Purpose
To create a repeatable, scalable process for adding clients, deals and listings to NexOne so that our Transaction Coordinator can work with them seamlessly and avoid mistakes and miscommunications.
Reponsibilities
Realtors - Ultimately, the responsibility rests upon you to file your paperwork on time and the right way. Mistakes and omissions here will delay you getting paid, or worse, destroy a deal or get you, the client or the team sued. Follow these processes exactly every time. There is no reason to be in a rush.
Transaction Coordinator - Your responsibility is to keep the paperwork moving through to closing, make sure that everyone knows what is to be done, be an extra accuracy and accountability check on the team’s Realtors and communicate the paperwork to everyone that needs it for the file to close. You have say over the Realtors on how the process flows.
Creating a New Client
All deals and listings start by creating a client.
Add Nick as one of the agents for the client immediately upon creating them in NexOne. This makes the client visible to our Transaction Coordinator.
The following fields for the client are mandatory and must be filled in when the client record is added.
Legal first and last name
email address
mailing address
(recommended) phone number
Creating a Buyer Deal
All buyer deals must start by creating a transaction from the Client page. It’s a button on the right of the page:
Add Nick as one of the agents for the deal immediately upon creating them in NexOne. This makes the deal visible to our Transaction Coordinator.
Note that the contact details for the client will automatically be filled in with the details from the client record. This makes signing documents a lot faster and easier.
The following fields for the deal are mandatory when first creating the purchase offer:
Property Address
Postal Code
Creating a Listing
NEW IN 2023: All listings need to originate from a client record. This keeps things streamlined for our Transaction Coordinator. This is done by being in the client record and clicking the correct button on the right side of the page:
Add Nick as one of the agents for the listing immediately upon creating it in NexOne. This makes the listing visible to our Transaction Coordinator.
Fill out the fields for the listing as fully and completely as possible.
Creating a deal when an offer is received on our listing
All buyer deals must start by creating a transaction from the Listing page. It’s a button on the right of the page. This is identical to the process for creating a buyer deal except that it is created from the listing page for our listing, not the client page.
What to do with dead deals
Dead deals (offers that did not result in a firm sale) are kept in NexOne in “Kit” status. Our Transaction Coordinator will clear these out with help from the front office from time to time.