Docs › Selling

Reservations

Hold a unit, send a reservation agreement for e-signature, collect the deposit by bank transfer or card, and keep the audit trail.

Holds, reservations and e-signed agreements are available on the Trial, Growth, Pro and Enterprise plans. Buyers can always open and sign a link you have already sent, whatever your plan.

Holds

A hold keeps a unit for one client for a limited time while you prepare the paperwork. The unit stays Available in your lists and shows an On hold until badge. Buyers and your public kit still see it as available.

Staff holds last 72 hours by default, agent holds 48 hours. You can change both in Settings › Reservations.
Only one hold can be live on a unit. When it runs out the unit is free again and the hold is marked expired.
Release a hold to free the unit sooner, or Reserve to turn it into a reservation.

Reservations

A reservation is the written agreement that takes a unit off the market for a buyer. Create one from a unit or from a hold; the buyer's details and the deposit are filled in for you. A unit has at most one open reservation. Owners, admins and sales staff create reservations. Agents can hold a unit; staff then turn the agent's hold into a reservation.

A reservation moves through Draft, Sent, Signed and Paid. You can cancel it at any point, with a reason. If the unit was already marked reserved, cancelling puts it back on sale. Refunds happen outside bildflow. If the reservation was converted to a buyer, cancelling it keeps the unit Reserved while that buyer is linked to the unit. Remove the buyer from the unit first if it should go back on sale.

Signing

Select Sign and send. Type your name and draw your signature.
The buyer gets a link, valid for 7 days by default. They read the agreement, ask for a one-time code by email, type their name, draw their signature and agree to sign electronically.
Both signed copies are produced as a PDF with an audit trail page. It lists every event with the time in UTC and in Europe/Nicosia, the IP address, the browser, the signers' names and the SHA-256 fingerprint of the unsigned agreement.

If the buyer signed on paper, use Mark signed with upload and attach the scan.

Deposits

The default deposit is 10% of the price. In Settings › Reservations you can choose another percentage or a fixed amount. You can still change it per reservation.

The deposit can be recorded only once the reservation agreement is signed.

Bank transfer is always available. Enter your account holder, IBAN and BIC once in Settings › Reservations. After signing, the buyer sees them on the signing page and in the email with their signed copy, together with the deposit and the reservation reference to quote. When the money arrives, open the reservation, select Deposit received and enter the date it arrived.
Card payments go straight into your own Stripe account, and bildflow takes no fee. In Settings › Reservations, an owner or admin selects Connect Stripe and completes Stripe's onboarding. When Stripe confirms your account can take payments, the status shows Card payments on. If it still says onboarding is not finished, select Refresh status. From then on, buyers see Pay deposit by card after signing. The reservation is marked paid when Stripe confirms the payment. You don't need to do anything. Card payment is offered only while the buyer's signing link is still valid. After it expires, the buyer can still pay by bank transfer, which is always available.

When the deposit is paid, the reservation becomes Paid, the unit becomes Reserved and any hold on it is marked converted. The buyer gets a receipt by email in their language, you get a notification, and the deposit appears under the buyer's payments as Reservation deposit.

If the reservation has no buyer account yet, select Convert to buyer on the reservation. The form is filled in from the reservation. The new buyer gets the deposit in their payments and the signed agreement in their documents. The unit stays Reserved: converting a reservation does not mark the unit sold. If the reservation was made without a lead, a lead is created from the buyer's details.

Note: If a card payment arrives that cannot be matched to a reservation awaiting its deposit (for example, the deposit was already paid by bank transfer, or the amount differs), bildflow does not record it. Owners and admins get a Check a card payment in Stripe notification. Refund the payment in your Stripe dashboard if needed.

Agreement template

Open Settings › Reservations and scroll to Agreement template. The text is Markdown. Merge fields in curly braces, such as {buyer_name}, {unit}, {price}, {deposit}, {reference} and {bank_details}, are filled in for each reservation. A field that is not recognised stays visible as written so you can spot the typo. Preview PDF shows a sample agreement without saving or sending anything.

Warning: The template we ship is a starting point, not legal advice. Have your lawyer review the text before you use it with buyers. While the built-in template is in use, Settings › Reservations and the Sign and send dialog show a reminder; it disappears once you save your own wording. Buyers never see this reminder.

Hebrew and Arabic text is printed left-to-right in the PDF, because the PDF layout does not support right-to-left scripts. The editor warns you when it sees either.

Settings

Only an owner or admin can change reservation settings and the template. Everything on Settings › Reservations applies to new holds and reservations; ones already created keep their values.