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The Listing-to-Close Workflow That Keeps Every Transaction on Track

Listing files begin with Phase 0 launch admin; every contract-to-close file then moves through the same ten phases — all reinforced by the 7/3/1 deadline reminder system and 19 documented policies. No improvising. No gaps. No surprises at the closing table.

11

Phases (incl. listing)

7·3·1

Deadline Reminders

19

Documented Policies

  1. 00

    Phase 0 · Listing files only

    Listing Launch

    Pre-contract listing setup. Runs on listing files before any executed offer exists. If you purchase the Listing + TC Bundle, Phase 0 completes before Phase 1 begins on the same file.

    • ✓Signed listing agreement intake; seller contact and preferences captured
    • ✓Broker-supplied copy and price received; required disclosures collected
    • ✓HOA, deed, tax, and supporting-document retrieval
    • ✓Photographer and vendor scheduling; sign and lockbox coordination
    • ✓Showing-platform setup; MLS data sheet prep from broker-supplied info
    • ✓Broker review before publication; listing-live confirmation
    • ✓Active-listing admin handoff into Phase 1 once executed contract arrives

    See the full Listing Coordination workflow →

  2. 01

    Phase 01

    New Client Intake

    When a new agent submits their first file, North Carolina Transaction & Listing Coordination (NCTLC) completes a same-day intake review, builds the coordination checklist, enters all deadlines immediately, and begins weekly updates from day one.

    • ✓Master Service Agreement signed and filed
    • ✓Brokerage, BIC contact, and license verified
    • ✓Communication preferences and cadence set
    • ✓Onboarding confirmation sent — you only do this once
  3. 02

    Phase 02

    Executed Contract Package

    As soon as a contract is executed, the full package is verified, named, and indexed using the same convention every time.

    • ✓Executed offer, addenda, and any counters logged
    • ✓Signature pages and initials audited
    • ✓File created in the transaction management system
    • ✓Standard naming convention applied to every document
  4. 03

    Phase 03

    Key Dates Tracker

    Every contractual deadline is double-entered, verified against the contract, and queued for the 7/3/1 reminder system.

    • ✓Due diligence, EM, financing, appraisal, and closing dates entered
    • ✓Two-pass verification against the executed contract
    • ✓Automated reminders queued at 7, 3, and 1 days — plus day-of
    • ✓Calendar invites sent to agent and relevant parties
  5. 04

    Phase 04

    Master Contact Sheet

    One source of truth for every party touching the file — distributed to you in the first 24 hours.

    • ✓Buyer, seller, both agents, BICs, lender, attorney, inspector, HOA
    • ✓Phone, email, license #, branch, after-hours line
    • ✓Each contact confirmed in writing — no guessing on roles
    • ✓Distributed within 24 hours of contract acceptance
  6. 05

    Phase 05

    Broker Compliance File

    A clean compliance file is built in parallel with the transaction — not as a scramble at the closing table.

    • ✓Brokerage-specific compliance checklist applied
    • ✓Required disclosures collected and verified
    • ✓Wire fraud and agency disclosure receipts filed
    • ✓File ready for broker review at any point in the deal
  7. 06

    Phase 06

    Inspection & Due Diligence

    The DD window is the most fragile stretch of every deal — it runs on a strict checklist with separate deadline tracking.

    • ✓Inspections scheduled and confirmed with utilities on
    • ✓Repair / due-diligence requests routed to listing side
    • ✓Amendments tracked, signatures verified, fully-executed copies filed
    • ✓DD termination deadline tracked separately with 7/3/1 reminders
  8. 07

    Phase 07

    Financing & Appraisal

    The lender side is monitored proactively — not reactively after a missed deadline.

    • ✓Loan application and intent-to-proceed confirmed
    • ✓Appraisal ordered, completed, and reviewed for value
    • ✓Loan commitment letter received before contingency deadline
    • ✓Cash-to-close estimate verified against contract terms
  9. 08

    Phase 08

    Title & Escrow

    Title work and escrow are coordinated directly with the closing attorney — standard practice in the NC closing process.

    • ✓Title order opened with the closing attorney
    • ✓Title commitment reviewed; exceptions flagged to agent
    • ✓Survey ordered if required by contract terms
    • ✓Earnest money deposit verified and receipted
  10. 09

    Phase 09 · Final 72 hours

    Pre-Closing Audit

    A formal pre-close audit runs in the last three days. No file reaches the closing table without passing it.

    • ✓Every contingency confirmed met or formally released
    • ✓CD / settlement statement reviewed line by line
    • ✓Final walk-through scheduled with utilities still on
    • ✓Closing logistics confirmed with attorney and all parties
  11. 10

    Phase 10

    Post-Closing

    The file isn't done at the closing table — the documentation tail is just as structured as the rest of the workflow.

    • ✓Final signed CD and recorded deed obtained
    • ✓Closing confirmation and thank-you sent to all parties
    • ✓File archived per retention policy
    • ✓Closing logged in pipeline reporting; review request triggered

Free resources

Where are you in the process?

Two free tools, depending on whether you already have a TC or you're hiring one for the first time.

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