Build VPA Into Your Agency Systems.
VPA works better when it is built into the agency’s normal systems. It should not depend on agents remembering separate steps.
VPA works better when it is built into the agency’s normal systems.
It should not depend on agents remembering separate steps.
The aim is to make VPA part of:
CRM workflows
Listing checklists
Approval processes
Supplier ordering
Accounts
Reporting
Add VPA to the listing workflow.
Create standard steps for every new listing.
For example:
Build the campaign
Confirm the budget
Get vendor approval
Record the payment method
Order suppliers
Track invoices
Record changes
Reconcile the campaign
This reduces missed steps.
Use CRM fields.
Where possible, add fields such as:
Campaign budget
Payment method
VPA approved
Property.Credit selected
Outstanding balance
Campaign approval date
Supplier status
This makes the information easier to find.
Use standard templates.
Create templates for:
Marketing proposals
Campaign budgets
Vendor approvals
Payment explanations
Supplier orders
Campaign changes
Final reconciliation
Staff should not need to create these from scratch every time.
Add reminders and tasks.
Automation can help with:
Chasing approvals
Checking unpaid invoices
Following up Property.Credit applications
Reviewing campaign changes
Reconciling before settlement
Use the agency’s CRM or task system where possible.
Connect sales, admin and accounts.
Each team should be able to see the same core information.
Sales needs to know:
What the vendor approved
Which payment method was chosen
Admin needs to know:
What to order
Which suppliers to use
Accounts needs to know:
What was invoiced
What was paid
What is outstanding
Avoid keeping separate versions of the same information.
Build Property.Credit into the process.
If Property.Credit is part of the agency’s VPA offering, make the process easy to follow.
Include:
When agents should introduce it
Where approved information is stored
How the application is started
How funding is recorded
Who checks payment status
What happens if the campaign changes
Keep the process consistent across the office.
Use simple status labels.
Clear statuses can help staff see where each campaign sits.
For example:
Draft
Awaiting vendor approval
Approved
Awaiting payment
Property.Credit application
Ready to launch
Campaign active
Reconciliation required
Closed
This makes handovers easier.
Agent Action Plan.
1. Map the current process
Write down how VPA is handled now.
2. Find the gaps
Look for steps relying on memory, emails or individual staff.
3. Add VPA fields to the CRM
Keep the main information in one place.
4. Create templates
Standardise approvals, budgets and supplier orders.
5. Add reminders
Automate follow-up where possible.
6. Include Property.Credit
Make the pay-later process part of the normal workflow.
7. Review the system regularly
Update it when suppliers, payment methods or agency procedures change.
The best VPA system is one staff can follow without needing to remember every step themselves.