# 8. EOI Track client intent before units are ready — from EOI registration and serial-based priority, through collection and reservation, to refunds. # EOI Module — Overview ## Overview **EOI** stands for **Expression of Interest**. It lets the company collect a client's intent to buy a unit in a project — even before the project has a finalized master plan or units ready for sale. --- ## Why Use EOI Companies often announce a new project (pre-launch) before they have: - A finalized master plan - Units priced and available in the system - A formal selling plan In this case, the company collects an EOI amount from interested clients to register their intent. Once the project is ready, the company has an ordered list of interested clients and can start allocating units based on registration priority. --- ## The Serial — Priority Order Every EOI is automatically assigned a **Serial Number** at the time of registration. This serial determines the order in which clients get to choose a unit once the project is ready.
RuleDescription
**Lower Serial = Higher Priority**The client who registered first (lowest serial) gets the first opportunity to choose and reserve a unit.
**Sequential Allocation**Once units become available, the company works through clients in serial order.
**Skipping**If a client (based on their turn) doesn't like any available unit, they are refunded and the turn moves to the next client in serial order.
--- ## EOI Lifecycle
StatusDescription
**Pending**EOI has been created but the amount has not yet been collected.
**Collected**The EOI amount has been collected and confirmed in the system.
**Reserved**The client has reserved a unit — moves into the standard Unit Sales Pipeline starting at Hold.
**Refunded**The client withdrew or didn't reserve a unit — the EOI amount is returned.
``` Pending → Collected → Reserved (→ Selling Pipeline) → Refunded ``` --- ## Where EOI Actions Can Be Performed
LocationDescription
**Client Profile → View Client EOIs**All EOIs related to this specific client, with actions available directly.
**Financial Module → EOI Management**A central list of all EOIs across all clients and projects, with filters and bulk actions.
--- ## Module Pages
PageDescription
**Creating a New EOI**The Add New EOI form and related configuration settings.
**EOI Management**The central EOI list, columns, and filters.
**Collect Action**How to record collection of the EOI amount.
**Reserve & Selling Pipeline**How a unit is reserved and how it enters the Hold stage.
**Refund Action**Refund policies and how they vary by company.
# Creating a New EOI ## Overview Use **Add New EOI** to register a client's expression of interest in a project before reserving an actual unit. --- ## Enabling EOI on a Project Before a project can receive EOIs, EOI must be enabled on that specific project. 1. Go to **Edit Project**. 2. Find the **EOI** toggle at the top right. 3. Turn it **On**. > ⚠️ If the toggle is **Off**, the EOI fields below do not appear and no EOI actions can be performed on that project. [![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/ynLimage.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/ynLimage.png) Once turned on, the following fields appear for configuration:
SettingDescription
**EOI Form**The document template used for the EOI form — set up the same way as any other contract template in the system.
**EOI Value**A default suggested value for the EOI amount.
**EOI Code**An identifying code format for EOIs on this project.
**EOI Serial Starting From**The number new EOI serials will start counting from, for this project.
**EOI Code Type**The code type used for EOI numbering on this project.
**EOI Code Type Starting From**The number the code type serial will start counting from, for this project.
> ⚠️ These settings directly control the **Serial** and **Code Type Serial** values shown in EOI Management, which determine client priority order — see the Overview page. --- ## How to Add a New EOI 1. Go to **Client Profile → Add EOI.** 2. Fill in the fields below. 3. Click **Create**. [![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/prDimage.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/prDimage.png) ### Fields
FieldRequiredDescription
**EOI Project**✅The project this EOI is linked to. Only projects with EOI enabled (see above) appear in this list.
**EOI Type**OptionalClassification of the EOI, if used.
**EOI Unit Type**OptionalThe type of unit the client is interested in (e.g., Villa, Apartment, Twin).
**EOI Amount**✅The amount registered for this EOI.
**Salesman**✅The salesman responsible for this client.
**Broker**OptionalThe broker associated with this client, if any.
**Note**OptionalAny additional notes.
> 💡 Example: Project "NPV", Unit Type "Villa", EOI Amount "10000", Salesman "Sales Agent", Broker "Ally Invest". [![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/dVjimage.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/dVjimage.png) --- ## After Creation Once created, the EOI status is **Pending** and it appears in **EOI Management**, ready for the next step — **Collect**. # EOI Actions & Management ## EOI Management ## Overview **EOI Management** is the central screen, under **Financial Module**, that lists every EOI in the system across all clients and projects. --- ## What You See The page header shows **Count** (total EOIs displayed) and **Total** (combined EOI value), with a sort option **Newest to Oldest EOI**. [![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/Jm5image.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/Jm5image.png) ### Columns
ColumnDescription
**EOI Serial**The sequential number determining priority — see the Overview page.
**Code Type**The code type assigned to the EOI.
**Code Type Serial**The sequential number within that code type.
**Client**The client's name.
**Project**The project linked to this EOI.
**Unit Type**The type of unit the client is interested in.
**Creator**The user who created the EOI.
**Salesmen**The assigned salesman.
**Broker**The broker, if any.
**Creation Date**Date the EOI was created.
**Amount**The EOI amount.
**Status Update Date**Date the status was last changed.
**EOI Status**Current status (Pending, Collected, Reserved, etc.).
**EOI Note**Any notes on the EOI.
**Actions**Available actions — vary by status, see below.
--- ## Actions by Status
StatusAvailable Actions
**Pending**Edit, Collect, Download EOI Form, Delete
**Collected**Reserve, Refund, Download EOI Form
Each action is covered in detail on its own page: **Collect Action**, **Reserve & Selling Pipeline**, **Refund Action**. > 💡 The same actions are also available from **Client Profile → View Client EOIs**, without needing to go through EOI Management. --- ## Available Actions - **Export** — export the EOI list. - **Print PDF** — print a PDF report of the current view. --- ## Available Filters
FilterDescription
**Project**Filter by project.
**Client**Filter by client name.
**Broker**Filter by broker.
**EOI Payment Status**Filter by payment status.
**Salesman**Filter by assigned salesman.
**Creation Date**Filter by creation date (From / To).
**Last Update Date**Filter by the date the status was last updated.
--- ## Collect Action ## Overview Use **Collect** to record that the EOI amount has actually been received from the client. This moves the EOI from **Pending** to **Collected**. --- ## How to Collect an EOI Amount 1. From **EOI Management** (or Client Profile → View Client EOIs), find the EOI in **Pending** status. 2. Click **Collect** in the Actions column. 3. Fill in the fields below. 4. Click **Collect** to confirm, or **Cancel** to close without saving. ### Fields
FieldDescription
**Type**The collection type — defaults to `eoi_amount`.
**Amount**The amount to collect — pre-filled from the EOI amount.
**Delivery Date**The due/delivery date for this collection.
**Paying Options**The payment method used.
**Cheque Number**Cheque number, if paying by cheque.
**Bank Name**The bank name, if applicable.
**Branch Name**The branch name, if applicable.
**Account Holder Name**The name on the paying account.
**Payment Note**Free text note.
[![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/iREimage.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/iREimage.png) --- ## After Collection
BeforeAfter
EOI Status: **Pending**EOI Status: **Collected**
Actions: Edit, Collect, Download EOI Form, DeleteActions: Reserve, Refund, Download EOI Form
From here, the client can either: - **Reserve** a unit — see Reserve & Selling Pipeline. - **Refund** — see Refund Action. > 💡 Collect is what separates a simple registered intent (Pending) from a confirmed, paid commitment (Collected). --- # Reserve & Selling Pipeline ## Overview Once an EOI is **Collected**, use **Reserve** if the client decides to reserve an actual unit in the project. --- ## How to Reserve a Unit 1. From **EOI Management** (or Client Profile → View Client EOIs), find the EOI in **Collected** status. 2. Click **Reserve** in the Actions column. 3. Select a unit from the **Unit** dropdown — this list shows only **Available** units in the project linked to the EOI. 4. Click **Reserve** to confirm, or **Cancel**. [![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/ywQimage.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/ywQimage.png) > 💡 Only units with status Available in the EOI's project appear in this list — not the full inventory. --- ## Entering the Selling Pipeline Once reserved, the unit enters the standard **Unit Sales Pipeline** at the **Hold** step: ``` Show → Hold → Reservation → Confirm Reservation → Down Payment → Confirm Down Payment → Contract → Delivery ``` > See **Unit Sales Pipeline** for the full breakdown of every step after Hold. --- ## Hold Step Fields (from EOI) When the unit enters Hold, the following fields are available to complete the sale:
FieldRequiredDescription
**Sales Man**✅Pre-filled from the EOI's salesman — can be changed.
**Offer**OptionalAny promotional offer linked to the unit.
**Reservation Fees**✅Actual reservation fee — shown alongside the original **EOI Amount** for comparison.
**Discount**OptionalDiscount applied. May change automatically depending on the payment method selected.
**Broker**OptionalPre-filled from the EOI's broker — can be changed.
**Broker Agent**OptionalThe broker's agent.
**Contract Date**OptionalCan be left empty — system uses today's date.
[![image.png](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/scaled-1680-/TRkimage.png)](https://knowledge-base.profitcrm.net/uploads/images/gallery/2026-06/TRkimage.png) A **Reserve With** option (Credit/Debit Card or PayPal) and **Discard Hold** are also available, same as a standard Hold step. --- ## Refund Action ## Overview Use **Refund** when a client, after their EOI amount has been collected, decides not to continue — either by choice or because no available unit suits them. --- ## How to Refund an EOI 1. From **EOI Management** (or Client Profile → View Client EOIs), find the EOI in **Collected** status. 2. Click **Refund** in the Actions column. 3. Confirm the refund. --- ## Refund and the Serial Order As covered in the Overview page, EOIs are prioritized by **Serial**. If a client (based on their turn) chooses to refund instead of reserve a unit, their turn passes automatically to the next client in serial order — allocation continues uninterrupted. --- ## Refund Policies Vary by Company This is an important business rule to document, since refund policy is not a fixed system setting — it's a company decision applied manually each time:
PolicyDescription
**Full Refund**The full amount is returned to the client. If they register interest in another project, a new EOI and a new payment are required — the process restarts from scratch.
**Partial Refund (fees deducted)**The company keeps the reservation fees and returns only the remaining balance to the client.
> ⚠️ Confirm which policy your company follows before processing a Refund — this is a business decision, not a system default. --- ## Refund vs. Discard Hold
ActionWhat It Does
**Discard Hold**Cancels the unit's hold in the Unit Sales Pipeline only — does not touch the EOI amount itself.
**Refund**Returns the collected EOI amount to the client — the correct action when cancelling the process entirely, not just stepping back from one unit.
--- This covers the full EOI lifecycle: registration (Pending), collection (Collected), and the two possible outcomes — Reserve (into the Selling Pipeline) or Refund.