From a property record, open the Progression tab. It shows the sale in four stages, in the order they happen:

The Exchange and Completion cards each carry a badge showing where that stage stands:

The exchange stage moves to Details needed once the buyer's offer is accepted and the sale is agreed (Under offer, Under offer (unavailable) or Reserved), so you can record the exchange as soon as contracts are exchanged. Recording it marks the sale as Exchanged. It also shows Details needed if the sale status was changed to Exchanged directly. The details are saved against the accepted offer, so if a sale marked Exchanged has none, the stage shows Waiting until you accept the buyer's offer on the Offers tab.

Once recorded, the card shows the exchange as it was recorded, in the same sections as the wizard's Review: the buyer, the seller and their solicitors; the exchange date and agreed completion date (or Not agreed); and, where your agency records them, the exchange price, who sold it and the commission. If the vendor and the buyer exchanged on different days, each side's date is shown separately. The recorded exchange can't be edited from here.

When the exchange stage shows Details needed, select Record exchange on its card. The wizard also opens on its own when you save the property with its sale status changed to Exchanged.

The wizard walks through:

Once saved, the sale is marked as Exchanged (if it wasn't already) and you're taken back to the Progression tab, where the exchange stage shows Recorded. If something goes wrong while saving, the wizard says so and keeps what you entered, so you can try again. If the exchange itself was saved but the property record wasn't updated, trying again only updates the property, using the details already recorded. If the sale's status was changed by someone else in the meantime, the wizard says so instead, so you can check it first.

If you leave before the property is updated, the exchange stage keeps showing Details needed, with "This exchange was recorded, but the property record wasn't updated to match." Select Finish recording to open the wizard on its Review step and finish it.

The wizard won't open for a sale with no accepted offer, a sale that isn't agreed yet, or one whose exchange is already recorded. It tells you which, with a link back to the Progression tab.

If the property's status is moved back from Exchanged (for example, the sale falls through), the exchange is no longer shown as recorded.

The completion stage moves to Details needed once the exchange is recorded, so you can record the completion on completion day. Recording it marks the sale as Completed. A sale exchanges before it completes, so if the sale status is changed to Completed before the exchange details are recorded, the completion stage shows Waiting until they are in. A completion date that is already on the property counts as Recorded, even without exchange details.

Once recorded, the card shows:

The addresses are read from the contacts' records as they are now, so a later change shows here too. Whether the funds were received isn't stored yet, so it isn't shown.

Once the completion is recorded, a Transaction summary card appears at the top of the Progression tab. It sums up the whole sale: the buyer, the seller, the sale price, and the dates it exchanged and completed. The sale price is the exchange price where your agency records it, and otherwise the accepted offer's amount. Anything not recorded shows as Not provided.

If the completion date moves by agreement after exchange, you can change it until the sale completes. On the Completion card, under Agreed completion date, select Change agreed completion date, choose the new date and select Change date. The new date can't be before the exchange date, and it must be different from the date already agreed.

The new date shows on the Exchange card's Sale details straight away.

Every change to the agreed completion date is recorded, including the date first set at exchange. Under the button, Agreed completion date history lists them, newest first: when each change was made, the date before and after, and who made it. The history stays on the card once the sale has completed. There's nowhere to record a reason for the change yet.

When the completion stage shows Details needed, select Record completion on its card. The wizard also opens on its own when you save the property with its sale status changed to Completed.

The wizard walks through:

The addresses and the applicant record are saved first, and the sale is only marked as Completed, with its completion date, once they all have been. If something goes wrong part of the way through, the sale isn't marked as completed: the wizard says so, keeps what you entered, and trying again only saves what hasn't been saved yet.

The wizard won't open for a sale whose exchange isn't recorded yet, or whose completion is already recorded. It tells you which, with a link back to the Progression tab.

The Keys card shows how the property's keys will be collected at completion, and whether they have been released. It only has something to record once the property has keys logged on its Keys tab. See "How do I manage a property's keys?".

Before completion, select Record arrangements on the Keys card and enter:

The arrangements are saved as a note on the key's register, so they also show on the key's Notes on the Keys tab. If the property has more than one set of keys, choose which one the note goes on. To change them, select Update arrangements. The form starts from what was recorded, and the newest arrangements are the ones shown.

Once the sale is Completed, any key still held is flagged:

Select Confirm key release, choose who released the keys (you, to start with) and who received them (the buyer, to start with). Then select Confirm release. Every key still held is recorded as handed over, with the date and time it was saved, and isn't due back. A key that was out with someone is checked back in first.

Once every key is released, the flag goes and the card lists each key, with who received it, when, and who released it. To hand over just one key, use Hand over on the Keys tab instead.

If you see Couldn't load this sale's exchange and completion details, something went wrong fetching them. Select Try again to reload them, and if it keeps happening, contact us. If the problem is with the sale's accepted offer, the Sale progression card above shows an error too.