Deal Flow SOP – One-Page Runbook
Part of the Deal Flow Training documentation. Use this to align teams on operations, KPIs, and acceptance criteria.
- Track KPIs weekly; verify acceptance criteria during QA or audits.
- Keep this aligned with your versioned playbooks and rules.
1. User & Property Access
Show only properties assigned to the signed-in user; default sort by urgency and recency.
On login; when opening “My Properties.”
Acquisitions/Sales reps, Managers.
- Time-to-first-action ≤ 2 minutes
- Reduced context switching
- User sees only assigned properties
- Sorting by urgency/recency works by default
2. Deal Creation & Linking
Create/reuse an open Deal per property (idempotent).
“Start Deal” click or automation qualifies a lead.
Reps, Managers.
- Duplicate deals = 0%
- Single source of truth per property
- Starting a deal attaches to existing open deal if present
- No duplicate active deals allowed
3. Workflow Orchestration (Stage Action System)
Managed execution across stages using stage-specific action panels. Users no longer treat stages as passive status labels — each stage opens the required action workflow to complete the work for that phase.
User clicks a stage, its action link, or checklist shortcut from the pipeline tracker.
Full deal team.
- Stage SLA adherence
- Stage-to-stage conversion ↑
- Checklist completion rate ↑
- Each stage opens its corresponding action workflow
- Users can complete required stage actions from the tracker
- Stage work is logged with who/when/what changed
4. Automated Task Generation
Auto-create stage-specific checklists with due dates and SLAs, aligned to the stage action panel and tracker checklist.
On stage entry; explicit triggers like “Offer ready”.
VA, Agent, Title, Manager.
- Task coverage ≥ 98%
- Missed-step rate → near zero
- Tasks appear immediately on stage entry
- Task owners/SLAs set from rules
- Checklist actions and generated tasks stay aligned
5. Smart Assignment & Reassignment
Route tasks to best owner (role/geo/queue); escalate/reassign on SLA breach.
Task creation; SLA thresholds; rebalance windows.
Assignees, Managers.
- On-time completion > 90%
- Breach rate < 5%
- Overdue tasks escalate within SLA
- Reassignment updates owners and notifies
6. Participant & Permission Control
Least-privilege for internal/external users; secure links for externals.
Deal creation; team updates.
Internal team, Vendors, Counterparties.
- Zero unauthorized access incidents
- External links scoped to specific actions
- Permissions audit passes
7. Document Checklist, E-Signature & Draft Management
Stage-based required docs; deal-centric offer generation (Deal data is primary, Lead data is fallback); persistent draft editing (save, preview, edit, re-send without duplicates); seller packet assembly per state; e-sign routing via BoldSign; auto-status capture.
On stage entry; upload/sign events; draft create/edit.
Agents, Title/Escrow, Attorneys, Sellers/Buyers.
- Doc completeness ≥ 98% at stage exit
- Closing delays ↓
- Duplicate offer records = 0
- Required docs visible per stage
- Signed docs auto-mark complete
- Editing a draft updates existing record (no duplicates)
- Offer forms pre-fill from Deal first, Lead as fallback
8. Guardrails & Transition Rules
Hard gates (e.g., no contract → cannot enter Under Contract).
Every attempted stage change.
Deal owners, Approvers.
- Rework rate ↓
- Compliance adherence
- Blocked transitions show clear reason
- Overrides logged with approver
9. SLA Tracking & Breach Management
Set deadlines; monitor risk; auto-actions on breach.
Continuous; daily health; per due times.
Assignees, Managers.
- Breach MTTR ↓
- Close-date protection
- Breaches notify owner/manager
- Auto-reassign on extended breach
10. Notifications & Alerts
Real-time + digests for tasks, breaches, docs, state changes.
Event-based; daily digest windows.
All participants.
- Response time ↓
- Fewer status meetings
- Users can configure digest frequency
- Critical alerts delivered in <1 min
11. Auto-Routing & Prioritization
Route deals by rules (county/state/price band); set priority from score/aging/equity.
On deal creation; when attributes change.
Queues, Managers.
- Higher-quality first touch
- Throughput ↑ on high-priority deals
- Routing rules resolvable and testable
- Priority shows in queues
12. External Collaboration Portal
Scoped portal for upload, e-sign, comments; activity logged.
Invite sent; external task assignment.
Vendors, Sellers/Buyers.
- Email back-and-forth ↓
- Version control ↑
- External uploads attach to correct deal/stage
- Comments visible per permission
13. Notes & Internal/External Messaging
Notes with visibility (internal/external); link to tasks/docs.
Anytime, often alongside actions.
All participants.
- Handoff clarity ↑
- Audit trail completeness ↑
- Internal notes hidden from externals
- References to tasks/docs are clickable
14. Webhooks & Integrations
Push events to CRM/analytics/Slack/storage/e-sign; signed payloads; retries with backoff.
Deal/task/doc change.
Integrations/IT; external systems.
- Sync reliability > 99.5%
- Manual updates ↓
- Failed webhooks retried (max/backoff)
- Payload signatures validated
15. Health Scoring & Risk Flags
Compute health from late tasks, missing docs, blockers; suggest actions.
Nightly; major events.
Managers, Executives.
- Earlier risk detection
- Saved closings
- Red/Amber/Green shown with rationale
- Recommended actions included
16. Reporting & Pipeline Insights
Cycle time, funnels, SLA breaches by role, forecast; exports.
On demand; scheduled summaries.
Leadership, Finance, Ops.
- Forecast accuracy ↑
- Bottleneck time ↓
- Reports exportable (CSV/PDF)
- Filters by date, team, stage
17. Audit & Compliance (Activity Log)
Immutable activity logs via ActivityLog entity (who/what/when/before-after); cross-referenced across linked leads, deals, and tasks; doc hashing; retention. Every deal update, task completion, enrichment, document upload, offer, and status change is auto-logged.
Always-on; fires automatically on every change across the platform.
Compliance, Legal, Leadership, All Team Members.
- Clean audits
- Legal exposure ↓
- 100% action traceability
- Cross-reference coverage for linked entities
- Every change has actor/timestamp/description
- Activity Log tab visible on Lead Detail and Deal Detail pages
- Global Activity Feed on My Dashboard
- Cross-referenced entries: deal changes appear on linked lead log and vice versa
- Filterable by action type
- Expandable changed-fields detail on each entry
18. Security & Access Controls
Org boundaries; per-deal permissions; sensitive-field encryption; short-lived uploads.
Every request/file action.
Everyone.
- No data leaks
- Compliance standards met
- Field-level protection in place
- Presigned URLs expire as configured
19. Idempotency & Concurrency Safety
Idempotent actions; optimistic concurrency; dedupe keys.
All mutations/transitions.
System reliability.
- Duplicate rate ~0
- No lost updates
- Idempotency keys enforced on critical ops
- Version checks reject stale updates
20. Versioned Workflows & Safe Upgrades
Workflow versions; live deals retain version unless migrated.
Process improvements; new playbooks.
Ops leadership, Admins.
- Zero downtime changes
- Upgrade safety ↑
- Version visible per deal
- Migration requires approvals
21. Error Handling & Recovery
Standard errors; integration retries; dead-letter queue.
Failures/timeouts.
Admins, Support, Integrations.
- Resilience ↑
- Incident MTTR ↓
- Errors carry user-safe + debug detail
- DLQ monitored with runbooks
22. Data Storage & Infrastructure Resilience
Durable DB; cache/queues; encrypted object storage; backup/restore drills.
Always-on; scheduled DR tests.
IT/Ops.
- Uptime ≥ 99.9%
- RPO/RTO targets met
- Backups tested quarterly
- Failover playbooks documented
23. Configuration as Data (Rules & Expressions)
Editable rules for assignments, gates, doc requirements.
All decision points.
Ops Admins.
- Change lead time in hours
- Dev cycles ↓
- Rules can be edited without code
- All rules auditable with history
24. Acceptance & Readiness Tests (Operational)
End-to-end tests (e.g., PSA → state advance); dry runs before rollout.
At launch; after major changes.
Ops, QA, Leadership.
- Go-live confidence ↑
- Post-launch incidents ↓
- Greenlight checklist complete
- Critical paths pass before rollout