Most valuation firms run on a mix of email, Word files and a spreadsheet register. It works until it does not: a job goes quiet, a report goes out with an old figure, a fee note is never chased. Moving to a single system fixes that, but only if the move itself does not disrupt live work.
Before you start
- Write down your stages. From instruction received to fee paid, what are the steps every job goes through? These become your pipeline.
- Agree your reference format. Decide how job references are built (for example valuer, category, client and year) and keep it.
- Collect your report templates. Gather the Word templates you actually use, including any bank-specific versions.
- Note your fee basis. Which clients pay on the Cap 532 scale and which on a negotiated fee, and how you treat VAT and disbursements.
- Gather certificates. Practising certificates and indemnity cover for the firm and each valuer, with their expiry dates.
- List clients and contacts. Banks, branches and the officers who instruct you.
Making the move
- Start with new jobs only. Leave jobs already in progress where they are and run every new instruction through the new system from an agreed date.
- Load one template first. Get your most-used report template right before adding the rest.
- Bring in your comparables. Your evidence library is worth more the sooner it is searchable.
- Set roles and review. Decide who can approve reports and who sees finance before anyone issues a report.
- Run side by side for two weeks. Keep the old register for reference, then retire it.
How to know it worked
- Every live job, and where it stands, is visible on one screen.
- Reports pass review before they go out, every time.
- You can say, without searching, what you are owed and by whom.
- Turnaround from instruction to report is shorter than before.
PropSense360 is built for exactly this move: we set up your workspace, load your template and fee scales, and walk your team through it. Book a demo on one of your own jobs.