EOI via DocuSign through contract setup. PP Contract covers the seven-stage flow: DCC Received → Contracts Ordered → Checking → Received → Sent → Signed → Executed. Sale Coordinators (SCC) own this end-to-end with PWP support.
Everything that's already documented in Confluence for this department, surfaced for the discovery session itself. Each section below mirrors the structure of the section page in the source (and the consolidated cross-department doc) but filtered to just this team's scope.
The longest sequential flow in the space — seven steps. Several stages are flagged in the source as "will be a stage in HubSpot" (steps 1, 2, 5, 6 explicitly).
| Role | Name | Notes |
|---|---|---|
| Contracts Manager | Vanessa | |
| Contracts Coordinator | Abbey | |
| Contracts Team Assistant | Mari (TBC) |
3 role(s) documented.
Yellow MUST HAVE pills mark items targeted for Stage 1 Mission Migrate. Nice-to-haves can land in Stage 2 or behind a feature flag.
| Requirement / user story | Importance | Notes |
|---|---|---|
| EOI Received Stage New - EOI rejection report: We would need to be able to identify the reason an EOI is being rejected, have a day counter to see how many days it has been since the original submission date. The final outcome as to if it was rectified and processed or rejected and closed EOI Rejection Reminders or Tasks: Every day a reminder goes out to the PWP & CC if EOI rejection not resolved Welcome email gets sent automatically to clients once contracts ordered has been marked off | MUST HAVE | @Tehanni Crisara share what this report looks like and which fields are input by user in the comment section at the bottom of this page. @Chierag Mattoo this report does not exist and will need to be created in hubspot |
| Email Notification New - Contracts email sent to vendors/ builders is an automatic email that will go to them once contracts ordered is marked off in SF | @Tehanni Crisara Has this email template been captured in email temp. section ?If not pls add.. @Chierag Mattoo we do not have this so it will be created as new | |
| Email Notification New - Automatic reminders every 2 days is getting sent to builders/vendors until contracts are received | @Tehanni Crisara Has this email template been captured in email temp. section ?If not pls add. @Chierag Mattoo we do not have this so it will be created as new | |
| Email Notification When a contract is executed and marked of an automatic email gets sent to he clients solicitor with all the details they need like who the RM is and the email auto populates it self | @Tehanni Crisara Has this email template been captured in email temp. section ?If not pls add. @Chierag Mattoo this template is in the post purchase settlements area as it affects that team |
4 requirements · 1 MUST HAVE.
Department-specific fields are inline. Fields living on the cross-department reference pages (Leads Fields, Opportunity Fields, Property Stock Fields) are filtered to those flagged "Needed by this department" in the source — expand the relevant block.
| # | SF Object | HS Object | Section | Field name | Data type | Why / notes | Options |
|---|---|---|---|---|---|---|---|
| 1 | Contracts Ordered Date | Date | Mapped from Settlement Opp to Property Stock | ||||
| 2 | Contracts Sent Date | Date | Mapped from Settlement Opp to Property Stock | ||||
| 3 | Contracts Exchanged Date | Date | Mapped from Settlement Opp to Property Stock | ||||
| 4 | Package Price | currency | Mapped from Property Stock to Settlement Opp @Tehanni Crisara is this manually input on prop stock and called as formula on settlement opp?@Chierag Mattoo yes | ||||
| 5 | H&L Land Price | currency | Mapped from Property Stock to Settlement Opp. @Tehanni Crisara is this manually input on prop stock and called as formula on settlement opp?@Chierag Mattoo yes | ||||
| 6 | H&L Build Price | currency | Mapped from Property Stock to Settlement Opp @Tehanni Crisara is this manually input on prop stock and called as formula on settlement opp?@Chierag Mattoo yes | ||||
| 7 | Title Status | picklist | Mapped from Property Stock to Settlement Opp @Tehanni Crisara is this manually input on prop stock and called as formula on settlement opp?@Chierag Mattoo yes | ||||
| 8 | Original title date | date | Mapped from Property Stock to Settlement Opp @Tehanni Crisara is this manually input on prop stock and called as formula on settlement opp? @Chierag Mattoo yes | ||||
| 9 | Forecast title extension date | date |
These fields live on the cross-department reference pages but were flagged as required by this department in the source.
| Field label | API name | Data type | Section | Options / values | Notes |
|---|---|---|---|---|---|
| Account Name ↗ | AccountId | Lookup(Account) | |||
| ACS Actual Settlement Date_SO ↗ | ACS_Actual_Settlement_Date_SO__c | Date | |||
| ACS Build Contract Ordered Date_SO ↗ | ACS_Build_Contract_Ordered_Date_SO__c | Date | |||
| ACS Build Contract Received Date_SO ↗ | ACS_Build_Contract_Received_Date_SO__c | Date | |||
| ACS Build Contract Signed Date_SO ↗ | ACS_Build_Contract_Signed_Date_SO__c | Date | |||
| ACS Build Deposit Amount_SO ↗ | ACS_Build_Deposit_SO__c | Formula (Currency) | |||
| ACS Build Deposit Due Date_SO ↗ | ACS_Land_Deposit_Due_Date__c | Date | |||
| ACS Build Deposit Paid Date_SO ↗ | ACS_Build_Deposit_Paid_Date_SO__c | Date | |||
| ACS Client Development Contribution_SO ↗ | ACS_Client_Development_Contribution_SO__c | Currency(18, 0) | |||
| ACS Client Interest Rate_SO ↗ | ACS_Client_Interest_Rate__c | Percent(15, 2) | |||
| ACS Contract Updates_SO ↗ | ACS_Contract_Updates_SO__c | Long Text Area(32768) | |||
| ACS Expected Land Holding Period_SO ↗ | ACS_Expected_Land_Holding_Period_SO__c | Formula (Number) | |||
| ACS Finance & Deposit Notes_SO ↗ | ACS_Finance_Deposit_Notes_SO__c | Long Text Area(32768) | |||
| ACS Finance Approved Date_SO ↗ | ACS_Finance_Approved_Date_SO__c | Date | |||
| ACS Finance Approved Loan Amount_SO ↗ | ACS_Finance_Approved_Loan_Amount_SO__c | Currency(18, 0) | |||
| ACS Finance Due Date_SO ↗ | ACS_Finance_Due_Date_SO__c | Date | |||
| ACS Finance Extension Date_SO ↗ | ACS_Finance_Extension_Date_SO__c | Date | |||
| ACS Finance Submitted_SO ↗ | ACS_Finance_Submitted_SO__c | Date | |||
| ACS Land Contract Ordered Date_SO ↗ | ACS_Land_Contract_Ordered_Date__c | Date | |||
| ACS Land Contract Received Date_SO ↗ | ACS_Land_Contract_Received_Date_SO__c | Date | |||
| ACS Land Contract Signed Date_SO ↗ | ACS_Land_Contract_Signed_Date_SO__c | Date | |||
| ACS Land Deposit Amount_SO ↗ | ACS_Land_Deposit_Amount_SO__c | Formula (Currency) | |||
| ACS Land Deposit Due Date_SO ↗ | ACS_Land_Deposit_Due_Date_SO__c | Date | |||
| ACS Land Deposit Paid Date_SO ↗ | ACS_Land_Deposit_Paid_Date_SO__c | Date | |||
| ACS RDFC Paid Date_SO ↗ | ACS_Client_Dev_Paid_Date__c | Date | |||
| ACS Settlement Date_SO ↗ | ACS_Settlement_Date_SO__c | Date | |||
| ACS Settlement Extension Date \_SO ↗ | ACS_Settlement_Extension_Date_SO__c | Date | |||
| ACS Valuation Access Details_SO ↗ | ACS_Valuation_Access_Details_SO__c | Long Text Area(32768) | |||
| Actual Property Manager_SO ↗ | Property_Manager__c | Picklist | |||
| Actual Rent Per Week_SO ↗ | Actual_Rent_Per_Week__c | Currency(16, 2) | |||
| All Contracts Executed_SO ↗ | All_Contracts_Executed__c | Date | |||
| All Contracts Signed By Client_SO ↗ | All_Contracts_Signed_By_Client__c | Date | |||
| All Deposits Paid Date_SO ↗ | All_Deposits_Paid_Date__c | Date | |||
| Available Cash for Deposits_MO ↗ | Available_Cash_for_Deposits_MO__c | Currency(18, 0) | |||
| Available Funds ↗ | Available_Funds__c | Currency(18, 0) | |||
| Broker Details_SO ↗ | Broker_Details__c | Picklist | |||
| Build Contract Received Date_SO ↗ | Build_Contract_Received_Date__c | Date | |||
| Build Contract Signed By Client_SO ↗ | Build_Contracts_Released_Date__c | Date | |||
| Build Contracts Exchanged Date_SO ↗ | Build_Contracts_Exchanged_Date__c | Date | |||
| Build Contracts Received_SO ↗ | Build_Contracts_Received__c | Picklist | |||
| Cancellation Approved By_SO ↗ | Cancellation_Approved_By__c | Picklist | |||
| Cancellation Summary_SO ↗ | Cancellation_Summary__c | Long Text Area(10000) | |||
| Client Folder Location_SO ↗ | Client_Folder_Location__c | Long Text Area(32768) | |||
| Contract ↗ | ContractId | Lookup(Contract) | |||
| Contract Meeting Not Converted Reason_SO ↗ | Contract_Meeting_Not_Converted_Reason_SO__c | Picklist | |||
| Contract Signing Date and Time_MO ↗ | Contract_Signing_Date_and_Time__c | Date/Time | |||
| Contract Signing Session Outcome_SO ↗ | Contract_Signing_Session_Outcome_SO__c | Picklist | |||
| Contract Sunset Date_SO ↗ | Contract_Sunset_Date__c | Date | |||
| Contract Terms_SO ↗ | Contract_Terms__c | Picklist | |||
| Contract Updates_SO ↗ | Contract_Updates__c | Long Text Area(32768) | |||
| Contracts Email Sent Date_SO ↗ | Conditional_Purchase_Advice_Sent_Date__c | Date | |||
| Contracts Intro Call Complete_SO ↗ | Contracts_Intro_Call_Complete_SO__c | Date | |||
| Contracts Ordered Date_SO ↗ | Contracts_Ordered_Date__c | Date | |||
| Contracts Signing Session Status_MO ↗ | Contracts_Signing_Session_Status__c | Picklist | |||
| Conveyancer Contact_SO ↗ | Conveyancer_Contact__c | Picklist | |||
| Conveyancer Details_SO ↗ | Conveyancer_Details__c | Picklist | |||
| Date Notified of Cancellation_SO ↗ | Cancellation_Date__c | Date | |||
| DC Name_SO ↗ | DC_Name__c | Picklist | |||
| Deposit Method_SO ↗ | Deposit_Pay_Det__c | Picklist | |||
| Details Relating to Nomination_SO ↗ | Details_Relating_to_Nomination__c | Text(255) | |||
| Details Relating to Replacement_SO ↗ | Details_Relating_to_Replacement__c | Text Area(255) | |||
| Distributor_SO ↗ | Distributor_PS__c | Formula (Text) | |||
| EOI Payment Received from Client_SO ↗ | EOI_Payment_Received_from_Client__c | Currency(4, 2) | |||
| EOI Payment Sent to Distributor_SO ↗ | EOI_Payment_Sent_to_Distributor__c | Currency(18, 0) | |||
| EOI Received Date_SO ↗ | Date_Purchased__c | Date | |||
| EOI Refund from Distributor Received_SO ↗ | EOI_Refund_from_Distributor_Received__c | Currency(18, 0) | |||
| EOI Refund Paid to Client_SO ↗ | EOI_Refund_Paid_to_Client__c | Currency(18, 0) | |||
| EOI Replacement Date_SO ↗ | EOI_Replacement_Date__c | Date | |||
| Finance Broker Contact_SO ↗ | Finance_Broker_Contact__c | Picklist | |||
| H&L Build Deposit Due Date ↗ | H_L_Build_Deposit_Due_Date__c | Date | |||
| H&L Build Deposit Paid Date_SO ↗ | H_L_Build_Deposit_Paid_Date__c | Date | |||
| H&L Build Price_SO ↗ | H_L_Build_Price_PS__c | Formula (Currency) | |||
| H&L Land Deposit Amount(Opp) ↗ | H_L_Land_Depoist_Amount__c | Currency(16, 2) | |||
| H&L Land Deposit Amount_SO ↗ | H_L_Land_Deposit_Amoun_PS__c | Formula (Currency) | |||
| H&L Land Deposit Paid Date_SO ↗ | H_L_Land_Deposit_Paid_Date__c | Date | |||
| H&L Land Price(Opp) ↗ | H_L_Land_Price__c | Currency(16, 2) | |||
| H&L Land Price_SO ↗ | H_L_Land_Price_PS__c | Formula (Currency) | |||
| Land Contract Received Date_SO ↗ | Land_Contract_Received_Date__c | Date | |||
| Land Contract Signed By Client_SO ↗ | Contracts_Released_Date__c | Date | |||
| Land Contracts Exchanged Date_SO ↗ | Contracts_Exchanged_Date__c | Date | |||
| Land Contracts Received_SO ↗ | Dig_Contracts_sent_to_broker__c | Picklist | |||
| Land Deposit Due Date_SO ↗ | H_L_Land_Due_Date__c | Date | |||
| Land Deposit Ext Date_SO ↗ | Land_Deposit_Ext_Date__c | Date | |||
| Master Account Email ↗ | Master_Account_Email__c | ||||
| Master Facility, Refi, Costs & Buffer_MO ↗ | Refinance_Cash_Out_Comments__c | Text Area(255) | |||
| Master Opp Type_SO ↗ | Master_Opp_Type__c | Picklist | |||
| Master Opportunity Link ↗ | Master_Opportunity_Link__c | Formula (Text) | |||
| Master Opportunity Owner ↗ | Master_Opportunity_Owner__c | Formula (Text) | |||
| Master Opportunity_SO ↗ | Master_Opportunity__c | Lookup(Opportunity) | |||
| Opportunity Name ↗ | Name | Text(120) | |||
| Opportunity Record Type ↗ | RecordTypeId | Record Type | |||
| OTP Deposit Amount_SO ↗ | OTP_Deposit_Amount_PS__c | Formula (Currency) | |||
| OTP Price ↗ | OTP_Price_PS__c | Formula (Currency) | |||
| Package/Contract Price(Opp) ↗ | Package_Contract_Price__c | Currency(16, 2) | |||
| Package/Contract Price_SO ↗ | Package_Contract_Price_PS__c | Formula (Currency) | |||
| Partner Email ↗ | Partner_Email__c | ||||
| Partner Name ↗ | Partner_Name__c | Text(200) | |||
| Partner Phone ↗ | Partner_Phone__c | Phone | |||
| Pending Replacement_SO ↗ | Pending_Replacement__c | Checkbox | |||
| Post Purchase Services Coordinator_SO ↗ | Client_Relationship_Manager__c | Picklist | |||
| Property Report URL_SO ↗ | Property_Report_URL__c | Formula (Text) | |||
| Property Stock_SO ↗ | Property_Stock__c | Lookup(Property Stock) | |||
| Property Type ↗ | Property_Type_PS__c | Formula (Text) | |||
| RDFC Due Date_SO ↗ | RDFC_Due_Date_SO__c | Date | |||
| RDFC Refund Date_SO ↗ | RDFC_Refund_Date_SO__c | Date | |||
| Record Type Name ↗ | Record_Type_Name__c | Formula (Text) | |||
| Replacement Status_SO ↗ | Replacement_Outcome_Required_SO__c | Picklist | |||
| SMSF Entity Name_SO ↗ | SMSF_Entity_Name__c | Text(150) | |||
| SMSF Planner Details_SO ↗ | SMSF_Planner_Details__c | Picklist | |||
| SMSF Planner_SO ↗ | SMSF_Planner__c | Picklist | |||
| SMSF Purchase_SO ↗ | SMSF_Purchase__c | Picklist | |||
| SP Broker Confirmation Received Date_SO ↗ | Broker_Confirmation_Received_Date_SO__c | Date | |||
| Stage ↗ | StageName | Picklist | |||
| State_SO ↗ | State_PS__c | Formula (Text) | |||
| Super Plus_SO ↗ | Super_Plus_SO__c | Formula (Checkbox) | |||
| Title Status_SO ↗ | Title_Status_PS__c | Formula (Text) | |||
| Trust Payment Ref_SO ↗ | Trust_Payment_Ref__c | Text(50) | |||
| Welcome Email Sent Date_SO ↗ | Welcome_Email_Sent_Date__c | Date | |||
| Welcome Email Sent_SO ↗ | Welcome_Email_Sent__c | Checkbox |
Each rule needs a HubSpot decision: keep as a property validation, replace with workflow, replace with required-field, or drop.
No Salesforce validation rules are tagged to this department in the source.
| # | Report / dashboard + linked Salesforce records |
|---|---|
| 1 | CONTRACTS SENT BUT NOT SIGNED |
| Contracts Issued This Month | |
| Contracts Signed this Month | |
| EOI RECEIVED - BUT CONTRACT NOT ORDERED | |
| EOI RECEIVED - BUT CONTRACT NOT ORDERED | |
| CONTRACTS ORDERED BUT NOT SENT TO CLIENT | |
| CONTRACTS NOT RECEIVED FROM SUPPLIER AVG | |
| CONTRACTS ORDERED BUT NOT SENT TO CLIENT | |
| CONTRACTS SENT BUT NOT SIGNED | |
| CONTRACTS SIGNED BUT NOT EXCHANGED | |
| EOI Payment Tracker 2026 | |
| PENDING CANCELLATIONS - WITHOUT APPROVAL | |
| PENDING REPLACEMENTS | |
| Approved Cancellations, Not Closed |
14 reports/dashboards.
| Application | Used by / purpose |
|---|---|
| Docusign | All Post purchase team - contracts & settlements |
| Hubspot & Gmail email integration | All Post purchase team - contracts & settlements. |
| Calendly | All Post purchase team - contracts & settlements |
| Aircall (specifically SMS logs if possible) | All Post purchase team - contracts & settlements |
| Object | Who | Create | Read | Update | Delete | View All | Notes |
|---|---|---|---|---|---|---|---|
| Opportunity | All Contracts Team | X | X | X | X | ||
| Property Stock | All Contracts Team | X | X | X | |||
| Report | Contracts Manager | X | X | X | View reports in contracts folder | ||
| Dashboard | Contracts Manager | X | X | X | View reports in contracts folder | ||
| Report | Contracts Coordinator & Team Assistant | X | View reports in contracts folder | ||||
| Dashboard | Contracts Coordinator & Team Assistant | X | View reports in contracts folder |
| Action | Owner | Deadline | Raised by | Status |
|---|---|---|---|---|
| Require response to above @mention queries | @Tehanni Crisara | 4/2/2026 | @Chierag Mattoo | Open |
1 actions · all open in source.
| Requirement / story | Importance | Notes |
|---|---|---|
| EOI Payment EOI PAYMENTS- we need a more secure and user friendly way for clients to pay the EOI deposit. Maybe like stripe or something similar that if clients card decline when we take payment they can use the link to pay | Nice to have | |
| Google Folder Automation for Settlement opp Google knows when a new opportunity is created and a google folder is needed, it will automatically create the folder and put the link in HubSpo | Nice to have | @Tehanni Crisara Does someone creates the google folder manually today and add the link to sett. opp? If yes, this will be parked for stage 2 for proper & secure google integration. @Chierag Mattoo yes that is the process, no worries to park |
2 items parked for Stage 1.
| Question | Answer | Date | Owner |
|---|---|---|---|
| Can we have visibility over Docusign envelopes in Hubspot where we are not the sender, but CC'd as a recipient? | |||
| Currently the team share licenses, we need to ensure we have one per team member |
No supporting documents linked from the source pages.
| Tranche | Position | Department | |
|---|---|---|---|
| Sales-side · Tranche 1 | 1/5 | Property Education Consultants (PEX) | View → |
| Sales-side · Tranche 1 | 2/5 | Discovery Team | View → |
| Sales-side · Tranche 1 | 3/5 | Wealth Planning (PWP) | View → |
| Sales-side · Tranche 1 | 4/5 | Finalliance (Finance + Broker) | View → |
| Sales-side · Tranche 1 | 5/5 | Acquisitions | View → |
| Back-office · Tranche 2 | 1/4 | Contracts | You are here |
| Back-office · Tranche 2 | 2/4 | Settlement | View → |
| Back-office · Tranche 2 | 3/4 | Accounts | View → |
| Back-office · Tranche 2 | 4/4 | Membership (+ Aircall) | View → |