CONTACT → CULTIVATE → CONTRACT → CLOSE → CURATE → CORPORATE → CULTURE
Listing SOP: Consult → Agreement → Listing SOP → Pre-Listing → Go Live → Showings → Offers
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Listing SOP

New Seller Initial Steps -- Interactive Process Reference
SOP: Listing | 6 Processes | 24 Procedures | 80+ Tasks
6
Processes
24
Procedures
6
Milestones
14
Platforms

Items Needing Joe's Input

Welcome Communication Template

Process 01 Contact: Need approved template for initial welcome email from The Curator. Draft needed before this step can be automated.

Reorder / Add / Remove Steps

This is the baseline Listing SOP. Click any process to expand, review task order and details. Let me know what needs to move, what is missing, and what to remove.

Badge Accuracy

Each task is tagged with the platform/tool [CRM/RM], [MLS/HAR], [Sign/ST], [Docs/Drive], etc. Verify these match your current workflow.

Automation Candidates

Tasks marked [Auto/Cadence] are ones we can automate. Flag any other tasks you want automated and we will build watchers/scripts for them.

Platform / Tool Badges

CRM/RM MLS/HAR Docs/Drive Sign/ST Photo/Vendor Social/BAY Docs/Dotloop Cal/Google Notes/Fireflies Web/LP Meet/Google Auto/Cadence Txn/Jointly Vendor Mktg/Homes Lender
01

Contact

Initial intake, CRM setup, project area creation, property documents
12 tasks
▶
1.1 Client Intake & CRM Entry Milestone: Client in CRM ▶
UPSERT client in ReferralMaker CRM/RM
Name, phone, email, address. Create contact + spouse if applicable. Log referral source + activity. Apply tier tag: LEAD initially.
Log referral source attribution CRM/RM
Record: Who referred? What channel? (BNI, Homes.com, HAR, SOI, etc.) Tag the ReferrER in CRM as source.
Summarize notetaker details Notes/Fireflies
Process Fireflies/HeyPocket/TapeACall transcript: topics discussed, next steps, key decisions, property details, seller motivation. Save summary to client project area.
Send initial acknowledgment Auto/Cadence
Within 1 business hour (luxury $900K+: within 30 min). Speed for <$500K; POISE for $900K+. Confirm receipt and set expectation for next contact.
1.2 Project Area Setup Milestone: Folders created ▶
Create client project directory Docs/Drive
Top directory: [AAA]_Clients (JRD_Clients, KLJ_Clients, DLO_Clients, SMT_Clients, GAV_Clients, EDE_Clients).
Create subdirectory: Client_[ClientName]
Example: JRD_Clients/Client_Smith
Create docs subdirectory & share with client Docs/Drive
Inside client directory: docs_[Address]
Example: Client_[960 W 24th/Bennett]/docs_960 W 24th
This holds all property documents, CAD, Realist, disclosures, survey, etc.

Share docs subfolder with main contact (editor access). Send message:
“Good morning sunshine ☀️🌞!!! This is an online archive for you to place your survey, any marketing documents from your previous purchase (feature sheet, etc).”

Include direct link to folder. Client can upload files from phone or computer.
Create photo album Photo/Google
Google Photos under M@TPJG. Album name: HOME_[Address/SellerLastname]. First photo = reference/intake image (property info card).
1.3 Property Document Collection Milestone: Realist + CAD filed ▶
Download Realist tax record MLS/HAR
HAR.com → Matrix → Tax → Realist Tax → Enter address → Print → Quick Print → Print → Save PDF.
Upload to Client_[Name]/docs_[Address]/
Download County Appraisal District (CAD) Web/CAD
Google: "[address] [city] tx county appraisal district" → Go to CAD website → Find property → Save as [Address] [County]CAD.pdf
Upload to Client_[Name]/docs_[Address]/
Check FEMA flood zone status Web/FEMA
FEMA Flood Map Service: verify flood zone designation. Note: X (minimal), AE (high risk), AO (sheet flow). Critical for pricing and insurance.
Verify HOA information MLS/HAR
Mandatory via CMA process. Confirm: HOA name, dues amount, frequency, management company, transfer fee. Critical for buyer qualification and net sheet.
Create internal client file Auto/Cadence
Client profile: property details, timeline, requirements, seller motivation, price expectations, special circumstances (estate, investor, relocation, etc.)
02

Cultivate / Consult

Listing consultation, CMA, pricing strategy, welcome package
14 tasks
▶
2.1 Consultation Preparation Milestone: CMA complete ▶
Schedule listing consultation Cal/Google
Calendar event + Google Meet link (Fireflies auto-records). For $900K+: block minimum 60 min (20 min Architectural Listening built in).
Run CMA (Comparative Market Analysis) MLS/HAR
HAR Matrix: minimum 6 comps (3 sold, 3 active). Analyze DOM, price/sqft trends, absorption rate. Verify HOA via CMA (mandatory).
Run ShowingSmart demand analysis MLS/HAR
Pull buyer likelihood by price cohort for subject neighborhood. Check both micro-neighborhood AND wider area. If micro shows no activity but wider does = location problem, price must compensate.
Prepare pre-listing package Docs/Dotloop
CMA report, market overview, TPJG value proposition, fee structure, timeline. KW Luxury Circle materials for $900K+. Physical Process Walkthrough booklet.
2.2 Listing Appointment (Onsite) Milestone: Signed listing agreement ▶
Gather property details Docs/Drive
Sqft, beds, baths, features, utilities, recent upgrades, disclosures. Access codes (Supra + CBS). Emergency contact (neighbor preferred).
Conduct condition audit Docs/Drive
Visible issues, deferred maintenance, HOA items. Capture site photos in HOME_[Address] album. For investors: complete Location Derogatory Checklist (flood, railroad, commercial, noise).
Present CMA and pricing strategy MLS/HAR
"Next to Go Under Contract" competitive positioning. If price disagreement: deploy 14-Day Market Response Audit (Authority Mandate). Never "buy" a listing at unrealistic price without protective agreement.
Execute listing agreement Docs/Dotloop
Dotloop: listing agreement, seller disclosures, MLS authorization. Confirm verbal: homeowner responsible for maintenance through closing.
Install lockbox Sign/Supra
Install Supra electronic lockbox on-property. Document placement + codes with photos. Load into system immediately.
2.3 Post-Consultation Follow-Up Milestone: Welcome sent ▶
Send welcome communication Auto/Cadence
NEEDS JOE'S TEMPLATE -- Warm intro from The Curator: who we are, what to expect, next steps, timeline, key contacts.
Send thank-you within 24 hours Auto/Cadence
Personal thank-you referencing specific conversation points. If luxury tier: handwritten note or premium communication.
Process consultation transcript Notes/Fireflies
Fireflies/Google Meet recording: extract key decisions, pricing agreement, timeline, seller concerns, special requests. Update client file.
Set CRM drip sequence CRM/RM
Assign listing-specific drip in ReferralMaker. Weekly market updates if pre-listing, showing feedback if active.
Submit listing paperwork Docs/Dotloop
Dotloop: ensure all documents signed, uploaded, and compliant. Notify Bobby Jo (coordinator) for file setup.
03

Readiness

Pre-listing preparation: photography, signage, MLS draft, marketing assets
14 tasks
▶
3.1 Vendor Coordination Milestone: All vendors scheduled ▶
Order 3D Matterport tour Vendor
Mandatory for all listings (per funnel review). Schedule with vendor. Provide access codes + CBS codes with order.
Schedule professional photography Photo/Vendor
Interior + exterior. Stage if needed. Provide all access information WITH the photography order (not after). Include seller notes and restrictions.
Order CubiCasa floor plan Vendor
Floor plan scan for layout documentation. Cadence auto-downloads, renames [Client] - Floor Plan, uploads to client folder.
Order sign installation Sign/ST
Sign Boss order. Cadence auto-forwards install confirmation to seller (pricing stripped). One standard code per property type (per access code policy).
3.2 MLS & System Setup Milestone: MLS draft ready ▶
Create MLS listing draft MLS/HAR
HAR.com MLS entry: accurate data, property description, features, HOA info. Remove confusing data from public-facing fields. Do NOT activate yet.
Setup ShowingSmart MLS/HAR
Establish contact targeting. Configure showing instructions, restrictions, agent notification preferences.
Disable buyer auto-email (if applicable) MLS/HAR
If client is also buying: HAR Matrix → Auto Email → Sort by recent → Disable. Prevents distraction during listing process.
Set standard access code Sign/Supra
One code per property type (per access code policy). Confirm lockbox functional and code active.
3.3 Marketing Asset Preparation Milestone: Launch-ready ▶
Upload professional photos to MLS MLS/HAR
When photos received: review for quality, select best shots, upload to MLS draft in optimal order (hero shot first).
Create "Coming Soon" social content Social/BAY
Social Suite via BackAtYou: "Coming Soon" teaser for Facebook, Instagram, LinkedIn. Use professional photos once available.
Prepare Luxury Presence website listing Web/LP
LuxuryPresence.com listing page setup. Feature sheet, property description, Matterport embed, photo gallery.
Prepare email blast content CRM/RM
ReferralMaker: draft "Just Listed" email for database. Tier-appropriate targeting (VIP/SOI get personal touch, Leads get standard blast).
Set up Homes.com advertising Mktg/Homes
Homes.com ad platform: listing promotion, audience targeting, budget allocation. Include 3D tour link.
Prepare physical marketing materials Vendor
Flyers for property. Neighborhood postcards (if applicable). Open house materials if scheduled.
04

Engagement / Go-Live

MLS activation, marketing launch, showings, weekly seller updates
14 tasks
▶
4.1 Listing Launch Milestone: Active on MLS ▶
Activate MLS listing MLS/HAR
Final review: photos, description, price, HOA, features all accurate. Activate on HAR.com. ListHub syndication triggers automatically.
Launch social media campaign Social/BAY
"Just Listed" posts across all platforms. Social Suite: Facebook, Instagram, LinkedIn. Tag property address for local reach.
Send "Just Listed" email blast CRM/RM
ReferralMaker blast to database. Tier-appropriate: VIP gets personal note, SOI gets branded email, Leads get standard.
Confirm seller notification Auto/Cadence
Notify seller: "Your home is now live!" Include MLS link, website link, social media links. Set expectations for showing activity timeline.
4.2 Active Listing Management Milestone: Offer received ▶
Monitor showing activity Auto/Cadence
Lead watcher auto-detects showing requests, archives, notifies team (LP leads routed to JRD/KLJ only). 20-min cascade: Level 1 → Level 2.
Collect showing feedback MLS/HAR
Follow up with showing agents for feedback. Track themes: pricing concerns, condition issues, feature appeal. Aggregate for seller update.
Tuesday seller video update Meet/Video
Weekly data-driven video to seller: ShowingSmart activity, competitive changes, feedback themes. Investors: lead with numbers. Standard: blend data + narrative.
Schedule open house (if applicable) Cal/Google
Mandatory "Host Instruction Sync" at scheduling time. Confirm: agent host, date/time, access, marketing, refreshments. Post on MLS + social.
14-day pricing review (if no offers) MLS/HAR
Deploy Authority Mandate: present showing data, competitive analysis, feedback themes. Recommend market-validated price adjustment with data (not opinion).
4.3 Offer Management Milestone: Offer accepted ▶
Access offer & verify all documents present Docs/Dotloop
Verify ALL required documents: ☐ Purchase contract (signed by buyer) ☐ All addenda (financing, option, survey, etc.) ☐ Listing-in addenda section complete ☐ Proof of funds / pre-approval letter. If ANY document missing → reply to buyer's agent requesting before proceeding. Do NOT present incomplete offers.
Calculate net sheet OpenTitleAgent.com
A) Calculate seller net sheet from offer terms via OpenTitleAgent.com. B) Add offer to Starter Net Sheet (shows net at listing price for comparison). C) JRD only: add offer to Compare Within Deal spreadsheet for multi-offer comparison.
Create offer review for agent approval Docs
Build offer summary: price vs list (% diff), net to seller, key terms (financing, option period, closing date, contingencies), links to ALL documents (contract, addenda, funding proof), comparison to other offers if multiple. Submit to listing agent (JRD/KLJ/assigned) for approval BEFORE sending to client.
Email offer to client (after agent approval ONLY) Email
ONLY after listing agent approves: send offer summary to seller/client with net sheet, links to all offer documents, agent's recommendation (accept/counter/reject), and request seller's decision with timeline. ⚠️ NEVER send offer to client without agent approval.
Negotiate terms Docs/Dotloop
Counter-offer strategy based on seller's response. Protect seller position while moving toward agreement. Document all counter-offers in Dotloop.
Add offer to estimate/address tracker Docs/Jointly
Add +1 offer entry: Offer 1 = price at listing, Offer 2 = Buyer 1 (name + price), Offer 3 = Buyer 2, etc. for multiple offers. Upload all offer documents to Jointly deal > Offers tab. Send docs for signing via Jointly or Dotloop.
Group text client to sign Text/Call
Send group text to seller(s) notifying them documents are ready for signature. Confirm they have access to signing platform. Follow up if not signed within agreed timeline.
Distribute to co-agent & coordinator Txn/Email
Once signed: distribute executed contract to co-agent (buyer's agent) and coordinator (Bobby Jo / Transactly). Ensure all parties have copies of signed documents. Earnest money instructions sent. Title company and lender notified.
Add to transaction board & QBO Txn/QBO
Financing: add deal to transaction board for tracking. Create corresponding entry in QuickBooks Online (QBO) for commission tracking and financial recording.
Update MLS status to "Pending" MLS/HAR
Change MLS status. Notify seller. Post "Under Contract" on social media. Update website listing status.
Enter into transaction management Txn/Jointly
Jointly coordination setup complete. All parties linked. Timeline and milestones established. Transition to Contract-to-Close process.
05

Contract-to-Close

Option period, approvals, pre-closing, closing day
16 tasks
▶
5.1 Option Period Milestone: Option period clear ▶
Coordinate buyer inspection Vendor
Facilitate scheduling. Provide access codes. Seller notified of inspection date/time. Review inspection report when received.
Verify buyer insurance Lender
CRITICAL: During Option Period (not Approvals). Know insurability + premium costs BEFORE termination right expires. Protects earnest money.
Negotiate repair requests Docs/Dotloop
Review buyer's amendment. Advise seller on reasonable repairs vs push-back items. Document all amendments in Dotloop.
Track option period deadline Auto/Cadence
Monitor option expiration date/time. Alert all parties 48 hours and 24 hours before expiration. Confirm buyer's decision.
5.2 Approvals Period Milestone: Clear to close ▶
Monitor lender progress Lender
Weekly communication with buyer's lender. Track: appraisal ordered, underwriting status, conditions to clear. Escalate delays immediately.
Coordinate appraisal access Vendor
Provide access codes to appraiser. Ensure property is showing-ready. Prepare comp packet for appraiser if needed (support the value).
Review title commitment Txn/Title
Check for liens, encumbrances, easements, HOA items. Resolve any title issues before closing. Coordinate with title company.
Review survey Txn/Title
Check for encroachments, boundary disputes, easement issues. Compare with seller disclosures. Flag any discrepancies.
Handle appraisal results Lender
If at value: proceed. If low: options = seller reduces price, buyer brings difference, contest appraisal with additional comps, or renegotiate.
5.3 Pre-Closing Milestone: Closing scheduled ▶
Schedule final walkthrough Cal/Google
Typically 24-48 hours before closing. Buyer verifies: repairs completed, property condition, all agreed items present.
Review closing documents Txn/Title
Review settlement statement (HUD-1/CD). Verify all fees, prorations, credits match contract terms. Flag discrepancies to title company.
Coordinate utilities transfer Auto/Cadence
Remind seller: schedule utility disconnection/transfer for closing date. Water, electric, gas, internet, security system.
5.4 Closing Day Milestone: CLOSED ▶
Confirm all documents signed Txn/Title
All parties sign. Funds disbursed. Deed recorded. Title company confirms recording.
Transfer keys and codes Sign/Supra
Remove lockbox. Transfer all keys, garage remotes, security codes to buyer's agent. Remove yard sign.
Update MLS to "Sold" MLS/HAR
Final MLS update with sold price and date. Social media: "SOLD" post. Website update.
Commission verification Txn/Title
Verify commission disbursement on settlement statement. Confirm KW split and any referral fees. Log in commission tracker.
06

Curate (Post-Close)

Relationship maintenance, referral engine, database reclassification
10 tasks
▶
6.1 Immediate Post-Close Milestone: Thank-you sent ▶
Send handwritten thank-you note Docs/Physical
Closing day or next business day. Personal, referencing specific conversation points and the journey together.
1-week check-in call CRM/RM
"How's the transition going?" Genuine concern, not sales. Log activity in CRM.
Archive transaction file Docs/Drive
Ensure all documents properly filed. Move to completed transactions. Update commission tracker with final numbers.
6.2 Ongoing Relationship Milestone: Reclassified in CRM ▶
30-day touchpoint CRM/RM
"How's the new chapter?" Check-in. Begin transition from client to SOI relationship.
Reclassify in CRM CRM/RM
Move from LEAD → SOI or VIP based on relationship quality and referral potential. Apply appropriate tier tag and cadence.
90-day testimonial request CRM/RM
Request Google review / testimonial. Provide direct link. If VIP: video testimonial opportunity.
6-month pop-by or personal touch CRM/RM
Physical visit or meaningful personal communication. VIP tier: Item of Value (Buffini methodology).
Annual anniversary acknowledgment Auto/Cadence
Home-purchase anniversary card or message. Maintain in perpetuity. Automate via CRM drip.
Assign to tier-appropriate drip cadence CRM/RM
VIP: monthly personal + IOV. SOI: quarterly value-add. Set in ReferralMaker automation.
Natural referral request at each touchpoint CRM/RM
Never forced. Weave naturally into conversations: "Know anyone thinking about making a move?" Buffini referral methodology.
A

Automated (Cadence Handles)

Background watchers and automations running continuously
6 tasks
▶
Active Watchers & Automations ▶
Lead watcher: showing request monitoring Auto/Cadence
Auto-detects showing requests, archives, notifies team. LP leads routed to JRD/KLJ only. 20-min cascade timer (Level 1 → Level 2).
Sign install email auto-forward Auto/Cadence
Sign Boss email detected → seller gets friendly notification (pricing stripped automatically).
CubiCasa floor plan auto-download Auto/Cadence
Auto-download floor plan, rename [Client] - Floor Plan, upload to client project area.
Follow-up tracker: outbound email monitoring Auto/Cadence
Auto-monitors all outbound email for follow-up tracking. Logs in CRM.
Cultivate reply auto-monitor Auto/Cadence
Detects replies to cultivate emails. Auto-logs in CRM. Never resends -- replies = engagement signal only.
Daily call list generation Auto/Cadence
Generates daily call list for each agent based on CRM cadence, pipeline status, and recent activity.
Library • Lead Metrics • Contracts • Console • Client Status
The Conservator • Listing SOP • The Property Joes Group