[Playbook: Follow Up Boss Deal Cards Standards] – Nick Fundytus Realtor Wiki

Summary

This entry defines the standardized naming conventions, required fields, and document attachment procedures for Follow Up Boss (FUB) deal cards. Establishing these criteria ensures seamless data organization and eliminates friction for both the Sales and Marketing & Operations and Finance seats when managing transactions, tracking pipelines, and reviewing files.

Responsibilities

Realtor: Responsible for creating the deal card immediately upon converting a lead, entering all required information for the appropriate stage, following the deal card through to close and updating when necessary, and attaching intake/checklist documents.
Operations (OPS): Responsible for verifying that all required data, closing dates, commission splits, and intake/checklist documents are complete and properly formatted.

Standard Deal Card Format & Requirements

1. Naming Conventions

Deal cards must follow a uniform naming layout based on whether a specific property address is established:

When Address is Known:
[Property Address] - [Client First & Last Name(s)]
Example: 123 Banana Street - Mary Brown and John David
When Unit/Suite Number Exists (Condominiums):
[Property Address #Unit] - [Client First & Last Name(s)]
Example: 123 Banana Street #2 - Mary Brown and John David

2. Mandatory Deal Card Fields

Every deal card entered into Follow Up Boss must have the following inputs completed:

Field	Requirement Standard
Total Commission & Split	Input the total estimated commission dollar amount and specify the percentage or dollar split between the assigned Realtor and the team.
Commission Breakdown (Notes)	Detail the exact commission breakdown and split structure in the Description/Notes box of the deal card (e.g., `Chelsea - 50%, Team - 50%`). This is especially important for Referral Exchange or Brokerage leads.
Closing Date	Input the expected close date once the transaction reaches the firm/pending or conditionally accepted stage.
Attached Files	Upload and link the corresponding Google Drive documents directly to the deal card and name them correctly.

3. Intake Form and Internal Checklist File Naming

To ensure operational efficiency and eliminate file retrieval friction, the linked Google Drive files attached under the Files section of the deal card must strictly follow these exact naming rules:

Buyer Files:
- Intake Form: Buyer Intake Form
- Internal Checklist: Buyer Internal Checklist
Seller Files:
- Intake Form: Seller Intake Form
- Internal Checklist: Seller Internal Checklist

Why this matters: Standardized file naming and linked deal cards reduce operational friction within the Operations department when locating deal cards and verifying file completeness during transaction handoffs.