How do agency reports and the activity log work?
Heroes PMS turns the work your team already records, such as leads, viewings, deals and commissions, into clear reports on sales and rentals, lead sources and agent performance, month by month. Alongside them, the activity log records every change: who changed what, and when. Reports export to a spreadsheet for your accountant.
- Work as usual. Agents log enquiries in the CRM, viewings in the calendar and sales or rentals as deal records. There is no separate data entry for reporting: the reports read what is already there.
- Review sales and rentals. See volume and value month by month, to know whether the agency is growing and which side of the business carries it.
- Check lead sources. Every enquiry lands in the CRM with its source, so the report shows which channel actually brings clients to the agency.
- Look at agent performance. Leads, viewings, deals and commission per agent, with commission following the split set on each deal.
- Open the activity log when something looks wrong. A price was changed, a listing was edited, a contact was updated: the log shows who did it and when.
- Export for the accountant. At month end, send the figures as a spreadsheet instead of copying them by hand.
Who uses the reports, and for what?
Agency owners and managers who want a clear picture without chasing each agent for numbers, team leads who coach agents, and whoever keeps the books. Typical situations:
- A monthly team meeting where you go through sales, rentals and commissions together.
- Deciding where to put your marketing effort, whether the website, WhatsApp, Telegram or email, based on the channels that really bring clients.
- A disagreement over who handled a client or changed a price, settled in a minute with the activity log.
- Paying commissions at month end with each agent’s share already set on the deal.
| Question | Before (spreadsheets, chat groups) | With Heroes PMS |
|---|---|---|
| How much did we sell and rent this month? | Each agent sends figures, someone adds them up | Sales and rentals report: volume and value, month by month |
| Which channel brings clients? | A guess, or a manual tally of messages | Lead sources report |
| Which agent turns viewings into deals? | Impressions from the last meeting | Agent performance: leads, viewings, deals and commission |
| What commission does each agent earn? | A separate spreadsheet, often out of date | Follows the split set on each deal |
| Who changed this listing price? | Nobody remembers | Activity log: who changed what, and when |
| What does the accountant need? | Figures retyped into a file | Spreadsheet export |
Practical tips for reading your numbers
- Reports are only as good as the data. Make it a rule that every enquiry, viewing and deal goes into Heroes PMS, not only into an agent’s phone.
- Compare like with like. Look at the same month last year as well as last month: rentals and sales often follow seasons and holidays.
- Volume is not everything. A channel that brings many enquiries is only worth it if those clients go on to view and sign; follow them through the pipeline.
- Coach rather than police. Use agent performance to spot who needs help moving clients from viewing to deal, and who can share what works.
- Set commission splits on the deal itself. Reports follow them, so month-end payouts need no recalculation and no argument.
- Check the activity log before drawing conclusions. It tells you what really happened, which keeps discussions with the team factual.
- Export on a fixed date. A regular monthly export keeps your accountant on schedule.
