Client invitations let a seller or broker share a specific aircraft listing with a potential buyer, together with the price and terms they're offering. The invitation acts as a private, one-to-one introduction to the aircraft: the client sees only what was sent to them, on the terms that were sent.
This article explains how the feature works for both sides — the inviter and the invitee — and what each can do at each stage. For giving a teammate inside your own workspace access to a listing, see the separate article on workspace permissions.
What an invitation contains
An invitation is more than a link. When you invite a client to an aircraft, you send three things together:
The listing itself — the aircraft, its specifications, and its photos.
An offer — your asking price, the currency, and how tax is handled (VAT included, not applicable, paid, or excluded).
A negotiation setting — whether the client can counter-offer inside Wingform using online negotiations, or whether the offer is take-it-or-leave-it.
Each invitation carries its own terms. That means you can send the same listing to different clients on different terms — for example, a $5M offer with online negotiations enabled to one buyer, and a firm $5.2M offer to another. The two invitations are independent: one client's actions don't affect the other's view, price, or status.
When you add several recipients to a single send, all of them receive that one invitation with the same terms. To offer different terms to a different client, you start a new invitation. Every invitation is tracked separately, so multiple clients can be at different stages without affecting one another.
How to start
You can start your invitation from the aircraft page in your inventory.
This opens the Invite client form, where you fill in the offer terms. You can indicate a fixed price or a price range:
Shall you decide to invite your clients to negotiate the terms online, select Allow online negotiations and suggest Deposit and Inspection Program Level parameters.
Finally, add recipients by typing their email addresses, or by picking existing contacts from your CRM.
After you send, every invitation appears in two places:
Aircraft Invites — opened via Manage Invites on the listing's Actions menu. Shows only invitations for that specific aircraft, grouped by Sent and Received, with stats for each.
Invites — the global page in the left sidebar, which aggregates invitations across listings, deals, templates, and workspaces. Use this when you want one view of everything.
Each row shows the recipient and a status badge — Pending, Accepted, or Rejected. The status changes automatically as the client acts on the invitation.
What the invitee sees
When you send an invitation, the recipient receives an email with a link to the listing and the offer terms.
If they don't have a WingForm account yet, the link prompts them to register. Registration is free and takes a couple of minutes.
Once signed in, they review the listing and the terms and choose whether to Accept or Reject the invitation.
After accepting, the listing appears in the invitee's own Inventory page, marked with a By Invite label so it's clearly distinguished from listings they own.
From there, the invitee can open the listing and:
Start an online chat with the inviter — for clarifying questions about the aircraft, paperwork, or logistics.
Start online negotiations — but only if the inviter enabled Allow online negotiations when sending the invitation. If that option was off, the invitee can accept or decline the offered terms but can't counter inside Wingform.
A rejected invitation simply notifies the inviter; the listing does not appear in the invitee's inventory.
Lifecycle and control
Both sides keep control of an invitation throughout its life:
The inviter can Revoke an invitation at any time — pending, accepted, or rejected. Revoking immediately removes the invitee's access to the listing and the offer.
The invitee can Reject a pending invitation, or withdraw a previously accepted one (which removes the listing from their inventory).
Either side can Archive a resolved invitation to hide it from their default view. Archived invitations remain accessible via the Show archived toggle on the Invites page.
This mutual control matters in practice: if a buyer's circumstances change after they accepted, they can step away cleanly. And if a seller wants to update their terms — for example, raising the price after another bid comes in — they revoke the existing invitation and send a new one, since the original terms are part of the invitation itself and cannot be edited in place.
How invitations relate to deals and negotiations
A client invitation is the entry point, not the transaction. Once the invitee accepts, two paths typically follow:
A conversation — through the in-listing chat, where the parties get to know each other and ask questions. No money or commitments are exchanged at this stage.
A negotiation — if Allow online negotiations is on, the invitee can propose different terms. Counter-offers go back and forth inside the platform until both sides agree (or one side walks away).
When the parties reach an agreement, the inviter can convert the conversation into a structured Deal — at that point the listing moves out of the invitation flow and into Wingform's deal management, with documents, escrow, and signing.
Practical notes
An invitation is for one specific listing. Sharing two aircraft with the same client requires two separate invitations.
Each invitation has its own terms. The same listing can be offered to different clients at different prices, currencies, and negotiation settings, and each invitation is tracked on its own.
A recipient can have only one pending invitation per listing at a time. To send fresh terms to that same client, the inviter revokes the existing invitation and sends a new one.
Invitees who use multiple workspaces are asked to choose which workspace receives the listing on accept. The decision is one-time per invitation.