Post-Close Steps

TPJG 7-Phase Process

01 Contact ▶ 02 Cultivate ▶ 03 Contract ▶ 04 Close ▶ 05 Curate ▶ 06 Corporate ▶ 07 Culture

Trigger

Transaction has closed. SOP-RE-004 complete. CDA received from KW Memorial or title company.

Prerequisites

Closing attended and documented (celebration walkthrough photos posted)
Post-transaction cleanup from SOP-RE-004 complete (search renamed, MLS deloaded, client address updated)
Access to: QuickBooks Online, TPJG Transaction Board, ReferralMaker

Section 1: Closing Day Actions

DELIVER Closing Gift

Within 24 hours of closing

Include handwritten note from responsible agent (JRD, KLJ, or team member)
Branded TPJG packaging when possible
For luxury ($900K+): premium gift aligned with client's interests
Proportional to transaction value

SEND Thank-You Communication

Same day as closing

Personal thank-you via email or BombBomb video message
Reference something specific from the transaction
For sphere referrals: also thank the referrer separately and report the successful outcome

COLLECT and FILE CDA

Day of closing

Download or scan CDA from KW Memorial or title company
Save to Google Drive: J@TPJG > 02_BUSINESS_RE > [Year] > [Client Folder] > CDA-[Address]-[CloseDate].pdf
This triggers the financial processing in SOP-CFO-001

EXECUTE Financial Processing SOP-CFO-001

Within 48 hours of closing

Enter transaction in all financial systems:

PERFORM Steps in Spending Plan (UPSERT balances)
UPSERT Accounting bank transactions
UPSERT TPJG Transaction Board → UPSERT Payment Date with link from QBO
UPSERT Tab(Profit First) in Spending Plan → Transfer monies via bank account
UPDATE Transaction Status to Closed

Section 2: Client Relationship Actions

REQUEST Client Reviews

Within 7 days of closing

Target platforms: Google Business Profile, Zillow, HAR.com
Provide direct links to make it easy
Follow up once at 14 days
For luxury clients: request a testimonial (longer form) for marketing materials

RECLASSIFY in ReferralMaker

Within 3 days of closing

Update client tier from LEAD to SOI or VIP
Update contact group per 7-pillar system
Update client's new address
Assign to appropriate drip cadence
Update flow: Contact → Cultivate → Contract → Close → CURATE → Corporate → Culture

SCHEDULE Follow-Up Cadence

Set immediately after closing

30 Days — "How's the house?" call

Ask about move, settling in, any issues, vendor recommendations

60 Days — Value-add touchpoint

Market update, seasonal maintenance tips, neighborhood info

90 Days — Deeper check-in + gentle referral request

"Who do you know who might benefit from what we do?"

Set in both ReferralMaker AND ClickUp

ADD to Anniversary/Birthday Tracking

Within 3 days of closing

Enter closing date in ReferralMaker date fields
Verify birthday is recorded
These trigger Buffini IOV touchpoints

Section 3: Ongoing Relationship Management

ACTIVATE Buffini IOV Program

Ongoing — starts at close

Items of Value program per Buffini methodology
VIP tier: monthly physical IOV (paper mailer, gift, handwritten note)
SOI tier: quarterly value-add touch
IOV templates stored in Google Drive: 05_LEGACY_RE

SCHEDULE Pop-Bys

Ongoing — geographic routes

Add client to pop-by route based on geographic area
Pop-by = brief personal visit with small gift/IOV
VIP: quarterly | SOI: bi-annually

CREATE Pop Bys
DELIVER Pop Bys
CREATE Notes
DELIVER Notes

ACTIVATE Ongoing Market Updates

Ongoing — VIP monthly, SOI quarterly

SEND Real Estate Report
SEND Market Activity (Comparables & CMA Snap)
SEND Altos Research
SEND "We Got Your Back"

Cadence: VIP = monthly | SOI = quarterly

REQUEST Referrals Buffini Method

At every touchpoint

Working by Referral system
UPSERT Relationships in CRM
At each touchpoint: "Who do you know who might benefit from what we do?"
Never forced — always after providing value

Weekly Call Topics:

Why We Work by Referral
Realtor Network
Business Network
DRS Agent
Setting The Stage
Luxury Network
Home Enhancement Checklist

DOCUMENT Triage/Learnings

Within 7 days of closing

Record what worked, what didn't, process improvements
Share at next Tuesday Coordinator meeting
Tags: #AHA #PROCESS_IMPROVEMENT

SCHEDULE Events

Ongoing — add to invite lists

Add client to TPJG event invite lists:

Annual: Pie Giveaway
Quarterly: Production events
Monthly: VIP + Partners

Milestones: Happy Birthday, House Anniversaries

Section 4: Tools & Software

ReferralMaker

CRM, anniversary tracking, drip cadences, IOV

QuickBooks Online

Financial entry, SOP-CFO-001

Transaction Board

Google Sheets, financial tracking

Google Drive

CDA filing, IOV templates (05_LEGACY_RE)

ClickUp

Follow-up tasks, accountability

HAR.com

Market update data

Altos Research

Market reports

BombBomb

Video thank-you messages

Homes.com

Marketing platform

Buffini & Company

IOV, Working by Referral

Canva

Lifecycle social posts: Just Sold

Section 5: Cross-References

Connected SOPs

SOP-RE-004 Transaction Coordination (upstream — what happens before this)
SOP-CFO-001 Enter A Transaction (triggered by Step 3-4)
SOP-CFO-002 Profit First Allocation (after commission received)
SOP-RE-001 Lead Intake & Contact (referrals create new leads)
SOP-RE-006 Team Operations & Culture (production tracking)
BOS 05.01 Post-Close Referral Engine (BrokerOS)

BrokerOS — Phase 05: Curate

This procedure is part of BrokerOS — the white-label operating system for real estate brokerages. Post-close relationship management is Phase 05 (Curate) of the 7-phase process. Every touchpoint, every IOV, every referral request is a repeatable module that any brokerage can deploy.