Sales Progression Software: How to Build a Workflow that Wins
Sales progression can feel hard to keep on top of. Too many emails. Too many spreadsheets. Too many “any update?” calls.
Conveyancing is complex by nature, with lots of steps, moving parts, and potential pitfalls. We cannot remove every delay, but we can make the work calmer and more predictable.
At InTouch, we build case management software that sales progression teams use to make three things clear for everyone involved: status, next steps, and who owns them. One shared view replaces scattered emails and spreadsheets. Traffic lights show what is on track, waiting, or overdue. Key date alarms flag risks before they become a problem. Updates go out by portal, email, or SMS from the same place, while automation supports routine chasing with key date alarms and timely update emails.
In this guide you’ll get:
a simple sales progression flowchart from offer accepted to completion
a detailed walk‑through of the stages of the sales process from a sales progressor’s viewpoint
a short, ready‑to‑copy sales progression checklist at the end that you can paste into your own notes or reference document
Each stage includes a ready‑to‑use example status for the portal, clear ownership, and optional extras you can achieve with InTouch, so you know what to say, who to chase, and how to support it with your workflow.
This guide reflects practice in England and Wales.
Sales progression flow
Offer accepted and Memorandum of Sale (MoS)
Onboarding and compliance
Contract pack
Searches and survey
Enquiries
Report on title and mortgage offer
Exchange
Completion
This flow mirrors the eight stages below. Solicitors complete the legal work inside these stages. The sales progressor chases owners, logs outcomes in InTouch, and the portal updates clients. Firms choose who sees what, and automation supports with key date alarms and timely update emails.
The stages of the sales process
The steps below show who carries out the legal work and what the sales progressor chases, logs, and communicates.
Each step below includes a short example status line. InTouch turns that status into a traffic light on the case and in the Stakeholder Portal. Green means on track, amber means waiting, red means overdue.
Key date alarms back this up for things like exchange, completion, and mortgage offer expiry, so you see risks before they bite. Together, traffic lights and dates turn a long list into a clear daily plan.
1) Offer accepted and Memorandum of Sale (MoS)
Confirm the key details and move straight into a clear workflow everyone can see. The estate agent usually issues the Memorandum of Sale. When it arrives, capture the details in InTouch, open the case, and, where you choose, invite buyers and sellers into the branded Stakeholder Portal. You control who sees what. From there, alarms and reminders support routine chasing. You send email or SMS updates from the same screen, and automatic key date alarms with summary update emails keep stakeholders informed after activity is logged.
Example status in portal
“Offer accepted. MoS in draft and waiting for buyer and seller solicitor details.”
Who owns it
The sales progressor is the case owner for tracking and communication. The agent or negotiator supplies chain and solicitor information. Solicitors are instructed outside the platform and their details are recorded in the case.
Optional extras you can achieve with InTouch
Toggle client visibility for the MoS milestone.
Auto capture Outlook replies and attachments to the case.
2) Onboarding and compliance
The instructed solicitors handle ID, AML, and Source of Funds. The sales progressor requests status, logs confirmations and dates, and publishes a client friendly update in plain English.
Example status in portal
“Onboarding in progress. Waiting for solicitor confirmation of ID, AML, and Source of Funds.”
Who owns it
Solicitors complete the checks. Buyers and sellers provide documents when asked. The sales progressor chases, records the date when checks complete, and updates the client.
Optional extras you can achieve with InTouch
Set a review date for each check and enable reminders.
Use simple client update templates that explain what is happening and why.
3) Searches and survey
The buyer’s solicitor orders searches. These typically take place before contracts are formally exchanged. The surveyor books and completes the survey. The sales progressor tracks dates and expected time frames, chases weekly if needed, and records each confirmation so the portal stays current.
Example status in portal
“Searches and survey in progress. Waiting for local authority search and survey report.”
Who owns it
Buyer’s solicitor orders and receives search results. The surveyor supplies the report. The sales progressor tracks, chases, and updates the client.
Optional extras with InTouch
Create a “searches ordered” confirmation task with a weekly reminder until confirmed.
Auto create a follow up when the survey date is booked to publish the outcome.
Log confirmations from the buyer’s solicitor or surveyor and publish a short client status update.
4) Enquiries
The solicitors raise and answer enquiries before contracts are exchanged. The sales progressor maintains a simple log of last movement and next review date, chases when dates slip, and publishes a clear client update when replies are received or when further work is required.
Example status in portal
“Enquiries outstanding. Waiting for replies from the seller’s solicitor and any third parties.”
Who owns it
Solicitors manage the legal detail. The sales progressor coordinates chasing, sets review dates, and logs outcomes.
Optional extras with InTouch
Templates for progress chasing emails to fee earners.
Escalation rules if no movement by the review date.
Publish an update when the buyer’s solicitor confirms replies are received and under review.
5) Report on title and mortgage offer checks
The buyer’s solicitor issues the report on title. The lender issues the mortgage offer. The sales progressor tracks key dates, logs receipt, and alerts clients to what happens next. If an extension is needed, the chaser goes to the broker or lender and the date is updated in the case.
Example status in portal
“Report on title issued and awaiting buyer approval. Mortgage offer expires on [date]. Lender conditions noted.”
Who owns it
Buyer’s solicitor issues the report. Lender or broker manages the offer. The sales progressor tracks expiries and communicates clearly with the client.
Optional extras with InTouch
Expiry alerts at 30, 14, and 7 days.
A simple checklist for lender conditions tied to evidence in the case.
Gate the Exchange milestone until the report is acknowledged and the offer is valid beyond completion.
6) Contract pack
The seller’s solicitor prepares and issues the contract pack. The sales progressor asks for the issue date, records it, and updates the client once the pack is out.
Example status in portal
“Seller’s solicitor preparing the contract pack. We will confirm when issued.”
Who owns it
Seller’s solicitor prepares and issues. The sales progressor chases and logs the date.
Optional extras with InTouch
Record contract pack issued date and auto create a follow up to check buyer’s solicitor receipt.
White labelled portal updates that avoid legal jargon.
7) Exchange
Contracts are signed and solicitors agree exchange. The sales progressor confirms dates to all parties, sends short client updates, and makes sure practical details are lined up.
Example status in portal
“Exchange arranged for [date]. Contracts signed. Completion date set for [date].”
Who owns it
Solicitors complete exchange. The sales progressor communicates dates and keeps the portal current.
Optional extras with InTouch
Use a simple checklist so Exchange is only marked ready once key confirmations (for example, signed contracts and funds arrangements) have been logged in the case.
Send exchange confirmation messages with the agreed completion date from templates.
8) Completion
Solicitors complete the legal steps and funds are transferred. The sales progressor coordinates final communications, then closes the case with a clear record of what happened. Post completion tasks such as Stamp Duty Land Tax filing and HM Land Registry application are completed by the solicitor.
Example status in portal
“Completion scheduled for [date]. We will confirm as soon as funds are received and keys are ready.”
Who owns it
Solicitors confirm completion. Agent confirms key handover. The sales progressor communicates and records each confirmation.
Optional extras with InTouch
Completion day checklist with automatic notifications.
Generate completion confirmations and client care messages from templates.
Create a simple post completion follow up to check client satisfaction.
Sales progression checklist (ready to copy and paste)
Now we’ve covered the stages of the sales process in detail, here’s a very short sales progression checklist you can copy and paste into your own notes, sticky notes, or a reference document to glance at during the day.
Just copy this block and use it however you like:
[ ] Offer accepted; case opened; Memorandum of Sale drafted from template
[ ] Buyer and seller solicitors confirmed; contacts and chain recorded
[ ] Onboarding and compliance status confirmed with solicitors (ID, AML, Source of Funds) and logged
[ ] Contract pack issue date confirmed by seller’s solicitor; buyer’s solicitor receipt checked
[ ] Searches ordered confirmed by buyer’s solicitor; expected return window noted; survey date logged; outcome recorded
[ ] Enquiries progress checked with solicitors; last movement date recorded; next review date set; escalations applied if idle
[ ] Report on title issued by buyer’s solicitor; client approval noted; mortgage offer expiry and conditions tracked
[ ] Exchange agreed by solicitors; dates confirmed; deposit cleared; completion date recorded
[ ] Completion confirmed by solicitors; keys arranged with agent; client updated; case closed with audit trail
Visit our Property Sales Progression Software page to find out more.