Real estate agency · Sales
Offer review and response
Answer every offer before it expires, with the seller's decision on record. The listing agent records and checks the offer, an AI agent drafts a plain-language summary, and the seller decides through a shared link once the agent has approved the summary and the advice.
- Duration: 1 to 3 days
- How often: For every offer on a listing
- Steps: 8 steps
- AI agents: 1 AI agent
- Approvals: 2 approvals
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What changes with this template
Without it
Offers reach the seller as a forwarded email with no summary.
Proof of funds is asked for after the offer is already accepted.
A counter-offer is agreed by phone, and nobody can find what was said.
An accepted offer starts the transaction with terms nobody checked.
With it
The seller gets a checked summary and the agent's advice, and records the decision through a shared link.
Proof of funds is checked before the seller decides.
The seller records every decision and counter-offer on the run.
The managing broker approves the accepted terms before the transaction starts.
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
An offer arrives on a listing. The listing agent starts a run with the offer price, the asking price and the offer's expiry.
- 1
Record the offer and share the seller link
Day 1Listing agent · Team
Record the offer price and its expiry next to the asking price, save the link to the written offer, and send the seller the shared run link.
Checklist
- Offer received in writing
- Seller told an offer is in
- Shared link sent to the seller
Fields to fill in
- Offer price (required)
- Asking price (required)
- Offer expires on (required)
- Link to the written offer (required)
- 2
Check the offer terms and the buyer's funds
Hidden from the shared linkDay 1Listing agent · Team
Note the conditions and dates in the offer, and get proof of funds or a financing letter from the buyer's agent. If the proof is missing, mark the run blocked and note what you asked for.
Checklist
- Proof of funds or financing letter received
- Deposit amount and timing noted
- Buyer's agent contact confirmed
Fields to fill in
- Conditions and dates in the offer (required)
- Link to the proof of funds or financing letter (required)
- Financing status (required)
- 3
Summarize the offer for the seller
Day 1Offer summarizer · AI agent
The offer summarizer compares the offer with the asking price and drafts a plain-language summary for the seller: the price, the conditions and their dates, and the risks to ask about.
Fields to fill in
- Draft offer summary (required)
Checked by: The listing agent corrects the summary and adds the advice in step 4.
- 4
Review the summary and add your advice
Day 1Listing agent · Team
Check the summary against the written offer, correct it, and add your advice: accept, counter or decline, with the counter-offer terms you suggest.
Checklist
- Price, conditions and dates match the offer
- Risks explained in plain language
Fields to fill in
- Your advice (required)
- Suggested counter-offer
Approval: The seller's decision step stays locked until the listing agent approves the summary and the advice.
- 5
Decide on the offer
Before the offer expiresSeller · Shared link
The listing agent emails the seller the approved summary and advice, and the seller records the decision through the shared link: accept, counter or decline, with the counter-offer terms.
Fields to fill in
- Decision (required)
- Counter-offer terms
- 6
Answer the buyer's side
Before the offer expiresListing agent · Team
Send the seller's answer to the buyer's agent in writing and record the outcome. If the buyer comes back with a new offer, start a new run for it.
Checklist
- Answer sent before the expiry
- Answer matches the seller's decision
Fields to fill in
- Answer sent on (required)
- Outcome (required)
- Final agreed terms
- 7
Check the accepted terms
Hidden from the shared linkDay after acceptanceManaging broker · Team
For an accepted offer, check that the signed terms match the seller's decision and that the buyer's funds were checked. If the offer was declined or expired, confirm the outcome and approve.
Checklist
- Signed terms match the seller's decision
- Buyer's funds checked
- Every owner has signed
Fields to fill in
- Link to the signed offer
Approval: The handover to the transaction stays locked until the managing broker approves the accepted terms.
- 8
Update the listing and start the transaction
Day after approvalListing agent · Team
Mark the listing as under offer, tell the other interested buyers, and start the transaction run with the agreed closing date.
Checklist
- Listing marked as under offer
- Other interested buyers told
- Transaction run started
Fields to fill in
- Agreed closing date (required)
Done when
The seller's decision has reached the buyer's side before the offer expired, and an accepted offer is handed to the transaction coordinator with its terms checked.
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.
Offer summarizer
Turns the offer terms into a plain-language summary for the seller.
What it does
- Reads the offer price, asking price, conditions and dates on the run
- Follows the summary format in its step instructions
- Writes the draft summary into its step
- Completes its step, so the listing agent can review it
Checked by: The listing agent corrects the summary and adds the advice in step 4.
Questions this template answers
Give the seller a plain summary of the price, conditions and dates with your advice, and record the decision in writing. Step 4 approves the summary and the advice, and in step 5 the agent emails both and the seller decides through the shared link.
Ask the buyer's agent for proof of funds or a financing letter before the seller decides, and hold the offer until it arrives. Step 2 records the proof and the financing status, and the run is marked blocked while it is missing.
Let AI turn the offer terms into a plain-language summary, and keep the advice with the agent. In step 3 the offer summarizer drafts it from the terms recorded in steps 1 and 2, and in step 4 the listing agent corrects it and adds the advice.
Record the expiry the moment the offer arrives and plan every step before it. Step 1 records the expiry date, and steps 5 and 6 are planned before it, so the answer reaches the buyer's side in time.
Have the seller record each decision themselves, with the terms of any counter-offer. In step 5 the seller decides through the shared link, and the run keeps their name, the time and the terms.
Check that the signed terms match the seller's decision and that the buyer's funds were checked, before the transaction starts. Step 7 is an approval gate: the handover to the transaction stays locked until the managing broker approves the accepted terms.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.