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Deal Sheet Lifecycle
Deep dive
This is the detailed, end-to-end life of a deal sheet, with the rules and edge cases. If you only need the gist, the Portal deal-sheets summary is enough. This page is for when you need to know exactly how it behaves.
Purpose: The deal sheet is the record a tenancy is built around. It carries the customer, unit, rent, term, occupiers and deposit, and it's what every tracker works against.
Owner: Leasing / property-management (the process); (add the named subject-matter expert here).
At a glance
How a deal sheet is created (entry)
There are four entry routes, recorded on the deal sheet as its "submit type":
| Route | Submit type | When |
|---|---|---|
| From an approved reservation | draft | The normal path: approving a reservation turns it into a deal sheet |
| Bulk CSV import | import | Onboarding many tenancies at once (each row is a background job) |
| From referencing | rent-profile | Created off the back of a Rent Profile referencing outcome |
| System sync | sync | Created by a sync from another system |
Statuses it moves through
| Field | Values | Meaning |
|---|---|---|
| Status | Pending customer information → Draft → Complete → Submitted | How far along the deal sheet is |
| State | Unlocked / Locked | A locked deal sheet is protected from edits |
Step by step
- Create (reservation approved, or import/sync).
- Capture detail: rent, term, occupiers, and the deposit type (a traditional TDS deposit, or a Reposit deposit-replacement).
- Reference the customer: credit check and right-to-rent, run through Rent Profile. Passing referencing or signing contracts moves the deal on and updates HubSpot and Qube.
- Arrange the deposit: TDS, or an auto-created Reposit policy (which emails the admin on success or failure).
- Approve: approval syncs to Qube, the customer, unit, deposit, monthly payments and tenancy documents, and the unit is set to Let.
- Feed the trackers: once Complete and Qube-synced the tenancy flows into the Move-In tracker; near its anniversary into Renewals (Rent Review); a termination or "vacating" outcome routes it into Move-Out. See the Tracker eligibility & stages playbook.
Rules & edge cases
- Locked deal sheets are protected from edits; an update to a locked deal sheet notifies the lease officer.
- Contract variations let staff vary the terms of a live tenancy on its deal sheet.
- Permitted occupiers can be invited (giving them resident-app access) or revoked.
- Renewal creates a new deal sheet linked back to the original (it isn't edited in place), so the history is preserved.
- Revisions: a deal sheet keeps a revision history that can be viewed and restored.
- Bulk import: each row runs as its own background job with no retry; failures are recorded and a summary is emailed to the uploader.
- Dynamic pricing: if a reservation requires dynamic pricing data and it's missing, the deal sheet is treated as invalid until it's supplied.
Where it syncs
Qube (finance / property management), HubSpot (sales pipeline), Rent Profile (referencing), Reposit (deposit-replacement). The mechanics of these syncs are in Automation; what each system is, in the Integrations index.