Track a deal from contract to closing

Once a deal is under contract, the work changes: deadlines to meet, paperwork to chase, a lender, title and an inspector to keep in step. Each deal gets a closing tracker for that stretch, on the lead's page, and Closings lists every deal in escrow.

Start a tracker

• On its own: when a deal moves into a stage that starts closing trackers (Under Contract, out of the box), its tracker starts by itself: from the board, the lead's page, a bulk move or an automation.
• By hand: on the lead's page, press ... beside Book and pick Start closing tracker, or press Start on the Closing tracker line under the deal. You can also search for Start closing tracker with Ctrl K while a lead is open.

Starting one by hand opens Under contract? Start the closing tracker: pick the Side (Buyer side, Listing side, Both sides or Other), the Template when the side has more than one, the Contract date, the Closing date and the Sale price, then press Start closing tracker.

A tracker that starts on its own uses today as the contract date, your default template for the side (the listing side when the lead is tagged "seller" or "listing", the buyer side otherwise), the deal's value as the sale price, the deal's owner as the agent and the lead's property address.

The tracker

It sits at the top of the lead's page, under their name:

• The header: the side, where it stands (In escrow, Closed or Fell through), the property, the price, a countdown to the closing date, and how many key dates and checklist steps are done.
• Key dates: a timeline from contract to closing. For real estate: Inspection contingency 10 days after the contract, Appraisal at 21 days, Financing contingency at 30, the Final walkthrough the day before closing, and Closing at 35 days. Each shows how long is left, and turns red once it's missed. Click a date to change its day, name or reminder, or to mark it done. Add date adds one of your own.
• Checklist: what has to happen, grouped Under contract, Before closing and After closing. Tick a step when it's done; give it a due day, someone who has it, or files (Attach a file). Drag steps to reorder them, add a step to any group, or Hide done.
• People: the lender, title or escrow, the inspector, the other agent and anyone else, with their company, phone and email to copy.
• Commission: the rate (or a flat amount), the agent's split, fees and any referral fee, with the breakdown from gross to the agent's and the brokerage's share.
• Files & notes: the deal's paperwork (see Keep files on leads and deals) and notes for the team.

Changes save as you make them, with Undo. Moving the contract or closing date offers to Move the dates not done yet too.

Reminders

Each key date has a reminder, a day or a few before it's due. When it comes up, the lead's timeline says so ("Appraisal due in 2 days") and the agent and the lead's owner get a notification. A date that's missed gets one more, and the Closings link in the sidebar counts the missed dates on your deals.

Closing day

• When the closing date comes, the tracker offers Close as won. Closing it there marks the deal won, the same as winning it on the board. Winning the deal anywhere else closes the tracker too.
• Fell through… (in the tracker's ... menu) asks what happened and marks the deal lost. Losing the deal anywhere else does the same.
• Reopen puts a closed or fallen-through tracker back in escrow, and the deal with it.
• Delete tracker… removes it, after you confirm. Owners, admins and the tracker's agent can delete one.

The Closings page

Closings lists every deal in escrow you can see: the client and property, the side, the stage, the next deadline with its countdown, the closing date, progress, the agent and their commission. The numbers along the top: In escrow, Closing this month, Deadlines this week, Pending commission and Earned this year (the agent's share; agents see their own).

The views: Active, Closing soon (the next 30 days), Deadlines (key dates day by day, with Mark done), Closed and Fell through. Filter by agent or side, or search by client, property or deal. Click a row to open the lead at their tracker.

Templates, commission and which stages start a tracker

Open Closing settings from the Closings header. Owners and admins can change:

• Templates: the key dates and checklist a new tracker starts with, for each side. Dates are set from the contract ("10 days after contract") or the closing ("1 day before closing"), each with its kind (Deadline or Milestone) and reminder. One template per side is the Default. Trackers already started keep their own.
• Commission defaults: the rate, the agent's split and fees new trackers start with.
• What starts a tracker: the stages that start one on their own. The same Starts closing tracker switch is on each stage in Pipeline settings.

Commission on Reports

Once you have trackers, Reports has a commission section: earned in the period and still pending in escrow, by agent, and earned by month.