The first client enquiry and matching it to the portfolio

When a buyer or tenant calls, the record you open in PropOrdo is a “client enquiry”: who, looking for what, with what budget, in which area. That record is matched against your portfolio automatically and becomes the client's file.

1. Open the enquiry

From the left menu go to Clients and press New client enquiry. The form fields:

• Client / Contact: pick from Contacts or type a name to quick-add. The phone number goes here.
• Client type and Looking for: to buy or to rent.
• Budget from / to: enter a range; matching uses it.
• Areas of interest: you can pick several; the list comes from Working Areas.
• Rooms and Min. m²: optional, but they narrow the match.
• Source and Source detail: how the client found you. More below.
• Status and Notes.

Read the note under the form: client contact details are personal data; your office needs a privacy notice and a retention period.

2. Do not leave the source empty

The source is a short fixed list: portal, website, social media, search / advertising, referral, signage, existing client, business partner, event, other. Details such as which portal or who referred go in the “Source detail” field beside it, rather than adding lines to the list. The field is not required, but every record you leave blank grows the “no source recorded” share in the Conversion Funnel and makes the channel report unreliable. Asking “how did you find us?” on the phone is enough.

3. Read the match

When you save the enquiry, the client's row in the list shows an “N matching properties” badge. Matching is done against your branch's portfolio on type, budget range, area, rooms and floor area. Press the badge and the matching properties open under the row; from there you can go to the property page or open an appointment.

If the badge shows zero there are two possibilities: there genuinely is nothing suitable in the portfolio, or you entered the enquiry too narrowly. Widening the upper budget a little or adding a neighbouring area usually produces a match. An enquiry with no match is still valuable; when a suitable property arrives the badge fills in by itself.

4. Status and loss reason

An enquiry eventually closes: the client bought, gave up, or went with another agency. When you set the status to “lost”, the Loss reason field becomes required: budget did not fit, bought through another agency, unreachable, gave up, nothing suitable, other. Choosing “other” asks for a short note. It looks tedious, but the “why are we losing” table in the Conversion Funnel is fed only from here.

5. The client file

Clicking the client row opens their file: the enquiry itself, matching properties, appointments, conversations, offers and notes on a single timeline. In later lessons, appointment and conversation records land here. If the agent leaves, the file stays; the branch manager changes the responsible person.

The “⋯” menu on the row has Business card and QR code for sending the client your own contact card quickly.

Checklist

• First enquiry open, source filled in.
• Budget and area entered, match badge checked.
• Client present in Contacts with the right phone number.
• Your office's privacy notice ready (that is your job, not PropOrdo's).

That completes the Day one course. Next course, “In the field”: opening an appointment and recording its outcome.