Built-in work on deal tasks

Berchtold does transaction work on each deal under contract, from contract to close. This work is built in. It is always on. It has no name and no on/off switch.

A person stays in the loop. Each task belongs to a person: the deal's coordinator or its agent. A person sends each email, unless an admin lets that email send automatically. A person does anything that needs a license, a judgment, a signature or a phone call. The built-in work never advises a client, negotiates, says what the contract means or signs. The agent stays the owner of the deal.

How it works

A deal's task can have Built-in work. An automation template adds these tasks, or a person adds one. For example, the Purchase — Contract to close template adds Draft the introduction emails. It is due on the contract date. See Deal tasks: built-in work, key dates and files.

Berchtold does the work on the task within the hour, in working hours. It uses the workspace's time zone. An email is ready on its task 3 days before the task is due. Other work runs on the due date, or when the file it needs arrives.

Open the task to see Built-in work. It says what happened and why, in words and with an icon:

• Waits: it needs something first. For example, a lender on the deal, or the closing's time and place. Add it, and the work runs again within the hour.
• Prepared for you: the email is ready. Read it on the task, then send it. See The email on a task.
• Done: the work is done, the email went, or a person checked it. The task is complete, with a note of what happened.
• Given to a person: Berchtold stopped. The task's person does the work by hand. The task says why, for example Remind a person is set for this work.
• Closed: the work is not needed on this deal. For example, the deadline is not in this contract.

To do the work before its date, select Prepare it now on the task. The deal's Tasks list shows the same status in one line under each task.

The email on a task

Each email that the built-in work prepares is on its task, under Prepared for you. Before it is ready, the task shows what the email will say and the day it is ready. It reads like an email:

• From: the deal's owner. Replies go to the owner.
• To: the people on the deal that the email is for.
• Subject and the text. Words that come from the deal are marked. A fact that the deal does not have shows in a dashed box, for example contract date missing.
• The sender's signature, and the files that go with the email.

A status line says where the email is. For example: Ready to send, Needs 1 thing before it can go or Sent on Oct 6.

Until you edit it, the email follows the deal. When you change a deal field, the email changes too.

After you save your edit, changes to the deal no longer change the email. Your words are kept.

If the email must not go, select Don't send. Write a reason if you want, then select Don't send it. The task is done as Not sent. The reason stays on the task and on the deal.

A task's email never expires. It waits for the task's person until they select Send or Don't send. When the task goes to another person, its email goes with it. When the email is ready, the task's person gets a notice.

The email also shows in Inbox → Messages to approve, with Send and Open task. The deal's Messages shows one line for each email. Select the line to open its task. See Messages.

A task made more than 3 days after its due date is late. Its email always waits for a person, even when the email may send automatically.

What the built-in work does

The days below are the due dates in the templates. An email is ready 3 days before its task's due date. A person can change any task's due date.

• Read the contract: reads the signed contract into suggested dates, price, people and terms.
• Contract completeness: when the contract is read, it lists what may be missing. This can be initials, a signature, a blank field, or a change that only one side signed. Each item shows its page. If it finds nothing, the task is done. Else the task's person checks the list and selects Mark checked.
• Deadlines and their tasks: lists the contract's deadlines and makes a task for each dated one.
• Introduction emails: prepares an email to your clients, and one to the other agent, lender and title company. Both list the key dates and contacts.
• Wire fraud warning: prepares a warning to your clients, due on the contract date. It says that we never send wire instructions by email.
• Earnest money: on the contract date, it asks the holder for a receipt. When a receipt comes, it suggests the deadline done.
• Disclosures checklist: the template makes a task for each required document, such as the seller's disclosure. Three days after the contract date, it asks for the open ones. The request goes to whoever provides them. A document's task is done when its file arrives.
• Current version of each document: groups the deal's documents and the linked transaction's by what they are. It shows the current version of each one.
• MLS status to Pending: on a listing, it makes a task for the agent to change the MLS status. When the MLS feed shows Pending, it marks the task done.
• Schedule the inspection: the day after the contract date, it prepares an email to the deal's inspector. The email asks for times before the inspection deadline. A person books the time.
• Inspection report summary: reads the inspection report in the deal's documents. It lists the report's items by area, as the report rates them. It is not advice. A person reads it and selects Mark reviewed.
• Repair request: add this work to a task, then write your repair list on the task. Berchtold puts it in your repair request form, word for word. A person approves it before it goes for signing.
• Insurance binder: 5 days before the insurance deadline, it asks your buyer clients for their binder. When it comes, it suggests the deadline done.
• Closing transmittal: an automation makes it, and prepares its email to the title company. A task can have this work too.
• Commission disbursement authorization: it makes this document 5 days before the closing. It uses the deal's commission. It also prepares the email to the title company. A person sends it.
• Closing Disclosure check: 3 days before the closing, it reads the Closing Disclosure in the deal's documents. It also reads it when the file arrives. If nothing differs, the task is done. Else it lists each figure that may not match.
• Wire instructions confirmed by phone: a week before the closing, it makes a task for a person. The person confirms the wire instructions by phone.
• Broker file audit: a week before the closing, it lists the required documents whose tasks are still open. It also lists files that may not be signed. If the file was not submitted for review, it makes a task for the agent.
• Title commitment and survey: 7 days before their deadline, it asks the title company for them. When a document with that name comes, it suggests the deadline done.
• Clear to close: 5 days before the closing, it prepares an email to the lender and the title company. The email asks them to confirm that the file is clear to close.
• Closing time and place: 3 days before the closing, the task asks for the time and place. The title company sets them. Berchtold never makes them up. Then it prepares emails to your clients and the transaction partners.
• Walkthrough and moving reminders: 5 days before the closing, it prepares an email to your clients. It reminds them of the final walkthrough, the utilities and the keys.
• Weekly client update: 7 days after the contract date, it prepares an email to your clients. It lists the deadlines that are done and the ones to come. When the task is done, the next one is made for a week later. This continues while the deal is under contract.
• Contact details: compares each person's name, phone and company with the sources.
• Agent reviews: emails each agent a daily and a weekly review. See Daily and weekly reviews.
• Passed deadlines: asks about each passed deadline. Is it done, extended or a problem?
• Amendments and extensions: reads an amendment into new dates for a person to approve.
• Lender and title check-ins: 3 days before the appraisal deadline, it prepares a check-in to the lender. It does the same before the loan commitment deadline. If the deadline is already done, the task is done with no email.
• Low appraisal or loan problem: reads email from the lender and title company. An email may say that the appraisal came in low, or that the loan has a problem. Then it alerts the agent at once and makes a task for them.
• Lender and title email: a request from the lender or title company becomes a task. It goes to the deal's coordinator or agent. A finished item, such as clear to close, becomes a suggestion to mark the deadline done.
• Mark the deal closed: suggests the closed stage when the transaction platform shows the deal closed.
• After closing: the After closing template prepares the review request. Berchtold makes a task for the agent to send a gift. An automation sends a yearly email on the home's anniversary.

In People, Our team shows the deal's coordinator and any outside coordinator.

How it runs

Each kind of built-in work has a How it runs setting. You need the Configure permission in CRM.

Choice	What happens
Prepare for approval	The default. Berchtold prepares the email on the task. The task's person reads it and sends it.
Send automatically	Berchtold sends the email on the task's due date, with no approval. The task is done when it goes. An email must earn this choice first.
Remind a person	Berchtold prepares nothing. The task's person does the work by hand.

Some work has one choice only. Its row shows it. Locked work always needs a person, and it never sends automatically. Locked work changes dates, money or the stage, or it is about wiring money. A locked row shows a lock and the reason.

These choices change what happens:

• Read the contract set to Remind a person: Berchtold does not read a signed contract by itself. A person selects Read the contract.
• Lender and title check-ins set to Remind a person: a person checks in, and the daily review reminds them.
• Mark the deal closed set to Remind a person: Berchtold does not suggest the closed stage. A person marks the deal Won.
• An email set to Remind a person: Berchtold prepares no email. The task's person does the work by hand, and the task says why.

Let an email send automatically

An email can earn Send automatically. Each time a person sends the prepared email with no changes, it counts. An edit or Don't send starts the count again.

After 5 sends in a row with no changes, Built-in work shows one line. It asks if this email may send automatically, without approval. The admins also get an Inbox item. Select Accept or Not now.

After you accept, Berchtold sends that email on its task's due date. The deal's Activity says that it was sent, and since when it is allowed. If someone is missing on the deal, the email waits for a person. An admin can select Move back to approval at any time.

The wire fraud warning is locked. It is never offered, and it never sends automatically.

Who gets the tasks

You need the Configure permission in CRM. In Transaction settings, under Workspace, choose Deadline tasks go to:

• The deal's coordinator, else the agent.
• The deal's agent.

The deal's tasks go to this person. A deadline that names a person keeps that person. The reminder to confirm the wire instructions goes to them too.

The deal's coordinator is a member of your workspace. Set the coordinator in More details on the deal. In an automation, the Create task step can go to The deal's coordinator (else the owner). An outside coordinator is not a member, so they cannot get tasks. They work on the deal from their own deal page.

Set the Time zone under Workspace too. Emails are prepared and reviews are sent in this time zone. It also sets when a deadline has passed.

Daily and weekly reviews

Each agent gets a daily review email about their deals under contract. They also get a weekly review, on Monday by default. A review goes to each person who owns or coordinates a deal. The deal must be open, and under contract or with a contract date.

The reviews come from your workspace, for example "Jess & Co. via Berchtold". The daily subject is Your daily transaction review. The reviews always run.

In Transaction settings, under Review emails, an admin sets the time of the daily review. The admin also sets the day and time of the weekly review. An admin can send a copy of each agent's review to a team lead or a coordinator. Your recent reviews lists the reviews that you got.

Each review ends with up to three questions about your deals. Answer each one with one tap. See Keep records current. To stop getting the reviews, open Profile. In your notification settings, turn off Transaction reviews.

After each review, the deal's Next steps shows Daily review first, with the deal's status and next step.

What may be missing in the contract

Berchtold checks the contract each time it reads it. It looks for these on each page:

• initials or a signature line that is empty;
• a blank that the form asks you to fill in;
• a counteroffer or amendment that only one side signed.

The task says how many it found. It lists each item with its page and file. For example: Page 3 of Contract.pdf: the buyer's initials may be missing. The check can be wrong, so each item says it may be missing. Open the documents and check each item. Then select Mark checked on the task. That completes it. The list never stops anything on the deal.

Required documents

The deal templates make a task for each document that a deal needs on file. An example is Get the seller's disclosure statement. A document's task is done when a matching file is on the deal. A file in the linked transaction counts too. The templates start with a list for Missouri residential resale. Your broker reviews it and changes it for your market. It is an operational checklist, not legal advice.

Document	Deals	Who provides it	When
Seller's disclosure statement	Buyer, seller, dual	The seller	Every deal
Lead-based paint disclosure	Buyer, seller, dual	The seller	Built before 1978
Brokerage relationship disclosure	Buyer, seller, dual	Your brokerage	Every deal
Buyer agency agreement	Buyer, dual	Your brokerage	Every deal
Listing agreement	Seller, dual	Your brokerage	Every deal
HOA documents	Buyer, seller, dual	The seller	The property has an HOA

Berchtold finds a file by the words in its name. For example, a file named Seller's Disclosure Statement is the seller's disclosure. Only the current version of each document counts. The signed copy counts. The blank form does not. A file that a client sends for the document in an intake form completes its task, whatever its name.

Three days after the contract date, the Disclosures checklist task prepares a request for the open document tasks:

• Missing disclosures (other agent): to the other agent, for what the other side provides.
• Missing disclosures (our clients): to your clients, for what they provide.

Berchtold reads the year built from the property. If the property has no year built, the task asks if the home was built before 1978. It also asks about an HOA. If the linked transaction lists HOA dues, the question shows them. Select Yes or No. If the answer is No, that document's task closes as not needed.

Your brokerage's own documents are never requested. Add them in Documents. After the request is sent, each document's task says that it was requested. It is done when the file arrives.

To change the list, edit the document tasks in the deal templates in Automations. Each document task has the words that find its file.

The current version of each document

A linked transaction can hold the same document more than once. For example, it can hold a blank form and the signed copy, or an earlier and a later offer. Berchtold groups the documents by what they are. It reads only their names, folders and dates, never what is in them.

In each group, it chooses the current version in this order:

1. Never a version marked rejected, old or draft.
2. A version that is fully signed, accepted, resolved or executed. Then a signed one.
3. The later offer folder, for example Offer #2 before offer.
4. The later date.

Each counteroffer and amendment stays on its own row. The last accepted counteroffer is in effect.

In Documents, each document shows its current version. Select Older versions to see the others. You can choose another version, mark a document as not a duplicate, or undo your choice. Your choice wins.

The MLS status to Pending

This is for a deal where you list the home. When the deal is under contract, Berchtold makes a task for the agent. The task is Change the MLS status to Pending. It is due the next business day. If an automation already made a task like it, Berchtold uses that task and makes no second one.

When your MLS feed shows the listing as Pending, Berchtold marks the task done. Its note says the day the change was seen. With no MLS feed, or no MLS number on the property, the agent marks the task done. A buyer-side deal has no such task.

The inspection

This work is for a deal where you represent the buyer.

Schedule the inspection

The day after the contract date, Berchtold prepares an email to the deal's inspector. It asks for times before the inspection deadline. Berchtold does not book the inspection. Confirm a time with the inspector yourself. If the deal has no inspector with an email, the task says to add one in People.

The inspection report summary

Add the inspection report to the deal's Documents as a PDF. Its name must say inspection, for example Home Inspection Report.pdf. Within the hour, Berchtold reads it. The Inspection report summary task then lists the report's items by area. Each item shows the report's own rating and its page.

The summary is what the report says. It is not advice. It does not say what to repair or which items are important. It leaves out the report's repair advice too. Read the report with the summary, then select Mark reviewed. That completes the task. You decide what to do with your clients.

If the read did not finish, select Summarize again.

The repair request

Add a task with the built-in work Repair request. On the task, under Built-in work, write each repair item on its own line in Your repair list. Use your own words. Then select Make the repair request. Berchtold puts your lines in your workspace's repair request form, word for word. It never writes terms.

The PDF goes in Documents. A request to add it to the linked transaction waits in the Inbox. Open the file and check it. When you approve it, Berchtold adds it to the linked transaction, where the people sign it. If the deal has no linked transaction, link it first. Then make the request again. An admin can change the form's rows in Document templates.

The insurance binder

Five days before the insurability deadline, Berchtold prepares an email to your buyer clients. It asks for their homeowner's insurance binder. A binder may come by email or in the linked transaction. When a file has a binder's name, Berchtold suggests the deadline done in Next steps.

Before the closing

The commission disbursement authorization

The commission disbursement authorization tells the title company what to pay each brokerage. Five days before the closing, the task makes the PDF from the deal's commission. Select Prepare it now on the task to make it sooner. It lists each brokerage's percent, flat fee and amount. A missing amount shows as TBD. The PDF goes in Documents. Its email to the title company waits for a person to send it.

Commission is money, so this work is locked. A person always approves it.

The Closing Disclosure check

Add the Closing Disclosure to the deal's Documents as a PDF. Give it a name that says what it is, such as Closing Disclosure or Final CD. Berchtold reads it within the hour, in working hours. It compares these figures with the deal:

• the price;
• the earnest money credit (the deposit);
• the seller-paid costs (the seller credit);
• each brokerage's commission.

If nothing differs, the Closing Disclosure check task is done. Else the task stays open for its person. It says how many figures may not match and lists each one with its page. For example: Price may not match: the CD says $415,000, the deal says $412,500 (page 1). The check can be wrong, so each figure only may not match. Check each one, then select Mark checked. The check never stops anything on the deal.

If Berchtold cannot read the file, the task says so. Compare it yourself, then select Mark checked. If the Closing Disclosure is only in the linked transaction, add a copy to Documents. Berchtold cannot open it there.

The closing's time and place

The title company sets the closing's time and place. Berchtold never makes them up. The Closing time and place task waits for them. Open the task and add them under Built-in work.

If the time or place changes, select Change time and place. An email that still waits is withdrawn, and Berchtold prepares both emails again. If the emails already went, Berchtold makes a new task to send the new time and place.

Wire instructions confirmed by phone

A week before the closing, Berchtold makes one task. It says: Confirm the wire instructions by phone, at a number you find yourself. It is due 3 days before the closing. It goes to the person in Deadline tasks go to. If an automation already made a task like it, Berchtold uses that task. A person always calls. Berchtold only reminds.

Broker file audit

A week before the closing, Berchtold checks the deal's file. It lists the required documents whose tasks are still open. It also lists files whose name says draft or blank. If the file was not submitted for review, it makes one task for the agent: Submit the file for review. It is due 3 days before the closing. If an automation already made a task like it, Berchtold uses that task. A person with Review files approves the file. See Submit a deal's file for review.

Berchtold reads file names only. It is your broker's checklist. It does not say that a file meets a law or a rule.

Email from the lender and title company

Berchtold reads email from the deal's lender and title company. It reads it in the agent's connected mailbox, or the coordinator's. It matches an email to a deal by who sent it and by the property's address. It never guesses. An email about another property, or one it cannot match, changes nothing.

• A low appraisal or a loan problem: the email says that the appraisal came in low. Or it says that the loan is denied, suspended, delayed, or its conditions are not met. Berchtold alerts the agent at once on the phone and in the app. The alert shows first in Next steps, with the lender's words, and the agent gets a task. The agent decides what to do. Berchtold does not advise. Select Got it when you have seen it. That completes the task.
• A request: the email asks you to send, sign or provide something. Berchtold makes a task for the deal's coordinator or agent. It is due on the day that the email asks for.
• A finished item: the email says that the loan is approved or clear to close. Or it says that the appraisal is in. Berchtold suggests the deadline done in Next steps. Select Done or Not yet.

A deadline changes only when a person accepts. To choose how you get alerts, open Profile, then Notifications, then Record questions.

The built-in emails

Berchtold prepares each email on its task, 3 days before the task is due. It works once an hour, in working hours, in your workspace's time zone. Nothing is sent until a person selects Send, unless an admin lets that email send automatically. The email goes in the owner's name, and replies go to the owner.

• Introduction to our clients: the property, its dates and the transaction team. The team shows the other agent, the lender and the title company, each with their work email and phone.
• Introduction to the transaction partners: one email to the other agent, the lender and the title company. It lists the dates and our side. Our clients show by name only, never with their email or phone.
• Wire fraud warning: to your clients, due on the contract date.
• Earnest money receipt request: to the earnest money holder, with the amount and the deadline.
• Missing disclosures: to the other agent or to your clients, with the documents they still owe.
• Inspection request: to the deal's inspector, the day after the contract date.
• Insurance binder request: to your buyer clients, 5 days before the insurability deadline.
• Title commitment and survey request: to the title company, 7 days before the title and survey deadline.
• Clear to close request: one email to the lender and the title company, 5 days before the closing.
• Closing time and place: to your clients, and one to the transaction partners, after you add the time and place.
• Walkthrough and moving reminders: to your clients, 5 days before the closing.
• Review request: to your clients, after the deal closes (the After closing template). It asks them to reply for the review link. You can add your link to its text.
• Your transaction this week: to your clients, once a week while the deal is under contract. Each week's task makes the next one.

After the deal closes, Berchtold makes a task for the agent: Send a closing gift. An automation sends a yearly email to the clients. Its name is Home anniversary, in Automations.

Each task gets its email once. If a fact is missing, the email shows it in a dashed box. If no one on the deal can get the email, the task says who to add. The email is prepared after you add them.

If a person selects Don't send, the task is done as Not sent, with the reason.

Who holds the earnest money

Berchtold reads Earnest money held by in the deal's contract terms. Empty means the title company. If it names the other side's brokerage, the request goes to a person there. If it names your own brokerage, no request is sent. If Berchtold cannot tell, the task asks you to choose. Add the title company in People, or change the holder.

When the receipt comes

Berchtold reads the agent's connected email and the linked transaction's documents. The holder or the title company may email that the money came. Their email may carry a receipt. A document in the transaction may be named as a receipt. Then Next steps shows Earnest money received: mark Earnest money due as done. Select Done to mark the deadline done. Select Not yet to dismiss it. Berchtold never marks a deadline done by itself.

Change what the emails say

You need the Configure permission in CRM.

The built-in emails never advise, negotiate, say what the contract means or sign. A text that does one of these is refused, and the reason shows.