no existing pool, toggle on ‘Create pool’ upon creation.	Link the Real Estate Agent as the parent with the label ‘Child’. Link to the pool with the label ‘Tenant’.
Pool: Service Address Created from the Tenant, it will have the pool address.	Link the Main Billing contact for RE, Property Manager, and Tenant.

Invoice layout example:

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