Prospects in Inmovilla
How to manage real estate prospects and convert them into properties
A real estate prospect is a fundamental tool for recording capture opportunities at an early stage, even before having all the necessary information for marketing. It is a highly flexible working file that allows storing initial data, advancing in the property investigation, and completing the capture without the need to immediately create a publishable property.
In this detailed guide, we will explain the key differences between a prospect and a property, what essential information should be included from the start, how to take advantage of data import from Idealista listings, and when it is advisable to convert a prospect into a marketable property.
What is a real estate prospect?
A prospect represents the preliminary record of a property with potential to be captured. It can originate from various sources, such as a property detected on the street, a private listing, a recommendation, or any opportunity for which formal authorization for marketing has not yet been obtained.
Essentially, it functions as a draft or workspace for capture, allowing the opportunity to be preserved even when fundamental data such as the owner's contact, legal documentation, or final sale or rental conditions are missing.
Differences between prospect and property
The main distinction lies in the maturity and completeness level of the recorded information:
• Prospect: opportunity in the initial investigation or contact phase. It may contain partial or incomplete information and is not enabled for publication.
• Property: fully prepared property for commercial management, with all mandatory data completed and the necessary authorization for marketing.
Although both files share a similar structure, the prospect file allows certain fields to remain incomplete, which in the property file are strictly mandatory to ensure the quality and legality of commercial management.
When to create a prospect
It is advisable to create a prospect as soon as an opportunity with capture potential is identified. Delaying this record until all data is available may cause the loss of valuable information or the opportunity to be excluded from systematic commercial follow-up.
Common scenarios for creating a prospect include:
• Detecting a sale sign on a property, with only the approximate location known.
• Identifying a listing published by a private individual without having established direct contact yet.
• An owner expressing interest, although the marketing assignment has not been formalized.
• The existence of a property reference with incomplete information about area, price, conditions, or ownership.
• The need to analyze a possible capture before adding it to the active property catalogue.
The fundamental premise is clear: register first, progressively complete, and market only when the opportunity is validated and authorized.
How to access the prospect list
The area dedicated to prospect management is located in the left sidebar of the application, just below the demands section. From this panel, it is possible to consult the complete list of registered opportunities and access each prospect's individual file to review or expand the available information.
This list centralizes all pending capture opportunities and is a key tool to organize prospecting work, facilitating the retrieval and follow-up of properties that are not yet ready to become active commercial properties.
What information to include in a prospect file
Although the nature of the prospect allows incomplete data, it is advisable to record all available information from the first moment. This not only facilitates other team members to continue follow-up without interruptions but also minimizes the risk of duplicates and improves the quality of the record.
Priority data for initial capture
• Location: exact address, area, municipality, or any geographic reference that clearly identifies the property.
• Type of operation: sale, rent, or other applicable modality.
• Property type: flat, house, commercial premises, or other recognized typology.
• Approximate area: available square meters, even if estimated.
• Possible price: indicated amount, estimated range, or data extracted from the initial listing.
• Origin of the opportunity: sign, listing, private contact, professional, or previous reference.
• Follow-up notes: any relevant information that facilitates progress in the capture.
It is important to highlight that, at this initial stage, it is not essential to have the owner's information. For example, in the case of properties detected through listings or signs, it is common not to yet have contact details or formal permission for publication.
How the prospect file is organized
The prospect file maintains a structure very similar to that of a property, facilitating the transition when it becomes a property. On the left side, the most relevant opportunity data is presented, such as location, area, and estimated price. The main section groups different sections that allow progressively expanding and detailing the information.
Manageable fields include location, type of operation, property typology, valuation, and documentation. It is also possible to configure options related to publication and sharing, although these will only have commercial effect once the prospect becomes a property.
This file functions as a dynamic repository that allows incorporating and updating data as the capture process advances.
Importing an Idealista listing to a prospect
A notable feature in prospect management is the ability to import data directly from an Idealista listing. This option speeds up the creation or enrichment of a prospect file from the listing URL, avoiding manual entry of already published information and ensuring greater accuracy.
The import is done from the Property summary section. When this field is empty, hovering the cursor shows the option to import data from an Idealista listing.
Steps to import data
• Open the prospect file you want to complete.
• Go to the Property summary section.
• Locate and select the option to import listing from Idealista.
• Paste the full URL of the corresponding listing.
• Confirm the import to incorporate the available data into the file.
• Carefully review the imported information and complete any pending fields with additional data obtained during capture.
This feature is specially designed for the prospecting phase and is not part of an already created property file. It is especially useful when working with private listings and requires quick and efficient follow-up initiation.
How to convert a prospect into a property
The conversion of a prospect into a property should be done when the opportunity is fully prepared for marketing. Before making this change, it is essential to verify that all necessary information and formal authorization to manage the property are available.
To carry out the conversion, open the prospect file and access Property summary. At the top, within Main data, select the Property option instead of prospect.
What happens when converting
When changing the file type from prospect to property, the system performs an automatic validation of the mandatory fields corresponding to a property. If any data that was not required during the prospecting phase is missing, its completion will be requested before confirming the conversion.
This control ensures that no file enters the commercial catalogue with essential information incomplete, preserving the quality and legality of the process.
Checklist before converting a prospect into a property
• Confirm that formal authorization to market the property is obtained.
• Complete all mandatory data required for commercial management.
• Thoroughly review location, area, typology, and type of operation.
• Validate the available price or valuation to ensure accuracy.
• Incorporate the owner's information when available and confirmed.
• Review and adjust documentation, publication, and sharing options before activating them.
Capture tools available in prospects
From the prospect list, it is possible to access specialized capture tools such as Captación Residelia or Casafari, provided they are contracted and enabled. These platforms facilitate the search and detection of opportunities from both private individuals and professionals, integrating them directly into the prospecting process.
The added value of these tools lies in expanding the origin of opportunities, centralizing detected properties, initial data, and necessary actions to advance towards effective capture in a single workflow.
Common mistakes when managing prospects
Waiting to have all data before registering
A prospect is designed to manage partial and preliminary information. If an opportunity is relevant, it is crucial to register it as soon as possible and progressively complete it as more information is obtained.
Treating a prospect as if it were already publishable
Registering an opportunity does not imply having permission for marketing. Publication and sharing options should only be activated once the file has been converted into a property and all legal and administrative requirements have been met.
Not reviewing imported information
Importing from an Idealista URL speeds up the process but does not replace manual verification. It is essential to review and complement imported data to ensure accuracy and completeness.
Converting the file too early
Transforming a prospect into a property before having all mandatory data causes interruptions and rework in the process. It is more efficient to use the prospect as a workspace until the capture is sufficiently consolidated.
Frequently asked questions about real estate prospects
Can a prospect be created without an owner?
Yes, it is common that in the initial prospecting phase the owner's information is not available. Therefore, this data is not mandatory when creating a prospect.
Can a prospect be published?
Publication and sharing options can be configured in the prospect file, but effective commercial management and public publication are only activated when converting the prospect into a property.
What data is imported from an Idealista listing?
By entering the listing URL from the property summary, the available data in that listing is incorporated, such as location, features, price, and photographs. Subsequently, it is advisable to review and complete the information to ensure accuracy.
Does a prospect have the same file as a property?
The structure of both files is practically identical. The difference lies in that the prospect allows incomplete fields, as it is in a preliminary capture phase, while the property file requires complete filling of mandatory data for marketing.
Conclusion
Effective management of real estate prospects is key to not losing valuable opportunities due to lack of initial information. Registering each possible capture from the first moment, incorporating all available data, taking advantage of listing import when appropriate, and converting the file into a property only when it is fully prepared for marketing ensures an orderly and efficient process.
This approach allows keeping opportunities in the investigation phase separate from active properties, facilitating a clear workflow that optimizes capture and commercial management.
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