Broker Management
BrikSync PropOS includes a built-in broker management module for organisations that work with agents or brokers to source tenants or manage deals. Admins can invite brokers, assign them to properties, and track their leads, deals, and commissions — all within the platform.
Broker management is available on PRO and BUSINESS plans only. The Broker role cannot be
assigned on the FREE plan.
Adding Brokers to Your Organisation
- Go to Settings → Team Management.
- Click Invite Member.
- Enter the broker’s email address.
- Select Broker as their role.
- Click Send Invitation.
The broker will receive an email invitation and, once accepted, will have access to the Broker module within your organisation.
Brokers only see the data relevant to them — their own leads, deals, and commissions. They do not
have access to other team members’ pipelines or organisation-level settings.
Managing Brokers (Admin View)
Admins have a full view of all broker activity within the organisation.
Go to Broker → Overview to see:
- All active brokers — list of broker team members and their current pipeline.
- Total leads across all brokers.
- Deals in progress — total value and number.
- Commissions paid this month — total across all brokers.
Click on any broker’s name to see their individual pipeline and commission records.
Leads
Leads represent prospective tenants or buyers that a broker is working with.
Viewing All Leads (Admin)
Go to Broker → Leads for a complete view of every lead across all brokers, with filters by broker, status, property, and date.
Lead Status Pipeline
Leads progress through the following stages:
| Stage | API value | Description |
|---|
| New | new | Just entered — awaiting first contact. |
| Contacted | contacted | Broker has made initial contact. |
| Viewing | viewing | A viewing has been booked or completed. |
| Qualified | qualified | Prospect confirmed as a viable tenant or buyer. |
| Closed — Won | closed_won | Lead converted successfully. |
| Closed — Lost | closed_lost | Lead did not proceed. |
Lead fields
Each lead record includes the following key fields in the API response:
| Field | Type | Description |
|---|
source | string or null | Channel through which the lead was acquired: website, zillow, realtor, referral, broker, walk_in, social_media, or other. |
source_detail | string or null | Additional context about the source (e.g. specific campaign or referral name). |
move_in_date | date or null | Desired move-in date (YYYY-MM-DD). |
budget_min | number or null | Minimum budget the lead can afford. |
budget_max | number or null | Maximum budget the lead can afford. |
ai_score | number or null | AI-generated lead quality score (0–100). |
is_converted | boolean | Whether the lead has been converted to a tenant. |
converted_at | datetime or null | Timestamp when the lead was converted. Null if not converted. |
assigned_at | datetime or null | When the broker was last assigned or changed. Null if never assigned. |
Deals
A deal is a lead that has progressed to the offer or closing stage. Deals can be managed from Broker → Deals.
For each deal, the record includes:
- Associated lead and broker.
- Property and unit the deal relates to.
- Deal value — agreed rent or sale price. Auto-calculated as
monthly_rent × lease_months when both are provided.
- Commission rate — decimal fraction snapshotted from the broker record at deal creation (e.g.
0.03 = 3%).
- Commission amount — auto-calculated as
contract_value × commission_rate.
- Notes — internal notes on the deal.
Deal pipeline stages
Deals move through a detailed pipeline:
| Stage | API value | Description |
|---|
| Inquiry | inquiry | Initial interest from a lead. |
| Viewing Scheduled | viewing_scheduled | A property viewing has been booked. |
| Offer Made | offer_made | Application or offer submitted. |
| Negotiating | negotiating | Terms are being negotiated. |
| Under Contract | under_contract | Agreement signed, pending completion. |
| Closed — Won | closed_won | Deal completed successfully. |
| Closed — Lost | closed_lost | Deal did not proceed. |
Deal fields
Each deal record includes additional fields in the API response:
| Field | Type | Description |
|---|
monthly_rent | number or null | Snapshot of unit base rent at deal creation. |
lease_months | number or null | Lease duration used in contract_value calculation. |
expected_close_date | date or null | Expected deal close date (YYYY-MM-DD). |
actual_close_date | date or null | Actual close date, set automatically when the deal reaches a terminal stage. |
is_active | boolean | Whether the deal is active (false indicates soft-deleted). |
Commissions
Commissions are recorded when a deal is marked as Closed — Won.
Recording a Commission
- Open the deal record.
- Mark the deal as Closed — Won.
- Enter the commission amount.
- The commission is recorded and visible in the broker’s commission history.
Commission invoicing
Broker commissions now generate formal invoices with auto-numbered references (format: INV-YYYY-XXXX-NNNN). Each invoice moves through a clear lifecycle so you always know the status of outstanding broker payments.
| Status | Description |
|---|
| pending | Invoice created, not yet sent to the broker. |
| sent | Invoice has been sent to the broker. |
| paid | Payment received — paid_date is set. |
| overdue | Invoice has passed its due date without payment. |
| cancelled | Invoice cancelled — no payment expected. |
Commission Reports
From Broker → Commissions, Admins can:
- View all commissions and invoices across all brokers.
- Filter by broker, property, date range, or invoice status.
- See total commission liability for the period.
- Export commission records as CSV.
BrikSync PropOS records, tracks, and invoices commissions. It does not process commission
payments — these are handled separately through your organisation’s payroll or accounting system.
Assigning a Broker to a Property
You can associate a broker with specific properties to give them focused access.
- Open the Property detail page.
- Go to the Team tab.
- Click Add Broker and select the broker from the list.
Assigned brokers can view property and unit details relevant to their leads.
Payment receipts and move-out reports
Brokers can download payment receipts and move-out report PDFs for any payment or move-out case within their organisation. This allows brokers to share documentation with prospective tenants or verify payment history during deal negotiations.
- Payment receipts — download via the payments page or
GET /api/payments/receipt?paymentId={uuid}.
- Move-out reports — download via the move-out case page or
GET /api/leases/move-out-report?caseId={uuid}.
Brokers have read-only access to receipts and move-out reports. They cannot create, update, or
delete payment records or move-out cases.
Open house attendance tracking
Open house bookings record attendance status, giving you a clearer picture of actual turnout versus RSVPs.
| Status | Description |
|---|
| confirmed | Attendee has confirmed their booking. |
| cancelled | Attendee cancelled before the event. |
| attended | Attendee was present at the open house. |
| no_show | Attendee did not attend despite confirming. |
message field where the attendee provides additional context (e.g. scheduling preferences or questions about the property).
After an open house event, update each booking’s attendance status from the open house detail page. This data feeds into broker performance reporting and helps you forecast conversion rates from viewings to signed leases.
The open house record includes a reminder_sent_at timestamp that tracks when the last attendee reminder was sent. This field is set automatically by the system and is null until a reminder has been dispatched.
Removing a Broker
To remove a broker from your organisation:
- Go to Settings → Team Management.
- Find the broker and click Deactivate.
Their historical leads, deals, and commissions are retained but they will lose access to the platform immediately.
Built by Errsol Technologies LLP · Karan · BrikSync PropOS