Closing software for property sales
Annexa runs the closing of every sale: deposit contract, transfer tax or VAT and stamp duty, the 3% non-resident withholding, cheques, bank and notary reports and tasks after signing, with documents in Spanish and English.
30-minute demo with a sample sale
Your CRM stops at “deal closed”. Annexa starts there.
The hidden cost of every sale
Between the deposit contract and the keys, someone works out taxes and cheques, drafts contracts, chases documents, writes to every party and watches the deadlines. In an estate agency or an advisory firm, that is the salary of one or more people.
Your team leaves the paperwork behind and gets back to selling and looking after clients. And you do not need to hire anyone else as your sales grow.
The closing stages
For estate agencies and advisory firms on the Costa Blanca
01Onboarding and engagement
The buyer’s or seller’s details are entered just once, or read straight from their NIE or passport. Our templates produce the power of attorney, with its instructions, for buyer and seller alike, plus the proposal or the service contract.
02Documents and deposit
Every property knows which documents it has and which are missing: NIE, land registry extract, energy certificate, power of attorney. With the cadastral reference it brings in the public Cadastre data and links to the official site to request the land registry extract.
The deposit contract comes out bilingual, side by side, is sent to the parties and every payment is kept with its date. If there is a reservation contract, it is kept in the file.
Property F014 · Orihuela Costa
03Signing at the notary
In one click, the notary gets the documents and the report with the amounts by email. Buyer, seller and agencies get the date, time and place of signing. And everyone arrives knowing which cheque to bring: transfer tax, or VAT and stamp duty, the 3% non-resident withholding, the bank’s provision and the seller’s mortgage.
Notary signing
Example notary, Torrevieja
04After signing
Filing the transfer tax, or VAT and stamp duty on a new build, the non-resident seller’s Form 210, registration at the Land Registry, the plusvalía with a link to the SUMA calculator, direct debits for the bills and electricity, water and IBI transfers in a single email. At the end, an email telling the client everything that has been done.
Property F014 · tasks
05At every stage
When you mark a task as done, Annexa drafts the email for the buyer, the seller, the agencies, the bank or the notary: in their language, with your branding and the right attachments. You review it and send it from your Gmail, and it is logged in the file.
Book a demoNothing is sent until you click
Emails to every party
When you mark a step as done (the NIE, the arras contract, the notary appointment, the Land Registry entry), Annexa drafts an email for the buyer, the seller, the estate agents and the notary: in your branding, in Spanish, English or both, and with the right document attached. You check it and send it from your Gmail.
What goes out when you press “Enviar 4 emails” in the window above:
Buyers who share a language get one joint email; everyone else gets their own, with the contract attached and wording written for them.
Your CRM keeps the listings and viewings. Annexa steps in when the buyer says yes and stays with the sale until the keys are handed over.
20
documents in one click
Deposit contracts, reports, cost summaries, powers of attorney and emails, filled in from the file.
5
stages per property
Spanish and English
on client documents
Bilingual, side by side, or in Spanish or in English, depending on the document.
30min
For estate agencies
For advisory and law firms
Documents
Contracts, annexes, powers of attorney, cost summaries and reports for the notary and the bank, filled in from the file: some bilingual, side by side, others in Spanish or in English. Pick one and look inside: these are real examples from the software, made with a fictitious sale.
Here are 16 documents for the client, the seller, the notary and the bank. The software produces 4 more: the commission invoice, the email to the notary and two internal sheets (cash control and the transaction file).
Separate from the sale
Client engagement
The fee proposal for the full service to a foreign buyer, valid for 30 days.
Before it is generated, a window asks for the reference, the prices, the fees and the properties included.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Client engagement
The services agreement between the advisory firm and the client, with the chosen services and their fees.
It also comes as a blank template in four types: pre-sale, post-sale, both together or annual tax representation.
Showing pages 1 and 2 of 8, from a fictitious sale. Click a page to see it full size.
Client engagement
The non-resident owner appoints the advisory firm as their representative before the Spanish Tax Agency, for a renewable year.
Showing pages 1 and 2 of 7, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
The purchase agreement with a penitential deposit (art. 1454 of the Spanish Civil Code) or a confirmatory one (art. 1455).
Before generating it, it warns you if the address, the price, the deposit amount, the date or the sellers are missing.
Showing pages 1 and 2 of 10, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
Numbered annexes that amend or add to the signed deposit contract. The parties and the property come from the file.
Each annex includes the recitals, the agreed terms and the signatures.
Showing pages 1 and 3 of 4, from a fictitious sale. Click a page to see it full size.
Showing pages 1 and 2 of 4, from a fictitious sale. Click a page to see it full size.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
An indicative estimate of what the purchase costs and of the money the buyer needs in their account on signing day.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Reservation and deposit
An indicative estimate of what the seller will receive: the price, the approximate net amount and everything deducted from it.
Showing pages 1 and 2 of 2, from a fictitious sale. Click a page to see it full size.
Pre-signing
The special power of attorney deed so the client can buy without travelling to Spain, blank or filled in with their details.
Showing pages 1 and 2 of 5, from a fictitious sale. Click a page to see it full size.
Pre-signing
The step-by-step guide for clients who sign the power of attorney in their own country.
Showing pages 1 and 2 of 4, from a fictitious sale. Click a page to see it full size.
Pre-signing
An email drafted from the property file that tells the client where their purchase stands. If they have several properties, all are included.
Real email preview from the software, made with a fictitious sale and shown in Spanish. Click it to see it full size.
Signing
Everything the notary needs to prepare the deed, in one report.
Before generating it, a window lets you add payment methods, tick the documents provided and write notes. From that same window you can download a ZIP of the documents provided, renamed by type, to send to the notary.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Signing
To agree the signing cheques and the funds provision with the bank. It is available when the property has a mortgage.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
Showing pages 1 and 2 of 3, from a fictitious sale. Click a page to see it full size.
After-sales
After signing, an email that tells the client what money to keep available and how each pending procedure is going.
Real email preview from the software, made with a fictitious sale and shown in Spanish. Click it to see it full size.
Tax services, Separate from the sale
A quote valid for 30 days for clients who hire individual tax procedures.
Showing page 1 of 2, from a fictitious sale. Click a page to see it full size.
Tax services, Separate from the sale
A short services agreement, with the list of procedures and their amounts.
Showing pages 1 and 2 of 2, from a fictitious sale. Click a page to see it full size.
Tax services, Separate from the sale
The signed engagement for one specific procedure, such as an NIE or a Form 210.
Showing pages 1 and 2 of 2, from a fictitious sale. Click a page to see it full size.
How it works
Who signs this week, what is missing and who is handling it. One click on the property and the whole sale is in front of you: documents, deposit, withholdings and tasks.
Guided demo
Six steps through real screens from the software, with a made-up sale. Choose how you work.
On signing day the price minus what has already been paid changes hands. Out of it come the 3% if the seller is not resident (price × 3%), the cheque that cancels the seller’s mortgage and, whatever is left, the cheque to the seller. Costs are the regional transfer tax (standard rate) or, on new builds, VAT and stamp duty (AJD), plus an estimate for notary, land registry and agency; if the bank withholds them, they come out of the mortgage and the buyer puts in more at signing.
It is a guide: it leaves out municipal capital-gains tax, IBI, community fees, professional fees, other withholdings and reduced transfer-tax rates. Each sale in Annexa includes all of that.
Who is behind it
Every sale was the same: the data in three places, the cheque recalculated by hand the night before signing and the feeling that something was slipping through.
Annexa is what I needed and could not find: one file per sale that knows about deposit contracts, the 3% non-resident withholding, the bank’s funds provision and what is still left to do after the keys are handed over.
Now I want people who work like us to use it.
Sarah KastlungerReal estate investment and tax consultant in Torrevieja
Plans and pricing
Each plan is per company and includes 3 users. If you also handle your client’s tax paperwork, whether you are an estate agency, an advisory firm or a law firm, choose Annexa + Tax. We do the set-up with you, and you have a 30-day guarantee from your first payment.
For whoever runs the sale, from reservation to keys
€99/month + VAT
3 users included
Extra user: €15 a month + VAT
Or €990 a year + VAT (2 months free)
For estate agencies, advisory firms and law firms that also handle the client’s tax paperwork
€199/month + VAT
3 users included
Extra user: €20 a month + VAT
Or €1,990 a year + VAT (2 months free)
You contract in 2 steps: your details and payment on Stripe. Contract languages: Spanish and English. The contract is stored and emailed to you. You can correct mistakes before paying by going back. Prices exclude VAT. Prefer to see it first? Book a demo or write to us at info@annexa.es.
More than 10 users? We will prepare a proposal for you.
Prices exclude VAT; applicable VAT is added (21% in mainland Spain and the Balearic Islands; no Spanish VAT if your company is in another EU country and gives us a valid VAT number). You choose monthly or yearly payment in advance; the yearly plan equals 2 months free. The subscription renews automatically and you can cancel at any time. 30-day guarantee from your first payment with a full refund. Your price stays the same for the first 12 months; after that it changes at most once a year, never above Spanish CPI, with two months’ notice. The software is in Spanish; documents come out in Spanish and English.
No. Your CRM is for prospecting: listings, viewings and offers. Annexa starts when the buyer says yes and handles the reservation, the deposit contract, the signing and after-sales. They work together.
No. Annexa handles any property sale, with Spanish or international clients. For international ones it adds what usually complicates the closing: the 3% non-resident withholding, documents in English and the power of attorney to sign from abroad.
Yes. Type the cadastral reference and Annexa brings in the public data of the property: address, postcode, use, built area and year of construction. You choose what goes into the file, and you get a link to its page on the official Cadastre website. The owner and the cadastral value are not public, so they still come from the IBI bill. For the land registry extract (nota simple) there is a direct link: it copies the reference and opens the official Land Registry website, where it is requested and paid. The Basque Country and Navarre have their own cadastre and are not included.
Annexa shows that it is missing and tracks the process step by step: appointment, EX-15 form, 790-012 fee and collection. If the buyer lives abroad, they can get it online without travelling to Spain through the NIE service of Sarah’s firm: they sign a power of attorney before a notary online and a team of registered lawyers files it in Spain. See the NIE service (opens in a new tab, on sarahkaterina.com)
Yes. First we show it to you in a 30-minute demo with a sample sale. If you like what you see, we set it up with you on a video call. And from your first payment you have a 30-day guarantee: if it is not for you, we refund what you paid.
By invoice. You choose monthly payment, or yearly payment in advance.
Your price stays the same for the first 12 months. After that it changes at most once a year, never above Spanish CPI, with two months’ notice.
Not on the monthly plan: tell us before your next payment and it will not renew. The yearly plan covers 12 months.
It was born in Alicante and Murcia. Transfer tax already adapts to each region; other regional particularities will come later.
It depends on the document. Bilingual, with Spanish and English in the same document: deposit contract and its annexes, services agreement, tax representation agreement, seller’s cost summary, and power of attorney with its instructions. In Spanish or in English, as you choose: fee proposal and the notary and bank reports. The buyer’s cost summary comes bilingual or in English only, and client emails in Spanish, in English or in both. The commission invoice and the internal sheets are in Spanish. The software itself is in Spanish for now.
We explain it in detail in the demo: which providers we use (database, servers, email and artificial intelligence) and where each one operates. We would rather tell you properly than promise what we cannot.
Sarah Kastlunger, a real estate investment and tax consultant in Torrevieja. She built Annexa to close the sales of her own firm.
We will show you in 30 minutes, with a sample sale.
Book a demo
