Creating a buyer need records a buyer's preferences and criteria so you can match them with suitable properties. This guide covers the Add Buyer Need form, field by field.
Tip: Have your buyer consultation notes ready before you start so you capture every preference accurately.
The form is typically organized into sections:
Enter the full name of the buyer(s). Use full legal names, include both spouses if applicable, keep the format consistent ("First Last" or "First & First Last"), and match pre-qualification documents.
Select the agent who will work with this buyer from the dropdown. Your name may be pre-selected, but you can assign a team member. This affects lead and commission routing, so assign the primary contact, keep it updated if responsibility transfers, and make sure the assigned agent is aware.
Select why the buyer is purchasing. Ask the buyer their primary intent; if they have multiple purposes, note it in comments. Purpose drives search strategy, affects financing options, and influences recommendations.
Enter the preferred areas for the search. Formats:
Be specific when the buyer has strong preferences, include multiple areas if flexible, note "or similar" if open to suggestions, and update after showings. Consider commute for primary residences and rental markets for investments. Helpful questions: Where do you currently live or visit? What areas have you researched? How familiar are you with the local areas? What are your commute/access needs? Any areas to avoid?
Select all type(s) the buyer will consider, primary preference first. Note if one is strongly preferred and update as the buyer views properties.
Tip: Discuss the trade-offs (HOA vs. no HOA, maintenance differences) and the buyer's lifestyle. Investment properties may have different criteria.
Enter the number of bedrooms needed: an exact number (3, 4, 5), a minimum (3+), or a range (3-4). Consider current family size, future growth, guests, a home office, or multipurpose rooms. Ask about current and future needs, note if the count is flexible, consider resale value, and align with budget (more beds = higher price).
Enter the number of bathrooms required. Format: full baths (2, 3, 4), half baths (0.5, a powder room), or total (2.5 = 2 full + 1 half). Consider family size, guest needs, a master ensuite, and convenience (a bath per floor). Rules of thumb: at least 1 bath per 2 bedrooms, a main-floor half bath is useful, a master ensuite is expected in higher-end homes, and jack-and-jill baths suit kids.
Enter the maximum purchase price or a range: a single amount ($500,000 up to), a range ($400,000 - $500,000), or flexible (note in comments). Confirm the pre-qualification amount with a lender letter, distinguish comfortable vs. maximum, and check the down payment available, the comfortable monthly payment, and all costs (closing, moving, repairs).
Tip: Always get a pre-qualification letter, update when qualifications or interest rates change, build in negotiation room, and know the difference between approved and comfortable.
Select how the buyer will pay. Verify their financial situation and collect documentation: a pre-qualification letter for Loan, proof of funds for Cash, or an explanation for Other.
Enter the primary email, best phone number, an alternate contact, and the preferred contact method (email, phone, text). Verify accuracy, make sure the email doesn't bounce, note best times to call, include a spouse/partner contact, and update when changed.
Enter a minimum, maximum, or target size. Consider actual living space vs. total area, comparison across properties, heating/cooling costs, and budget. May be flexible.
Enter a minimum, maximum (for low maintenance), or specific size (acre, half-acre). Consider maintenance preferences, privacy, outdoor space, HOA restrictions, and future expansion.
Enter when the buyer needs to purchase. It affects prioritization, search intensity, offer strategy, communication frequency, and whether contingencies might be waived.
Enter non-negotiable features, for example a specific school district, pool/garage/view, move-in-ready vs. fixer condition, single-story or open-concept layout, or a fenced yard/patio. Distinguish must-haves from nice-to-haves, stay realistic about market availability, prioritize if there are several, and document for future reference.
Enter desirable but not required features, such as an updated kitchen, hardwood floors, smart-home features, extra storage, or covered parking. Use them as tie-breakers between similar properties; they may justify a higher price.
Enter unacceptable features or conditions, for example specific locations to avoid, backing to a busy road, certain HOA restrictions, a flood zone, major repairs, or specific property types. Documenting these saves time, clarifies priorities, and manages expectations.
Capture special circumstances, unique requirements, buyer background/story, previous search attempts, and why earlier properties didn't work.
Most form issues clear with the basics: refresh the page, check your internet connection, clear your browser cache, try a different browser, and contact support if it persists.
Q: Can I save a partially completed buyer need?
A: It depends on the system. Look for a "Save Draft" option; if there isn't one, all required fields must be completed.
Q: Can I add multiple buyers with the same criteria?
A: Create a separate buyer need for each buyer, even if the criteria are similar.
Q: What if the buyer's budget is "flexible"?
A: Enter a realistic range and note the flexibility in comments. A ballpark beats nothing.
Q: Should I include every tiny preference?
A: Include significant preferences that affect property selection; use notes for minor details.
Q: What if the buyer doesn't know what they want?
A: Create a buyer need with broad criteria, then refine after showing some properties and gathering feedback.
Q: Can I edit the buyer need after creating it?
A: Yes. Use the pencil icon in the table view to edit at any time.
Q: What if the buyer wants multiple property types in different locations?
A: Either create separate buyer needs or note the variations in comments, whichever fits your workflow.
Q: Do I need pre-qualification before creating a buyer need?
A: It's best practice, but you can create the need first and update the budget when the pre-qual arrives.
Q: What if the timeline keeps changing?
A: Update the buyer need whenever it changes. This is common with buyers.
Q: Can I duplicate a buyer need for a similar buyer?
A: Look for a duplicate or copy function; if there isn't one, create the new buyer need manually.
Q: What's the difference between must-haves and nice-to-haves?
A: Must-haves are non-negotiable (deal-breakers if missing). Nice-to-haves are desired but flexible.
Q: How detailed should my notes be?
A: Detailed enough to remember the key points months later, including the context behind preferences.
