For estate agencies
Annexa takes over when the buyer says yes and carries the sale to the keys: deposit contract, documents, signing cheques and after-sales, with the whole team seeing the same thing.
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 the notary and the bank and watches the deadlines after signing. In many agencies that is the salary of one or more people just for the admin and tax side. With Annexa, one person enters the data and keeps control.
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.
What changes in your agency
Keep prospecting with it: listings, viewings and offers. Annexa takes over when the buyer says yes and carries the sale through to the keys.
Your after-sales person is no longer the only one who knows how each purchase is going: the whole team sees the file.
Deposit contract, reports and emails to the client in Spanish or English, filled in from the file, with no retyping.
For every buyer, local or from abroad: the NIE, the land registry extract and anything missing, in sight before signing.
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
Annexa + Tax · Tax area
Many estate agencies handle the tax and paperwork side of the sale themselves. With the tax area you get the whole software, just like an advisory firm.
Each one is handled as a task with its steps, deadlines and fees, and comes with its quote, contract and engagement letter in Spanish and English.
For foreign buyers and sellers: appointment, EX-15 form, 790-012 fee and collection, step by step.
The client’s electronic certificate for their dealings with the Spanish authorities.
The non-resident’s representative before the Spanish Tax Agency, with its yearly contract.
Non-Resident Income Tax: the yearly return of the non-resident owner and the one for the gain on a sale.
The 3% withholding the buyer pays in when the seller is not resident.
Transfer tax and stamp duty on the purchase.
Declaration of assets abroad for those who become resident in Spain.
Annexa + Tax: €199 a month + VAT, with 3 users included. See plans and pricing
Annexa
€99/month + VAT
3 users included · extra user €15 a month
Handle the tax side too? With the tax area, €199 a month.
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.
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.
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 will show you in 30 minutes, with a sample sale.
Book a demo