Invensure Operations Manual

Why teams switch before the sales call

This manual should help a prospect understand whether Invensure fits their real workflow before a demo starts. The value is not just digitizing paperwork. It is reducing ambiguity across onboarding, compliance, evidence history, and tenancy progression.

Index

1. Quick Start: First 30 Minutes
2. Agent Field Playbook
3. Landlord Transition Playbook
4. SureLetting Help Centre
5. One Model To Remember
6. First-Day Setup Checklist
7. Applicant Pool Workflow
8. Applicant Response Triage
9. Assigning A Tenant To Property
10. Live Tenancy Journey Workflow
11. References: What Is Required vs Optional
12. Compliance and Legal Service Basics
13. Finance Hub Workflow
14. Admin Governance Controls
15. Team Operating Standards
16. 10-Minute Demo Script (For New Landlords)
17. FAQ

1. One Model To Remember

• Applicant Pool is the pre-assignment workspace for vetting, evidence, references, and waiting list.
• Manage Property is the post-assignment workspace for move-in and tenancy progression.
• Do not mix these two stages.

2. First-Day Setup Checklist

1. Add core agent and landlord users.
2. Create or import properties.
3. Add at least one tenant into Applicant Pool and test portal invite.
4. Run a test reference request and log a sample reply.
5. Assign one waiting-list tenant to a test property.
6. Open the live journey and test status updates.
7. Verify compliance document service and audit trail download.

3. Applicant Pool Workflow

What it is for

Applicant Pool is where agent teams hold records before a property is chosen.

Standard sequence

1. Create tenant record (name, email, move-in window, budget).
2. Request tenant reconfirmation and evidence through portal access.
3. Request references and log status.
4. Review tenant readiness and move to waiting list.

3A. Applicant Response Triage

The Applicant Pool includes response triage controls so teams can prioritise current intent quickly without losing the underlying evidence trail.

• Use Interested to focus on active prospects first.
• Use Maybe later to maintain follow-up queue discipline.
• Use Not suitable to close out poor-fit records cleanly.
• Filtered results are ordered by response priority and recency to reduce manual sorting.
• Use the card and match modal latest-response summary before final suitability decisions.

4. Assigning A Tenant To Property

1. Open property in Manage Property.
2. Use the tenant selection workspace to choose a waiting-list tenant.
3. Confirm assignment details.
4. Start the property journey.

When assigned correctly, evidence and reference history move with the record into live workflow.

5. Live Tenancy Journey Workflow

1. Set journey status and checklist steps honestly.
2. Track identity, affordability, references, and agreement progress.
3. Track guarantor deed where relevant.
4. Keep tenant-facing notes clear and non-shaming.
5. Use audit downloads for legal history.

6. References: Required vs Optional

Employment references are commonly requested, but they are not always mandatory in every case.

• Use employment reference when income verification needs extra confidence.
• If unavailable, record the reason and accepted alternative evidence.
• Previous landlord references are useful where tenancy history exists.
• Keep all reference requests and replies logged in-system.

7. Compliance and Legal Service Basics

• Only mark served/completed when action is genuinely completed.
• Use system service actions for legal documents to keep audit trace.
• Track pet workflow in the live module, not private notes.
• If uncertain, log support request before overriding statuses.

7A. Finance Hub Workflow

Finance Hub is the operational finance ledger for agent teams. It supports account setup, transaction recording, statement generation, and accountant-ready export packs.

1. Set account profile: display name, VAT scheme, VAT number, and base currency.
2. Configure rent profiles for each managed property.
3. Generate monthly rent due entries and linked management fee entries where relevant.
4. Create expense entries from maintenance intake to avoid context loss.
5. Preview landlord statements by property/date/status and export statement CSV.
6. Run MTD export packs and keep export-locked rows unchanged unless correction is required.

7B. Admin Governance Controls

• Password reset override: now requires step-up verification plus a mandatory reason captured in audit log.
• Property management transfer: transfer tooling updates management mode and authority fields together to avoid split ownership state.
• Use these controls only with independent verification and clear reason logging.

8. Team Operating Standards

• One owner per case at any point in time.
• No hidden work outside system without a matching note in system.
• Use clear action notes: what was requested, by whom, and when.
• Every status should be explainable in 20 seconds to another team member.

9. 10-Minute Demo Script (For New Landlords)

1. Show dashboard risk signals (why this matters vs spreadsheets).
2. Open Applicant Pool and show pre-assignment checks.
3. Show tenant portal invite and evidence collection.
4. Show reference request timeline and logging.
5. Assign tenant to property and open live journey.
6. Show agreement/compliance tracking and audit trail export.
7. Close with: one workflow, one audit record, less legal ambiguity.

10. Before The Sales Call

1. Note how you currently track applicants before a property is assigned.
2. List the top three points where your current process creates delay, ambiguity, or duplicated work.
3. Estimate how many active properties and tenancy starts you manage in a typical month.
4. Identify whether your main concern is speed, compliance certainty, audit clarity, or staff handover.

11. FAQ

Can we keep using our own tenancy agreement template?

Yes. Use the agreement handling mode that reflects your real process and keep operational tracking in Invensure.

Where do we store reference replies?

Store reply summaries in the tenant record workflow so they carry into live tenancy history.

What if a tenant cannot provide one requested reference?

Record alternative evidence and the decision note. Keep the decision visible and auditable.

Is the agent finance hub a full bookkeeping package?

No. It is an operational finance ledger with statements and export packs designed to hand off cleanly to formal accounting platforms.

Why are exported rows locked until explicitly unlocked?

To protect reporting integrity. Unlock only when a correction is genuinely required, and always provide a reason.