Client documents
Real estate document management software — every client document tied to the deal.
VIDORO CRM keeps the passport, power of attorney, AML form, NDA, questionnaire and signed contract in the client card, next to the deal. Every document has a status from Expected to Processed, a rejected one carries its reason, and the files sit in folders by client and by deal.
- A status for every document
- File storage built in
- Roles and permissions built in
01How it works
How VIDORO CRM manages client documents
In VIDORO CRM a client document is not a scan lost in someone’s inbox: it has its own slot in the client card, a status and a place in the deal. The team sees at once which papers are still missing, which are being checked and which are done.
A slot for every document in the client card
The client card in VIDORO CRM has a separate slot for each key document: passport, power of attorney, AML form, NDA, questionnaire and signed contract. Everyone who works on the deal looks at the same card, so nobody has to ask in a chat whether the passport has arrived.
Expected: the team sees what is missing
A document that the client still has to send stays Expected in VIDORO CRM. A reminder rule can chase it on its own: for example, if the passport has been Expected for 3 days, the responsible agent is notified in the app, by email or in Telegram.
Uploaded into folders by client and by deal
When the file arrives, the team uploads it to VIDORO CRM by drag and drop, and the document becomes Uploaded. The built-in file storage keeps folders by client and by deal with an instant preview, so nobody has to dig a scan out of email again.
Confirmed, or rejected with a reason
The team checks the uploaded file and marks it Confirmed in VIDORO CRM. If the file does not fit, the document is Rejected, and a rejected document always carries its reason, such as an unreadable scan, so the agent knows exactly what to ask the client for.
Processed and tied to the phase of the deal
Once the work with a document is finished, it becomes Processed. In VIDORO CRM documents also belong to the phases of the deal: the passport to ticket and selection, the draft contract to the deposit and the final contract to the last phase, so each step has the papers it needs.
Want to see where each document fits in the deal? See the five phases of the deal timeline in VIDORO CRM
02Benefits
What your team gets from keeping client documents in VIDORO CRM
No more “did we get it?”
Every document in VIDORO CRM shows its status, Expected, Uploaded, Confirmed or Processed, right in the client card. Managers and agents see which deals are still waiting for papers without asking each other in messengers or keeping a separate checklist in a spreadsheet.
Documents next to the deal
In VIDORO CRM passports, powers of attorney and signed papers live next to the deal they belong to, not in email, on a laptop or on someone’s phone. Folders by client and by deal keep the right version in one place for the whole team.
Access according to the role
Who sees a client’s documents in VIDORO CRM depends on the role: each of the seven roles has its own permissions and its own view of the data, and the data of one company is never visible to another. The activity log records who reviewed a document and when.
Reminders that chase documents
Reminder rules in VIDORO CRM are set once, by document type, status and number of days, and then run on their own. A task to request a missing power of attorney is tied to the deal, the client and the phase, and updates arrive in the app, by email or in Telegram.
04FAQ
Questions about client documents in VIDORO CRM
What is real estate document management software?
Real estate document management software keeps the documents of clients and deals in one place, and in VIDORO CRM it is part of the client card and the deal timeline. Each key document has its own slot and status, and the files sit in folders by client and by deal.
Which statuses can a client document have in VIDORO CRM?
In VIDORO CRM a client document moves through four statuses: Expected, Uploaded, Confirmed and Processed. A document that does not fit becomes Rejected and always carries its reason, so the whole team sees at a glance what is missing, what is being checked and what is done.
What happens when a client document is rejected?
When a document is rejected in VIDORO CRM, it keeps the reason for the rejection, for example that the scan is unreadable. The agent sees the reason in the client card and knows what to ask the client for, and the activity log records who made the change and when.
Can VIDORO CRM remind the agent about a document the client has not sent?
Yes, VIDORO CRM has reminder rules that chase missing documents on their own. A rule is set once by document type, status and number of days: for example, if the passport has been Expected for 3 days, the responsible agent is notified in the app, by email or in Telegram.
Where does the team find the files of a client and a deal?
VIDORO CRM has built-in file storage with folders by client and by deal. Files are uploaded by drag and drop and open in an instant preview, so the team finds the right scan in the CRM instead of searching through email and personal phones.
05Book a demo
See VIDORO on deals like yours
Leave a request and we’ll walk you through the deal timeline, documents and roles using a scenario close to how your team works.
- A live walkthrough of the product
- Your roles and process mapped onto the system
- No obligation