For partners and associates

The journey of a real estate transaction on Orkasa

Orkasa turns the broker's day into a sequence of clear tasks: at each moment of the buying journey, the system creates the right task, suggests the right message to send, and keeps the record of what happened. This page documents the complete flow — 8 phases, 32 steps— and how the agent interacts with each task.

Instead of a passive CRM where you have to remember what to do, Orkasa pushes the next action to the agent and automatically triggers the next one when an event occurs (visit done, offer created, document uploaded, etc.). The agent stays in control of the tempo, but never has to look for what to do next.

Compliance ≠ bank KYC: when the client buys on credit, the bank does its own KYC (income, payment capacity, source of funds). The pre-approval letter delivered in step 36 proves that the bank validated the client. Orkasa avoids duplicating this work: the real estate agent focuses on their own obligations under Panama's Law 23 (identity, address, PEP declaration).

Last updated: May 5, 2026

Overview

A typical operation goes through 8 phases. Each phase contains between 2 and 8 steps. The arrows are automatic: the system moves forward as soon as it detects the right signal (WhatsApp reply, visit completed, document validated, offer accepted…).

1
Initial contact
4 steps — first message → qualification → property proposals
2
Viewings
3 steps — reminder → day-of viewing → post-viewing decision
3
Negotiation
3 steps — record offer → pre-approval letter → forward to owner
4
Compliance (KYC Law 23)
2 main steps — client file (ID + address + PEP declaration) → PEP/sanctions verification by the broker. + 2 conditional steps on rejection (notify owner and client).
5
Legal closing — promesa
3 steps — lawyer file → draft → signed promesa
6
Bank process
3 steps — bank appraisal → confirmation → notary coordination
7
Legal closing — seller + signing
4 steps — seller paz y salvos → inspection → deed
8
Handover + Post-closing
8 steps — keys handover → 1 month / 3 months / 6 months / 1 year / annual follow-up

The buttons the agent sees

Each task shows a primary button that depends on the type of expected action, plus two secondary buttons: Done (mark done without sending) and Ignore (skip the task, with optional reason).

Opens WhatsApp with a pre-filled message (template). The recipient can be the client, the seller, the notary, the lawyer, the banker, or the appraiser depending on the step. The button label changes: Greet, Request docs, Coordinate notary, Notify lawyer, Coordinate appraisal, Send offer, etc.

Call

Opens the device's phone app with the number pre-dialed. Used for phone qualification.

Decide (two options)

Shows two buttons side by side: Interested / Not interested. Used for decision steps like post-viewing follow-up. The decision updates the property's status on the operation and triggers the next step automatically.

Request (documents)

Opens a modal that lists the requested documents and allows generating a WhatsApp request with an upload link for the client.

Offer

Opens the offer capture form (amount, conditions, validity). On save, triggers step 35: forward the offer to the owner.

Schedule (viewing)

Opens the viewing planning form (property, date, time).

Review (compliance)

Navigates to the compliance file: used when a PEP / sanctions verification reports a match that must be reviewed manually.

Done / mark complete

Purely internal steps (verifications, milestones) with no external interaction. The agent simply confirms it's done.

Auto-completion

Most tasks close themselves: if the agent sends a WhatsApp from the app, the corresponding task moves to done automatically. Same for creating an offer, uploading a document, moving to another deal stage, etc. The agent doesn't waste time checking boxes.

Escalation

Each task has a due date and an escalation date. If it passes the due date, the badge turns orange; if it passes the escalation date, it switches to RISK and appears at the top of the list with a tooltip explaining why.

Phase 1

Initial contact

From the moment the lead arrives (form, portal, walk-in, referral) until the first 3 property proposals are sent.

Send the first WhatsApp message to the client

Trigger: When a new lead is created.
Agent action: Introduce yourself, confirm interest, propose a conversation.
Button: WhatsApp · Greet

Schedule qualification call

Trigger: When the lead moves to «contacted» status.
Agent action: Call to understand budget, timing, preferred areas.
Button: Call

Send 3 properties to the client and propose viewings

Trigger: When the lead moves to «qualified» status.
Agent action: Pick the 3 best options based on budget and area, send them via WhatsApp with public links, and ask which ones they want to visit.
Button: WhatsApp · Send options

48h no-reply nudge

Trigger: Automatic 48h after step 3 if the client hasn't replied.
Agent action: Send a friendly reminder.
Button: WhatsApp · Remind

Phase 2

Viewings

The client has chosen properties to visit. This phase frames the viewing and captures the decision right after.

Viewing reminder 24h before

Trigger: When a viewing is scheduled.
Agent action: Confirm the appointment the day before via WhatsApp.
Button: WhatsApp · Confirm viewing

Today: viewing with the client

Trigger: Morning of the viewing day (daily cron).
Agent action: Review the client's history, do the viewing, record the result afterward.
Button: View lead

Post-viewing follow-up: does the client want to move forward?

Trigger: As soon as the viewing is marked as done.
Agent action: Talk to the client (WhatsApp or call) and record their decision with two buttons: Interested / Not interested. If Interested, the operation automatically moves to the Negotiation phase and step 10 (Record offer) appears. If Not interested, the property moves to «discarded» on the operation with a reason.
Button: Decide · Interested / Not interested

Phase 3

Negotiation

The client wants to make an offer. We capture the amount, request the bank pre-approval letter, and only with both do we forward the package to the owner.

Record the client's offer

Trigger: When the operation moves into the Negotiation phase (typically via the «Interested» decision from step 8) or when the lead status moves to «negotiating».
Agent action: Capture the offered amount and conditions in the offer form. On save, step 36 triggers to request the bank pre-approval.
Button: Offer

Request the bank pre-approval letter from the client

Trigger: Automatic as soon as an offer is created (step 10).
Agent action: Send a WhatsApp to the client to request the bank pre-approval letter. It's what validates that they can pay and gives weight to the offer. The task closes itself as soon as the letter is uploaded — no need to mark manually.
Button: WhatsApp · Request pre-approval

Forward the offer + pre-approval to the owner

Trigger: Automatic as soon as step 36 is marked done (the pre-approval letter is in hand).
Agent action: Send the complete package to the owner via WhatsApp: formal offer letter (PDF with public link) + bank pre-approval letter.
Button: WhatsApp · Send offer

Phase 4

Compliance (KYC Panama Law 23)

Once the offer is accepted, we open the client's compliance file. The scope is limited to obligations specific to the real estate broker — the bank has its own KYC upstream of the pre-approval.

Collect client compliance file

Trigger: When the offer is accepted.
Agent action: Request in a single message: Panamanian ID (or passport if foreign), utility bill less than 3 months old, and PEP declaration (signed form). The task closes itself when all 3 documents are uploaded and verified — and step 16 triggers automatically behind it.
Button: Request docs

Verify client PEP + sanctions

Trigger: Automatic as soon as the 3 documents from step 11 are verified.
Agent action: The broker reads the signed PEP declaration and confirms the client doesn't appear on sanctions lists (OFAC, UN, EU). Two buttons: Approve (the file moves to validated) or Reject (modal asking for reason — PEP / Sanctions / both — and a 30-character minimum justification). Rejection triggers steps 37 and 38.
Button: Approve / Reject

If the broker rejects the verification (step 16)

Notify the owner

Trigger: Automatic on rejection of step 16.
Agent action: Send a WhatsApp to the owner to say we can't move forward with this buyer, without revealing the reason for rejection (compliance stays confidential). The property can go back on the market.
Button: WhatsApp · Notify owner

Notify the client

Trigger: Automatic on rejection of step 16.
Agent action: Send a WhatsApp to the client with a neutral message — we can't move forward with the operation. No detailed explanation of screening results.
Button: WhatsApp · Notify client

Phase 5

Legal closing — promesa de compraventa

The compliance file is complete. We draft and sign the promesa de compraventa.

Notify the lawyer — prepare the promesa

Trigger: When compliance is approved.
Agent action: Send the complete file to the lawyer via WhatsApp. The message includes a link to the complete auto-generated file (PDF compiling all verified compliance documents: ID, address, PEP declaration) — the lawyer can review and download without an Orkasa account.
Button: WhatsApp · Notify lawyer

Send the draft to client and seller

Trigger: When the deal moves to the «promesa_firmada» stage.
Agent action: Share the promesa de compraventa draft via WhatsApp. The message includes a link to the auto-generated PDF (standard Panama template with legal clauses, party details, price, 10% earnest money, and 90-day deadline — marked BORRADOR · DRAFT) — both parties can review and provide feedback.
Button: WhatsApp · Send draft

Promesa signed — start bank follow-up

Trigger: When the deal moves to the «tramite_bancario» stage.
Agent action: The promesa is signed and the earnest money (10%) is paid. Start the weekly follow-up of the bank process.
Button: Done

Phase 6

Bank process

The bank performs its appraisal, approves the loan, and we coordinate with the notary for signing the deed.

Coordinate the bank appraisal

Trigger: When the deal moves to the «tramite_bancario» stage.
Agent action: Contact the appraiser (or the banker as backup) via WhatsApp to set the appraisal appointment, then confirm access with the owner.
Button: WhatsApp · Coordinate appraisal

Confirm the appraisal is done

Trigger: When an appraisal is marked as completed.
Agent action: Verify the appraisal value matches the sale price. If lower, renegotiate.
Button: Done

Coordinate the deed with the notary

Trigger: When the deal moves to the «escritura_publica» stage.
Agent action: Coordinate with the notary the deed signing date, via WhatsApp.
Button: WhatsApp · Coordinate notary

Phase 7

Legal closing — seller documents + signing

We collect the seller's paz y salvos and do the final inspection before signing the public deed.

Request documents from the seller

Trigger: When the deal moves to the «escritura_publica» stage.
Agent action: National + municipal paz y salvo, Public Registry certificate (< 30 days without encumbrances), up-to-date utility receipts. For apartments/condos: add maintenance fee certificate.
Button: WhatsApp · Request docs

Final verification + closing date confirmation

Trigger: When step 23 is done.
Agent action: Review that everything is in order and notify both parties of the confirmed closing date.
Button: Done

Final property inspection

Trigger: When step 24 is done.
Agent action: Inspection 1 week before closing. If there are issues, negotiate repair or price adjustment.
Button: Schedule

Signing day — public deed

Trigger: When step 25 is done.
Agent action: Record the final payment (90% of the balance), close the deal interactions, and start the Public Registry process.
Button: Done

Phase 8

Handover + Post-closing

Key handover, thank-you message, review request, then long-term follow-up (1 month, 3 months, 6 months, anniversary, annual).

Coordinate the key handover

Trigger: When the deal moves to the «entrega_llaves» stage.
Agent action: Plan the handover, send a thank-you message and ask for a review (Google, LinkedIn, Instagram).
Button: WhatsApp · Thank

Sign the handover record

Trigger: When step 27 is done.
Agent action: Document the complete handover (main key + parking + storage + mailbox + remotes). Notify building administration.
Button: Done

Send certified copy of the deed

Trigger: Automatic 15 days after the closing date (daily cron).
Agent action: The Public Registry completed the process. Send the certified copy to the client.
Button: WhatsApp · Send deed

1-month follow-up — settling in

Trigger: Automatic 30 days after closing.
Agent action: Friendly check-in: «How are you settling in? Need contacts (plumber, electrician, mover)?»
Button: WhatsApp · 1-month check-in

3-month follow-up — ask for referrals

Trigger: Automatic 90 days after closing.
Agent action: Ask if the client knows anyone looking for a property. Offer an incentive if applicable.
Button: WhatsApp · Ask referrals

6-month follow-up — satisfaction survey

Trigger: Automatic 180 days after closing.
Agent action: Send a short survey (1-5 stars + open question) to measure satisfaction.
Button: WhatsApp · Survey

1-year anniversary — special message

Trigger: Automatic 365 days after closing.
Agent action: Send an anniversary congratulation. If VIP client, send a gift or photographic memento.
Button: WhatsApp · Congratulate

Annual check-in

Trigger: Automatic every 365 days after closing.
Agent action: Light contact to keep the relationship active. «I hope everything is going well with the property.»
Button: WhatsApp · Greet

This page is the source of truth for the operational flow. It's updated with every modification of the task catalog (adding a step, changing a trigger, new CTA type).

Last updated: May 5, 2026