Sales Document Management is a software feature that stores, organizes, and tracks all transaction-related documents throughout the property sales lifecycle. It links every reviewed file to its corresponding transaction record for regulatory compliance and internal auditing.
Core Features
- Centralized Document Repository: Stores all sales documents in one location tied to individual transactions
- Version Control: Tracks document revisions with timestamps and user attribution
- Permanent Transaction Linking: Connects each document permanently to its sale record
- Access Logging: Records who viewed, uploaded, or modified documents
- Compliance-Ready Archiving: Retains documents according to BIR and DHSUD retention requirements
Use Cases
Sales document management is best used for:
- Storing Contract to Sell files with buyer signatures
- Archiving Buyer Information Sheets submitted during reservation
- Maintaining copies of Deed of Sale documents post-turnover
- Tracking electronic signatures on reservation agreements
- Organizing supporting documents for VAT and withholding tax compliance
How It Works
You upload documents during each stage of the sales approval workflow. The system automatically:
- Tags the document to the specific transaction
- Records upload metadata (user, timestamp, file type)
- Generates an audit trail entry
- Stores the file in a searchable archive
When a compliance audit occurs, you can retrieve all documents associated with any sale using the transaction reference number.
Integration
In iRealtee, sales document management works with the Sales Approval Workflow to ensure every document reviewed during approval stays permanently linked to the transaction. This supports audit trail requirements for Data Privacy Act compliance and NPC audits.
The feature also connects to document templates for generating standardized contracts and to the sales wizard for capturing required attachments at each reservation step.
Related Terms
- Document Management System
- Audit Trail
- Sales Approval Workflow
- Contract to Sell
- Electronic Signature
References
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