The closing transmittal is a one-page summary of the deal for the title company. Berchtold makes it from the deal's facts. It has the property, the price, the dates, the commission and everyone on the deal.
Nothing goes to the title company until you send the email.
What Berchtold does
When you create the closing transmittal, Berchtold does four things:
- It makes a PDF with your logo and your office address.
- It adds the PDF to the deal's Documents, in Closing.
- It adds a copy to the deal's linked transaction, if the deal has one.
- It prepares an email to the title company with the PDF attached. The email waits for you in Inbox → Messages to approve and in the deal's Messages.
A fact that the deal does not have shows as TBD. The email lists these facts. For example: "Missing on the deal: earnest money, lender." The lender shows N/A on a cash deal. A commission percent that the deal does not have shows ---.
Create it on a deal
The deal must be under contract or closed.
In Documents, select Create document, then Closing transmittal. It takes about 30 seconds.
Documents shows what is missing on the deal. It also says if the copy went to the linked transaction. Select Review the email to go to it in the deal's Messages.
To fix a TBD, fill in the deal. For example, set Earnest money in Contract terms. Then create the document again. The new file replaces the old one on the deal. The email that waits for you gets the new file. Its text stays the same.
When the deal has no title company
The document is still made and filed. Next steps then asks you to add the title company. Add the title or escrow officer in People, with an email. Then select Create the email in Next steps.
Send the email
Open Inbox → Messages to approve. Or open the deal's Messages and select Show email. You can also select Review draft in the deal's Next steps.
Select Open to read the PDF. To change the text, select Edit, then Save.
Select Send. The email goes out in your name, with the PDF attached. Replies come to you. To make the file again first, select Create it again.
If the email must not go, select Don't send. If a task's built-in work made the document, the email is on that task too. Then Send also completes the task. See Built-in work on deal tasks.
The email goes to everyone on the deal in the title or escrow officer role.
Make it when a deal goes under contract
An automation can do all of this for every deal.
Open Automations, then Templates. Choose Send the closing transmittal to the title company.
Open the step Draft the email to the title company. Change the subject or the text if you want.
Select Publish. From then on, a deal that goes under contract gets the closing transmittal and an email for the owner to send.
If the deal has no title company yet, the owner gets a notice. The email is made when someone adds the title or escrow officer.
Change the closing transmittal
People with the Configure permission in CRM can change the template.
Open Deals, then Pipelines. In More pipeline settings, choose Document templates.
Rename a row, or clear Show to hide it. Select Add row to add any deal field, custom fields too.
Select Preview to see the document for a sample deal or one of your deals. Then select Save.
Reset to built-in brings back the original rows. The document's name, address and logo come from your brand settings.