AI-Powered Transaction Workflow — TPJG Financial Framework

1. Commission SOP 2. Transaction Workflow 3. Tax Trends 4. Tax Recapture 5. IRIS/Income 6. PLEX/Capital Master Framework

Why Replace the Transaction Board?

Current: Manual Google Sheet

Static $300K template row — actual prices differ
Manual formula entry per deal — error-prone
3 separate sheets (TB + Spending Plan + LOC Tracker) with no sync
Manual cap tracking across agents
No alerts when cap is approaching
Agent pay calculated manually, then manually entered in Paychex
PF split done by hand per deal

New: AI-Powered Workflow

Deal entry triggers automatic commission calc with actual price
Auto-detects agent vs lead, applies correct split
Real-time cap tracking with alerts at 80% and 100%
Auto-generates PF split and routes to correct accounts
Auto-updates QBO categories (51900, 61000, etc.)
Triggers Paychex payroll run for team deals
Single source of truth — no manual reconciliation

Complete AI-Powered Workflow: Lead to Closed

AI = Automated by Cadence HUMAN = Requires Joe/Agent action

Lead Claimed HUMAN

Agent claims lead via Claim Page. Source tracked (Zillow, Homes.com, referrAL, SOI). Auto-populates client record.

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Contact Attempts (3 required) HUMAN

Agent logs 3 contact attempts. After 3 with no response → lead marked dormant. On response → advance to consult.

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Consultation + Agreement HUMAN

Buyer or Listing consultation per SOP. Agreement signed. Property details entered (address, list price, buyer/seller info).

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Commission Pre-Calculation AI

Based on list price and commission rate, Cadence pre-calculates: gross commission, KW fees, referrAL deduction (if any), agent vs lead split, projected PF allocation, and projected agent pay.

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Under Contract → Close HUMAN

Transaction managed through TC/Transactly. Option period, inspections, financing contingency, title work. Joe/agent handles negotiations.

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Close Detection + Commission Finalization AI

When status changes to CLOSED: final sale price updates commission calc. Actual CDA amount reconciled. KW split applied (capped check). Outside referrAL deducted.

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Auto Profit First Split AI

Net commission automatically split: 10% Profit (X6081) + 40% Comp (X2958) + 15% Tax (X6094) + 35% OPEX (X2961). For team deals: agent salary calculated, remainder to DG PF split.

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Auto QBO + Payroll + Cap Update AI

QBO Income and expense categorized. Paychex Agent payroll queued (team deals). Cap Tracker Agent YTD vs cap updated. Alert if agent is within $500 of cap.

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Reporting + Notification AI

Joe gets Telegram notification with deal summary, PF split, and agent pay. Monthly summary auto-generated. CFO Dashboard updated.

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✓

MILESTONE: Full cycle complete

Lead → Claimed → Contacted → Consulted → Under Contract → Closed → Paid → Reconciled → Reported. Zero manual spreadsheet entry.

Automation Impact Analysis

Manual Steps Eliminated

5 of 9

Steps 4, 6, 7, 8, 9 automated

Time Saved Per Deal

~45 min

Manual entry + reconciliation

Error Risk Reduction

~90%

No manual formula entry

Systems Unified

3 → 1

TB + Spending Plan + QBO

Transaction Data Model (Replaces Static Sheet)

Field	Source	Used In
Sale Price	MLS / Manual entry	Commission calc, volume tracking
Commission %	Listing agreement / MLS (avg 3.18%)	Gross commission
Agent	Claim page assignment	Split calc (70/30 or 100%), cap tracking
ReferrAL %	Manual flag at consult	Outside referrAL deduction
KW Cap Status	YTD tracking (JRD/KLJ: $18K, team: $4,500/Q)	Fee calculation (royalty, split ON/OFF)
Deal Expenses	Template (Listing $750, Buyer $450)	Net commission, QBO categorization
Close Date	TC/Transactly status	Timing, quarterly allocation
PF Split	Auto-calculated	Account routing, bank transfers

Cross-Analysis Results (3 Loops)

Loop 1 — Sequence Gaps in Current Board

Transaction Board has no lead-to-close pipeline — only tracks from contract forward
No connection between lead claim (property-leads page) and transaction tracking
Commission formulas reference static row, not actual deal data per row

Loop 2 — Data Integrity Gaps

CLOSING PRICE in template row ($300K) vs SALES PRICE in row 16 — formula mismatch risk
Agent CHECK TO column is manual text — typos break split calculations
No validation: a deal can be marked CLOSED without PF split being done

Loop 3 — Corrections in New Workflow

FIX 1: Lead claim → transaction → close is now a single continuous pipeline (no gap between systems)
FIX 2: Commission calc uses actual sale price per deal, not template row
FIX 3: Agent assignment is dropdown/selection, not free text — eliminates typo risk
FIX 4: Close event REQUIRES PF split to be generated before status can change to CLOSED
FIX 5: Cap tracking is real-time with alerts, not end-of-month manual reconciliation

Build Sequence (Implementation Order)

#	Component	Dependencies	Impact
1	Smart Commission Calculator	Transaction Board data model	Replaces static formulas, unblocks auto PF split
2	PF Auto-Split Engine	Commission Calculator	Eliminates manual bank transfers
3	QBO Integration	PF Engine + QBO API credentials	Auto-categorizes income/expenses by code
4	Paychex Integration	Commission Calculator + agent pay calc	Auto-triggers payroll for team deals
5	Real-Time Cap Tracker	Commission Calculator + YTD data	Alerts at 80%/100% of cap
6	Unified Dashboard	All above	Single view: pipeline + closed + PF + caps