Deal progression & chain health
See exactly where every deal stands, keep your chain moving, and stop losing sales to problems you couldn't see coming.
What this does
Deal progression tracks every milestone from Pre-Market to Closed, with built-in compliance gates, one-click chasing, and a full audit trail. Chain health shows you every property above and below yours in a transaction — including deals run by other agents — so you always know where the risk is.
The 8-stage deal pipeline
Every listing moves through eight defined stages. Completed stages show a green tick, your current stage is highlighted in blue, and upcoming stages are always visible so you can see what's coming before it arrives.
Each stage is compliance-gated — meaning the system tells you exactly what needs to happen before you can advance. Nothing gets skipped, and nothing gets forgotten.
Managing offers
All offers sit inside the deal, not in a separate place. You can see every offer at a glance — accepted, rejected, and under review — with a full compliance checklist triggered automatically the moment an offer is accepted.
When an offer is accepted, XchangeHero immediately checks off:
- ✓Validated proof of funds (bank statement / gift letter)Verified
- ✓Mortgage in principle (MIP)Verified
- ✓ID / AML verification (buyer)Verified
- ✓Buyer's solicitor assignedVerified
When all checks pass, you'll see an All Checks Passed badge. Rejected offers are archived — not deleted — so you always have a full record of everything received.
Tip
You can reopen a past stage at any time using the Reopen Stage button — useful if a deal falls back or information needs to be corrected.
Staying ahead with upcoming stages
You don't have to wait to see what's coming. Click any upcoming stage in the pipeline to preview its checklist before you get there — so you can have confident, proactive conversations with your vendor instead of "I'll chase them and get back to you."
The Ready for Exchange checklist includes:
- !Expected exchange date agreedRequired
- !Local / environmental searches returnedRequired
- !All legal enquiries answeredRequired
- !Signed contracts (buyer & seller)Required
- !Buildings insurance confirmedRequired
Nudge — chase anyone in one click
When a milestone is outstanding and things have gone quiet, hit Nudge next to the item. XchangeHero instantly drafts a professional, personalised chase email — ready to send in seconds.
Every Nudge email is automatically:
- Addressed to the correct party (vendor, buyer, or solicitor)
- CC'd to the relevant solicitor
- Pre-filled with the property address in the subject line
- Written in a professional, polite tone — edit if you want, send as-is if you don't
Every Nudge is logged against the deal with a timestamp — so there's never any question about whether a chase was sent.
Advancing to the next stage
When all milestones in a stage are verified, XchangeHero shows a green confirmation banner and a prominent button to advance the deal. One click moves everything forward — cleanly, confidently, and on the record.
How AI verification works
When relevant emails arrive — a mortgage offer confirmation, solicitor instructions — the AI Inbox Agent reads them and automatically marks the corresponding milestone as verified. You'll see a sparkle icon and a verified timestamp. No manual ticking required.
Attachments — all your paperwork in one place
Every document and link related to a deal lives in the Attachments tab. Upload files directly or save links to external portals. Each attachment is tagged to the listing step it came from, so you always know why a document exists.
Compliance tip
If your agency ever faces a compliance audit or a vendor dispute, everything is right here — timestamped, attributed, and linked to the stage it belongs to. Make it a habit to attach evidence as soon as it arrives.
The audit & history log
Every action taken on a deal is recorded automatically — who verified what, when nudges were sent, what notes were added, and even when something was unverified and corrected. The log is a true history of the transaction.
You can also add free-text notes at any time — things like "Buyer would like to complete on a Friday" — or log a phone call so verbal conversations stay on the record too.
Chain health management
This is where XchangeHero does something no other estate agent system does. The Chain tab on any listing shows every property above and below yours in the transaction — including deals run by other agents — so you can see the full picture, not just your bit of it.
For each link in the chain you can see the buyer, seller, both solicitors, a milestone tracker, a chain health score, a warnings section, and a notes field for chase context.
Understanding the chain health score
Each link — and the overall chain — gets a health score out of 100, updated in real time as milestones are completed.
In this example, 79 Town Quay at the bottom of the chain is the weak link. Without XchangeHero, you'd find out when your solicitor calls to say the deal is at risk — probably weeks later. With XchangeHero, you can call the agent at Fultons today and take action before a 60 becomes a 40.
Building your chain
Add chain links above (vendor's onward purchase) or below (buyer's chain) at any time using the + Add link buttons. The chain view updates in real time as milestones are completed across all links — even those managed by other agents.
Summary — what this means for your agency
Always know where you stand
Every deal, every milestone, every stage — visible at a glance. No more guessing.
Confident vendor updates
Tell your vendor exactly what's happening and what's needed — not "I'll find out."
Compliance handled automatically
AML checks, proof of funds, solicitor assignment — all triggered and tracked at the right moment.
Protect yourself if things go wrong
Every action timestamped, every nudge logged. If anything is ever disputed, it's on the record.
See the whole chain
Not just your listing — every link above and below, with health scores and milestone detail.
Act before deals fall over
Spot weak links early. Take action while there's still time to fix them.
What to read next
- How the AI Inbox Agent works
How XchangeHero reads your emails and updates deals automatically
- AML compliance explained
What checks are required, when they're triggered, and where they're stored
- Getting started with your first listing
Add a property and move it through the pipeline step by step
More guides are on the way — check the sidebar as we publish them.