Separate receipt from acceptance
Receiving a client’s name does not resolve every question about the introduction. An operator might need to check for an existing direct enquiry, confirm the client’s requirements or review the applicable referral arrangement. Acknowledge receipt promptly, then show the outcome of that review as a separate step.
A simple sequence helps: received, under review, accepted or requiring clarification. Give the agent a visible reason when something needs resolving. Silence leaves both sides uncertain about whether to continue working on the opportunity.
Capture a useful brief once
A referral should include more than contact information. Location, team size, budget, desired move date and essential requirements help an operator identify the right space and avoid repeating the same qualification questions.
Keep the client requirement separate from the individual operator opportunity. The agent may be considering several operators, while each operator needs its own conversation and commercial record. That structure allows the agent to reuse the brief without blending competing offers.
Resolve duplicates with a record
When the operator already knows the client, record the reason for the duplicate flag and the information needed to resolve it. A timestamp helps establish the sequence of events, but it should support a conversation rather than be treated as a complete answer on its own.
Keep the agreed outcome attached to the opportunity. If an introduction is accepted subject to particular conditions, make those conditions visible to the people managing the deal. This is a workflow recommendation; the parties still need to agree their own commercial terms.
Track the deal after acknowledgement
An accepted introduction should lead to a clear owner and next action. That might be suggesting a suite, requesting more detail or arranging a viewing. As the client progresses, record the proposal, negotiation and decision against the same opportunity.
Useful updates explain what happens next. “Proposal sent; client reviewing with their director on Friday” gives an agent more to work with than a status alone. Keep private operator notes separate from comments intended for the referring agent.
Keep commission terms distinct from estimates
Record the applicable fee basis, any qualifying conditions and the relevant agreement. An estimated fee, an approved entitlement, an invoice and a completed payment are different stages. Treating them separately makes reporting more useful.
flexd’s proposed shared workflow brings introductions, acknowledgements, viewings and progress into one place. Agents use the platform free; operators pay a building-based subscription. The demo illustrates the journey, while production messaging and integrations remain in development.