CONTACT → CULTIVATE → CONTRACT → CLOSE → CURATE → CORPORATE → CULTURE
Client Pipeline: Lead Source → Funnel → Qualify → Client Status Board → Active Transaction

Client Process Framework

The Property Joes Group · BrokerOS Foundation · TPJG Reference Implementation

v0.5 · Spreadsheet
Contact
→
Consultation✦
→
Readiness
→
Engagement✦
→
C2C✦
→
Curate
✦ = Milestone gate  ·  Landlord → Listing  ·  Tenant → Buyer
SOP All Listing Buyer
Process All Contact Consultation Readiness Engagement C2C Curate
Role All Agent Coord
Flag All ★ Mandatory
ID Seq SOP Process Procedure Task Role Systems
1 Listing Contact Intake Call Capture full address — confirm spelling, verify vs HCAD/MLS for legal description (one typo = lost showings) Agent [MLS/HAR]
2 Listing Contact Intake Call Confirm mortgage balance → calculate equity (market value − payoff). Investor: ask about all liens combined Agent
3 Listing Contact Intake Call Assess motivation (life change vs financial exit) · Identify seller type (standard homeowner vs investor) Agent
4 Listing Contact Intake Call Ask 7 Buffini pre-listing questions: Why move? · Timeline? · What is it worth? · What is owed? · Special features? · Interior condition? · Improvements? Agent
5 Listing Contact Intake Call Schedule consultation — confirm attendees + property access. Investor: confirm if occupied, tenant status, access procedures Agent
6 Listing Contact CRM Entry UPSERT Key Details: name · phone · email for ALL sellers (co-sellers, spouses, co-owners) [CRM/RM]
7 Listing Contact CRM Entry Log ReferrAL (client) + ReferrER (who sent them) · IF partner: W9 + ReferrAL agreement [CRM/RM]
8 Listing Contact CRM Entry Assign Group · Set sort grade (A+/A/B/C) · Assign to listing agent [CRM/RM]
9 Listing Contact CRM Entry UPSERT Transaction Status → Probability Guide [CRM/RM]
10 Listing Consultation Folders Client name format: Address/Lastname (Seller) — dash for multiple surnames (e.g., Diener-Seorti). Buyer = Lastname/Address Coord
11 Listing Consultation Folders UPSERT Drive/J@: AAA_[Client] (top level) → subfolders docs_[address] · inspections_[address] Coord [Drive/J@]
12 Listing Consultation Folders UPSERT M@TPJG Google Photos: HOME_[Address/SellerLastname] → share to agent (a@TPJG) so shares come from agent's email Coord [Drive/M@]
13 Listing Consultation Folders ADD templates to Client folder: [Client] - Progress Log · [Client] - Consultation · [Client] - Property Benefits Coord [Docs/Drive]
14 Listing Consultation Folders Remind agent: add propLastname shortcut text replacement (Seller = Address/Lastname)
15 Listing Consultation Prep Research CAD — Google "[county] Appraisal District" → pull subject property → upload to Client directory Agent [MLS/HAR]
Listing Consultation Prep Research Capture: year built · market area · sqft (building & lot) · beds/baths · garage (# cars) · pool/no pool · exemption type (Homestead / Over 65 / Disabled Veteran)
16 Listing Consultation Prep Research Realist — HAR.com → Matrix → Tax → Realist → enter address → upload to Client directory Agent [MLS/HAR]
Listing Consultation Prep Research Capture: all CAD stats + total tax rate (bottom of column)
17 Listing Consultation Prep Research CMA (Market Activity) — iterative until ≥ 3 Solds. Save: CMA_[market area]_[subdivision]_[Client] → final: CMA_[Client]_YYYYMMDD Agent [MLS/HAR]
Listing Consultation Prep Research Market area → subdivision → refine: sqft ± 400 · bathrooms+. Geographic fallback: draw boundary within main streets (larger on map, second tab)
Listing Consultation Prep Research If pool present: run CMA twice — once with pool selected, once with pool blank
18 Listing Consultation Prep Research ShowingSmart — pull buyer likelihood by price cohort · compare subject + one cohort below Agent [MLS/HAR]
19 Listing Consultation Prep Research Analyze absorption: DOM · price/sqft trends · sell-through % · location derogatory checklist (11 factors: flood · railroad · sewer · commercial · highway · airport · power lines · mixed-use · noise · surroundings · undesirable uses) Agent
20 Listing Consultation Prep Research Rank competitors: "Next to Go Under Contract" analysis · Prepare net sheet at 2–3 price points · Build pricing strategy (Price-Condition-Location triangle) Agent
21 Listing Consultation Prep Research Prepare: CMA deck + listing presentation (Luxury Presence + KW) + Process Walkthrough booklet (print/bind for appointment). $900K+: 20-min Architectural Listening minimum Agent
22 Listing Consultation Site Visit Full interior + exterior walkthrough: condition · deferred maintenance · all systems · CubiCasa floor plan scan · take working photos (internal use only) Agent
23 Listing Consultation Site Visit Identify seller selling points (features they love) · identify deal-breaker hurdles · co-create solutions with seller Agent
24 Listing Consultation Site Visit Walk perimeter · validate location derogatory checklist on-site · listen for noise, check sightlines Agent
25 Listing Consultation Agreement Seller goals + timeline + pricing expectations captured · Listing agreement executed (JRD = Jointly · KLJ = Dotloop) Agent [eSign/DS]
26 Listing Consultation Agreement Co-create make-ready schedule: T-3 deep clean · T-2 staging · T-1 photos · T-0 go live Agent
27 Listing Consultation Agreement Collect keys · gate/garage/alarm codes · Supra + CBS codes · emergency contact (neighbor). Document lockbox with photos Agent
28 Listing Consultation Agreement Obtain survey (request existing or order new) · Obtain HOA docs: resale cert + covenants + financials (order ASAP — can take 2+ weeks) Coord
29 Listing Consultation Agreement Obtain disclosures: Seller disclosure + flood zone disclosure (if applicable). Estate: add estate docs, heirs directory, POA, probate letters Coord [Docs/Drive]
30 Listing Readiness Post-Agreement Submit listing documentation to brokerage compliance (verify all signatures first) Coord
31 Listing Readiness Post-Agreement Build project workspace: M@TPJG Drive → !_ACTIVE_PIPELINE / [Address]-[SellerLastName] → /Docs · /Photos · /MLS · /Contracts · share with agent + client upload link Coord [Drive/M@]
32 Listing Readiness Post-Agreement Send Welcome Email + Request for Documentation to client · confirm name spelling Coord
33 Listing Readiness Post-Agreement ADD to TPJG Upcoming Listings / Pre-Listing Marketing tracker Coord [CRM/RM]
34 Listing Readiness Make Ready Cheerlead client — regular check-ins on make-ready progress · set expectations on timeline Agent
35 Listing Readiness Make Ready Refer partners via vendor roster: cleaning crew · stager · landscaper · handyman · transaction partner referrals (inspector, surveyor, photographer) Coord
36 Listing Readiness Make Ready T-3 — Professional deep clean: windows · carpets · appliances · curb appeal (mow, edge, power wash). Distressed: basic clean only Coord
37 Listing Readiness Make Ready T-2 — Staging: occupied = declutter + rearrange · vacant = full stage · rehabbed Airbnb = stage as primary residence · distressed/dev = skip Coord
38 Listing Readiness Make Ready T-1 — Professional photos + video (ALL access info WITH order) · review photos same day · reshoot if needed. Upload all to HOME_[Address/SellerLastname] same day Coord [Drive/M@]
39 Listing Readiness Make Ready Install signage: upgraded post + panel · 3 riders (call capture · leads agent · feature) · backup combo lockbox Coord [Sign/ST]
40 Listing Readiness Make Ready T-0a — MLS draft: captioning + description → send to seller for final approval before go-live Agent [MLS/HAR]
41 Listing Engagement Go Live T-0b — UPLOAD to MLS (HAR.com). Listing lead MUST be KLJ or JRD (enables free Matterport 3D via Homes.com) Agent [MLS/HAR]
42 Listing Engagement Go Live Cross-check: verify ALL MLS data (photos · description · price · sqft · rooms · disclosures · syndication to 7+ portals) Agent [MLS/HAR]
43 Listing Engagement Go Live ADD photo captions · REGISTER Supra · CONFIRM syndication (ListHub · Luxury Presence · Homes.com) Coord
44 Listing Engagement Go Live Order Matterport 3D via Homes.com (FREE when listing lead = KLJ or JRD — must order AFTER MLS is live) Coord [Mkt/Homes]
45 Listing Engagement Go Live Configure ShowingSmart: showing windows · blackout times · confirmation settings. Gather survey/T47 if applicable Coord [Show/SS]
46 Listing Engagement Go Live SUBMIT to Coordinator: [Client] - Submit Listing To Coordinator · UPDATE Client Current Status tracker Coord
47 Listing Engagement Txn Admin ADD active transaction to ReferralMaker + TPJG Upcoming Listings tracker Coord [CRM/RM]
48 Listing Engagement Txn Admin ADD transaction + invoice to TPJG Transaction Board · ADD to QuickBooks Coord [Board/TXN] [Acct/QB]
49 Listing Engagement Launch Send: "Property is Now Live" + Post Listing Confirm emails · "Just Listed" social blast (FB · IG · LinkedIn) via ReferralMaker Coord [CRM/RM]
50 Listing Engagement Launch Open house scheduled · Agent network outreach (Just Listed blast) Agent
51 Listing Engagement Active Mgmt Showing feedback collected after each showing → reported to seller Agent
52 Listing Engagement Active Mgmt Price strategy reviewed at intervals · UPDATE Process Log · Canva lifecycle posts (Under Contract, Open House, etc.) Agent
53 Listing C2C Offer Offer received → negotiation & acceptance · COMPLIANCE: Contract + Addenda + Disclosures + additional listing docs Agent
54 Listing C2C Offer UPDATE contract portal + execution date · UPDATE COORDINATOR: Client Current Status Coord
55 Listing C2C Offer SEND Protect Yourself From Cyber-Fraud to client (TPJG standard — every transaction)
56 Listing C2C Offer UPSERT client · co-agent · group · UPSERT transaction team (title + lender) [CRM/RM]
57 Listing C2C Offer Net Sheet: estimated cash to close + monthly payment at accepted price
58 Listing C2C Offer Transaction opened in Transactly — Bobby Jo's auto plan activates Coord [TC/Transactly — auto plan pending]
59 Listing C2C Offer TPJG auto plan activates (Bobby Jo to send via email — open loop active) Coord [TPJG Auto Plan — pending]
60 Listing C2C Due Diligence ATTEND inspections · OBTAIN repair quotes (ROSTER: Partners and Teams) Agent
61 Listing C2C Due Diligence Approve Survey → OBTAIN Updated Title Commitment · Confirm Schedule B & C — ESCALATE timeline · ensure lender + title address both
62 Listing C2C Due Diligence Credit Approval · Property Approval · REQUEST Reviews, Recommendations, Testimonials
63 Listing C2C Closing OBTAIN Clear to Close
64 Listing C2C Closing CELEBRATION Walkthrough → SIGN Walkthrough Form → POST photo on Social + TAG Team Agent
65 Listing C2C Closing ATTEND Closing · deed transfer · proceeds disbursed Agent
66 Listing C2C Post-Txn RENAME Search: CMA/MarketArea/Subd/Street/Lastname · DELOAD Property from MLS · Net Sheet down · OBTAIN final reviews/testimonials Coord [MLS/HAR]
67 Listing C2C Post-Txn Sign removal ordered Coord [Sign/ST]
68 Listing Curate Post-Close Post-close follow-up call / card · TRIAGE/LEARNING/AHAs (capture what went well + what to improve) Agent
69 Listing Curate Post-Close UPSERT client address · upgrade sort grade to A+ · add to anniversary / pop-by cycle [CRM/RM]
70 Listing Curate Post-Close ReferrAL ask — add new connections from closing network (title · lender · inspector · co-agent) Agent [CRM/RM]
71 Listing Curate Post-Close Canva lifecycle post (Just Sold) · closing photo on social · TAG Team
72 Listing Curate Financial ENTER Transaction in Spending Plan → UPSERT balances [Acct/QB]
73 Listing Curate Financial UPSERT TPJG Transaction Board → UPSERT Payment Date with QBO link [Board/TXN]
74 Listing Curate Financial UPSERT Profit First tab → Transfer monies to bank accounts: Profit 10% · Comp 40% · Taxes 15% · Operating 35% [Acct/QB]
75 Listing Curate Financial UPDATE Transaction Status to Closed [Board/TXN]
76 Listing Curate Financial Transaction logged for Pro Status / Tax Alchemy [Docs/Drive]
B1 Buyer Contact Intake Enter contact details for buyer(s) · log ReferrAL source + ReferrER · IF partner: W9 + ReferrAL agreement [CRM/RM]
B2 Buyer Contact Intake Assign Group · Set sort grade · Assign to buyer agent · UPSERT Transaction Status → Probability Guide [CRM/RM]
B3 Buyer Consultation Folders Client name format: Lastname/Address (Buyer) or Lastname/TBD before property identified. Dash for multiple surnames Coord
B4 Buyer Consultation Folders CREATE Client Folder · CREATE COPY OF TEMPLATE: Property Tours-[Buyer LastName] Coord [Docs/Drive]
B5 Buyer Consultation Consultation Buyer criteria gathered: location · price range · condition/amenities · timing · special requirements Agent
B6 Buyer Consultation Consultation Obtain contract changes esp. seller contribution to buyer closing costs · CONFIRM pre-approval · connect lender Agent
B7 Buyer Consultation Consultation Buyer representation agreement executed Agent [eSign/DS]
B8 Buyer Readiness Search Setup MLS saved search set up based on buyer criteria · initial matches sent to buyer for review Agent [MLS/HAR]
B9 Buyer Readiness Search Setup Criteria refined based on initial feedback · showing preferences established (days, times, priority areas) Agent
B10 Buyer Readiness Search Setup Print showing tour · print showing sheets · print Tour spreadsheet for consultation Coord
B11 Buyer Engagement Showing Tour Showings booked via ShowingSmart · showing tour conducted Agent [Show/SS]
B12 Buyer Engagement Showing Tour Showing feedback captured after each tour · criteria refined → new search run if needed Agent [MLS/HAR]
B13 Buyer Engagement Showing Tour Property identified → offer strategy discussion · RESERVE inspector Agent
B14 Buyer C2C Offer Offer written + submitted + negotiated · COMPLIANCE: Contract + Addenda + Disclosures + additional docs · Proof of Funds / Pre-approval Agent
B15 Buyer C2C Offer UPSERT client · co-agent · group · UPSERT transaction team (title + lender) · SEND Cyber-Fraud warning [CRM/RM]
B16 Buyer C2C Offer Transaction opened in Transactly — Bobby Jo's auto plan activates Coord [TC/Transactly — auto plan pending]
B17 Buyer C2C Due Diligence Option period — buyer inspection + repair requests · Appraisal ordered · lender conditions tracked · Title commitment reviewed (Schedule B & C) Agent
B18 Buyer C2C Closing OBTAIN Clear to Close · CELEBRATION Walkthrough → final walk-through · ATTEND Closing · Keys delivered Agent
B19 Buyer Curate Post-Close Post-close follow-up · UPSERT client address → A+ · ReferrAL ask · home anniversary reminder (1yr) · pop-by cycle Agent [CRM/RM]
B20 Buyer Curate Financial ENTER Transaction in Spending Plan → UPSERT balances · UPSERT Transaction Board + Payment Date + QBO link · Profit First allocations · UPDATE Status to Closed [Board/TXN] [Acct/QB]