Manage

Convert pipeline leads into formal transactions and manage through closing. Learn transaction creation, stage progression, document management, and commission tracking in your real estate CRM.

Overview

When a deal moves to "Under Contract", convert it to a formal Transaction. Transactions have detailed fields, document management, milestone tracking, and team collaboration features.

Creating a Transaction

From Pipeline Card

Open deal card in pipeline
Click Convert to Transaction
Transaction form pre-fills with deal data

Enter Transaction Details

Required:

Property address
Sale price
Closing date
Transaction type (Buyer Side, Seller Side, Both)
Your commission amount

Optional:

MLS number
Escrow/title company
Lender information
Co-agents and splits
Other parties (attorneys, inspectors)

Add Documents

Upload contract
Add disclosures
Attach amendments
Store closing documents

Assign Team Members

Transaction coordinator
Assistant
Lender
Title officer

Set Milestones

Inspection due date
Appraisal due date
Financing contingency removal
Closing date

Save Transaction

Click Create Transaction
Deal moves to Transactions section
Pipeline card updated

Managing Active Transactions

Transaction Dashboard

View: CRM → Transactions

See:

All active transactions
Upcoming milestones
Documents needed
Tasks due
Commission breakdown

Transaction Detail View

Tabs:

Overview: Summary, parties, dates
Milestones: Timeline and deadlines
Documents: All transaction files
Notes: Internal team notes
Activity: Full history
Commission: Splits and accounting

Transaction Milestones

Key Dates

Typical Milestones:

Contract Date
Inspection Period Ends
Appraisal Ordered
Appraisal Completed
Loan Approval Date
Final Walkthrough
Closing Date
Funding Date

System Features:

Auto-calculates from contract date
Email reminders before deadlines
Task creation for each milestone
Visual timeline

Document Management

Upload Documents

Drag-and-drop files
Or click Upload
Supports PDF, Word, Excel, images
Max 100MB per file

Document Types:

Purchase agreement
Disclosures
Inspection reports
Appraisal
Loan documents
Final HUD/CD
Recorded deed

Select document
Click Share
Send secure link
Track views

Commission Tracking

Set Commission

Your gross commission
Splits (referral fees, team splits)
Net to you
Payment date

Commission Report

Export for accounting
Year-end tax prep
Production reports

Team Collaboration

Assign Roles

Add team members to transaction
Set permissions (view, edit, admin)
Notify of updates

Internal Notes

Team-only communication
Document decisions
Track issues

Transaction Lifecycle

Pre-Closing (30-45 days)

Upload contract
Set milestones
Coordinate inspections
Monitor contingencies

Final Week

Final walkthrough scheduled
Closing documents reviewed
Wire instructions confirmed
Keys/access arranged

Closing Day

Confirm all parties attending
Upload closing documents
Update status to "Closed"
Celebrate!

Post-Closing

Follow up with client
Request review/testimonial
Add to "Past Clients" segment
Send closing gift

Closing a Transaction

Mark as Closed

Open transaction
Click Close Transaction
Select outcome: Closed Won or Closed Lost

Enter Final Details (Won)

Actual closing date
Final sale price
Final commission
Upload closing documents

If Lost

Select reason (financing fell through, buyer backed out, etc.)
Add notes for future reference
Learn from it

Quick Reference

Transaction Stage	Key Actions
Just Under Contract	Upload contract, set dates, assign TC
Inspection Period	Schedule, attend, negotiate repairs
Contingency Removal	Confirm all contingencies met
Pre-Closing Week	Final walkthrough, review docs
Closing Day	Attend closing, update system
Post-Close	Follow up, request review, gift

Quick Win: Set up transaction templates with standard milestones. One-click setup for new transactions saves 15 minutes each time.