Five offices, one operation from first contact to signing

One system for an estate agency that also brokers the mortgage: contact, property, viewing, financing and closing, plus the public website it all feeds.

Client: Estate agency and property-finance group, five offices
Re-Ark's role: Discovery, product design, build, rollout and ongoing support
Delivered as: Public website, web platform and installable PWA
Status: Live in production in five offices

The problem

Selling a home and financing it are two businesses with one customer. The agency ran them on separate tools, and nobody could answer the only question that mattered: where is this operation actually stuck?

Spreadsheets held the property list, a folder tree held the bank paperwork and a calendar held the viewings. Every handover between sales and finance meant re-typing the same client, and the public website was a separate build that went stale the moment a listing changed.

Cards do not simply slide across

The whole business is modelled as one operation moving through ten stages, carrying its client, its property, its documents and its bank with it. Every stage transition asks a question, and will not take the card until it is answered.

The public website renders from the same property records, in three languages, and is edited directly on the page by the people who own the content. When a price, a photo or a status changes, the website already says so.

Stage transition dialog requiring the signed engagement letter — Moving a card into the engagement stage asks for the signed engagement letter first. Until it is there, the card does not move.

Stage transition dialog selecting the bank office — The next stage asks a different question: which bank offices the file is going out to, and who is handling each one.

What it does

Ten-stage pipeline

From first contact to the notary, with the count on each column showing the state of the business at a glance.

Sales, finance or both

Every operation knows whether it is sales only, finance only or both, and each desk sees its own work.

Time in stage

Days in the current stage on every card, so the question of where something is stuck is answered without opening anything.

Gates with required documents

Each stage transition demands the document or decision it needs, uploaded in place or linked from the file.

Public website in three languages

Catalan, Spanish and English, rendered from the platform's own records and edited on the page by staff.

More screens

Weekly agenda for the office — Viewings, notary appointments and follow-ups for the whole office in one week, with the day's list and notes beside it.

Property record with photo gallery — A property record: public listing, internal data, owner, valuation and mortgage, all on one spine.

Administrative dashboard — The administrative dashboard: office structure, headcount and the notification stack.

This is a client system, shown anonymously: the client's name, brand and data have been withheld. Screenshots show the real, running interface against a demonstration dataset. Every name, logo and person visible in the screenshots is fictitious and belongs to that dataset.