Real estate agency · Sales
Property transaction to closing
Take every purchase from accepted offer to closing day with a complete file. The contract dates are recorded at the start, the buyers complete their own steps through a shared link, and the closing steps stay locked until the managing broker approves the file.
- Duration: 30 to 45 days
- How often: For every accepted offer
- Steps: 11 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
Free plan, no credit card needed.
What changes with this template
Without it
The inspection and financing deadlines live in one agent's calendar.
Buyers text their agent at night to ask what they still owe.
A missing addendum turns up two days before closing.
Agents write every repair request from scratch after reading the whole report.
With it
Every contract date is on the run from the first days, where the whole team can see it.
Buyers follow the purchase on a shared link and complete their steps there.
The contract package is checked in the first week, and the broker approves the full file before closing.
An AI agent drafts the repair request from the findings, and the sales agent reviews it.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The seller accepts the buyer's offer. The transaction coordinator starts a run with the property, the buyers and the closing date.
- 1
Open the transaction file and share the buyer link
Day 1Transaction coordinator · Team
Fill in the property and the closing date, save the link to the accepted contract, and send the buyers the shared run link so they see what they owe and when.
Checklist
- Accepted contract signed by both sides
- Shared link sent to the buyers
- Sales agent told the file is open
Fields to fill in
- Property address (required)
- Link to the accepted contract (required)
- Buyer email (required)
- Closing date (required)
- 2
Confirm the deposit and lender details
Days 1 to 3Buyer · Shared link
Through the shared link, the buyers confirm the deposit is paid, share a link to the deposit receipt and give the contacts of their lender and of the lawyer or notary handling the closing.
Checklist
- Deposit paid by the date in the contract
- Lender told about the accepted offer
- Home insurance quote requested
Fields to fill in
- Link to the deposit receipt (required)
- Lender contact (required)
- Lawyer or notary contact
- 3
Check the contract package and record the deadlines
Days 1 to 3Transaction coordinator · Team
Check that every page is signed and initialled and that the addenda and disclosures are complete, then record the contract deadlines. If something is missing, mark the run blocked and note what.
Checklist
- Every page signed and initialled
- All addenda in the package
- Required disclosures received
- Deposit receipt matches the contract
Fields to fill in
- Inspection deadline (required)
- Financing deadline (required)
- Missing items
- 4
Attend the inspection and record the findings
Days 3 to 7Sales agent · Team
Attend the inspection with the buyers, save the link to the inspector's report and write down its main findings, so the repair request can be drafted.
Checklist
- Findings walked through with the buyers on site
- Report received from the inspector
Fields to fill in
- Link to the inspection report (required)
- Main findings (required)
- 5
Draft the inspection summary and repair request
Day 7Repair request writer · AI agent
The repair request writer turns the findings into a short summary for the buyers and a first repair request, sorted into safety, function and cosmetic items.
Fields to fill in
- Inspection summary (required)
- Draft repair request (required)
Checked by: The sales agent corrects and approves the draft in step 6.
- 6
Review the repair request and add your advice
Day 7Sales agent · Team
Check the summary and the draft against the report, correct them where needed and add your advice to the buyers on repairs or credits.
Checklist
- Every item matches the report
- Requests fit the price and the contract terms
Fields to fill in
- Advice to the buyers (required)
Approval: The buyers' approval step stays locked until the sales agent approves the repair request.
- 7
Approve the repair request
Days 7 to 10Buyer · Shared link
The sales agent emails the buyers the summary, the repair request and their advice, and the buyers record their decision through the shared link. Nothing goes to the seller's side before they complete this step.
Fields to fill in
- Decision (required)
- Changes to the request
- 8
Track repairs, appraisal, financing and title
Weeks 2 to 4Transaction coordinator · Team
Send the approved request, record what the seller agreed to, and follow the appraisal, the loan approval and the title check against the contract deadlines.
Checklist
- Repair request answered by the seller's side
- Appraisal received
- Loan approved before the financing deadline
- Title check clear
Fields to fill in
- Agreed repairs or credits (required)
- Loan approved on (required)
- Link to the title report (required)
- 9
Review the complete file
Hidden from the shared link3 days before closingManaging broker · Team
Review the complete file: contract, addenda, disclosures, inspection, agreed repairs, loan approval and closing figures.
Checklist
- Contract, addenda and disclosures complete
- Every contract deadline met or extended in writing
- Agreed repairs recorded
- Closing figures confirmed
Fields to fill in
- Broker note
Approval: The walk-through and closing steps stay locked until the managing broker approves the file.
- 10
Hold the final walk-through
1 day before closingSales agent · Team
Walk the property with the buyers and check the agreed repairs, the condition and the items included in the sale. Note anything that is not as agreed, so it is settled before closing.
Checklist
- Agreed repairs done
- Property in the agreed condition
- Included fixtures and appliances in place
Fields to fill in
- Walk-through date (required)
- Issues found
- 11
Close and hand over the keys
Closing daySales agent · Team
Confirm with the closing party that the funds are received, hand the keys to the buyers and save the link to the final settlement statement.
Checklist
- Funds confirmed by the closing party
- Keys handed to the buyers
- Settlement statement saved
Fields to fill in
- Link to the settlement statement (required)
- Keys handed over on (required)
Done when
The buyers have closed on the property and have the keys, and the managing broker has approved a complete file with every document and date.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Repair request writer
Turns the inspection findings into a summary for the buyers and a first repair request.
What it does
- Reads the inspection findings and contract dates recorded on the run
- Sorts the findings into safety, function and cosmetic
- Writes the summary and the draft repair request into its step
- Completes its step, so the sales agent can review the draft
Checked by: The sales agent corrects and approves the draft in step 6.
Questions this template answers
Record every contract date on the transaction as soon as the offer is accepted, and check each milestone against it. Step 3 records the inspection and financing deadlines next to the closing date, and step 8 checks the loan approval against the financing deadline.
Give the buyers one link that lists what they owe and by when, and make anything missing visible to the whole team. The buyers complete step 2 through the shared link, and in step 3 the coordinator marks the run blocked and notes what is still missing.
Have the managing broker review the full file before any closing step can start. Step 9 is an approval gate: the walk-through and the closing stay locked until the broker approves the contract, addenda, disclosures, repairs and closing figures.
Let AI turn the inspection findings into a summary and a first repair request, and keep the advice with the agent. In step 5 the repair request writer drafts both from the findings recorded in step 4, and in step 6 the sales agent corrects and approves them.
Ask the buyers to approve the final request themselves before anything goes to the seller's side. In step 7 the buyers record their decision through the shared link, and the run keeps their name and the time.
Check the agreed repairs, the condition of the property and the items included in the sale, and write down anything that is not as agreed. Step 10 gives the sales agent that checklist and a field for issues found, so they are raised before the keys change hands.
Show buyers the steps of their purchase instead of answering the same questions by text message. Through the shared link sent in step 1, the buyers see which steps are done and which come next, while internal steps such as the broker's file review stay hidden.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.