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Deal Pipeline Guide

A quick map of the dashboard. New here? The full walkthrough is the TC Training Packet — ask Gabe.
Filters (top of page)

Three controls at the top filter everything below at once:

STATUS
Defaults to Active Pipeline (deals you're working). Switch to All Deals, or to any single status.
COUNTY
Narrow to one Florida county. Defaults to All Counties.
SEARCH
Type an address, seller name, or words from past activity (emails / texts / calls). Click a result to jump to that deal.
The 3 Tracker Panels

The collapsible panels under the filters — your morning command center.

OPEN TASKS
Every open (not-done) checklist item across all active deals — not a personal list. Use the Category dropdown to focus (e.g. just "title" or "payoff").
ATTORNEY TRACKER
Every deal waiting on a lawyer (probate / eviction / legal / partition). Each row shows a Work Type badge and a Waiting On badge (Attorney / Us / Both). The Notes column here is yours and is never overwritten by automation.
PENDING PAPERWORK
Deals sitting in a paperwork-pending hold, with an Age column. A red STALE badge means something's waited 14+ days — chase it. (After 30 days untouched, a paperwork-pending deal drops off this panel and the pipeline entirely.)
The 4 Pipeline Sections

Deals sort into these automatically based on their data — you don't drag them.

Deal Statuses
Status is manual. Checking off checklist items does not move a deal — you set the status from the dropdown on each card. (Auto-advance was retired 2026-06-02.) The main auto-move: setting a Close Date while a deal is in Schedule Closing auto-bumps it to Closing Scheduled. (One rarer auto-move: force-adding a Closed deal to the Attorney Tracker reopens it to Waiting on Docs.)
NEW
Deal created, no work started yet.
DOCS SENT
Seller paperwork is in; the intake email to title / legal is going or has gone out.
TITLE ORDERED
Title & lien search ordered from the title company (currently Navigation Title for new files). Waiting on the commitment.
WAITING ON DOCS
Waiting on something — title report, lien search, a payoff / reinstatement amount, HOA clearance, an insurance binder, any paperwork.
WAITING ON PROBATE
Probate must finish before closing. Waiting on the probate attorney (Riley Kendall).
SCHEDULE CLOSING
Everything's in and funding is approved. Time to set a closing date.
CLOSING SCHEDULED
Closing date set; wire and recordings are imminent. (Auto-set when you add a Close Date while in Schedule Closing.)
ON HOLD
Paused — seller went quiet, a legal snag, or a strategic hold. Check the Blocker / Notes for why.
CLOSED
Done — deed recorded, funds disbursed. Closed means we now own it and the asset-phase dropdown appears.
DEAD
Cancelled — seller backed out, title killed it, or not viable.
STAY / SELL & Asset Phases
STAY SELL
The program pill on each card. STAY = keep as a rental; SELL = rehab & resell. Click to flip (loop Gabe in — it reshapes the checklist). Unset shows "STAY / SELL".

Once a deal is Closed, an asset-phase dropdown appears. Options depend on the track:

Checklist Status

Click any status dropdown in the checklist to change state:

⬜ Pending — not started
🔄 In Progress — work underway
✅ Completed — done
➖ Not Applicable — doesn't apply

On screen the dropdown shows these as — (Pending) / In Progress / Done (Completed) / N/A (Not Applicable). Completed / Not Applicable items count toward the progress bar and gray out in the checklist; they drop off the Open Tasks panel at the top.

BLOCKER? COLUMN
Each row has a Blocker? toggle — set it to BLOCKED for stuck items. A task can be In Progress and Blocked at the same time.
Staged Tasks (sub-progress)

A few tasks track sub-progress with a small stage badge — click it to advance:

A few payment/inspection rows — Seller Payment Sent, Mortgage / HOA Payment Info Received, Property Inspection — also carry small stage dropdowns.

Card Pills
LIFECYCLE PILL
Reads Active / Historical / Dead. Click to open a menu. Mark Dead asks twice — the first click arms "Confirm: Mark Dead?", and you must click again within ~3 seconds. Reactivate brings a dead/historical deal back.
ATTORNEY-TRACKER PILL
Cycles Add to AT → In AT ✓ (force-include) → Hidden ✗ (force-exclude) to control whether a deal shows in the Attorney Tracker panel.
AUCTION × (DISMISS)
When an auction is averted / paid, click the small × next to the auction date ("Mark paid — keeps the date but drops urgency"). The red urgency banner goes away.
Urgency Colors (Left Border)
█ Red — auction ≤ 7 days away — sorted to top
█ Amber — auction 8+ days away
█ Green — no pending auction (passed, paid, cancelled, or none)

A passed or cancelled auction is green, not gray. Gray borders mean the deal is Closed or Dead.

Checklist Category Colors

Each checklist row has a colored left border for its category:

Title Requirement
Lien Finding
Auction
Funding
Probate
Eviction
Paperwork
Title
Payoff
Recording
Taxes
Insurance
Closing
Utilities
Rehab
Sale
Post-Sale
Ad-Hoc
Editable Fields & Extras
BLOCKER / NEXT ACTION
In the Deal Info grid — click to edit. Blocker shows in red when set; Next Action also carries an Owner and a Due date and feeds the Attorney Tracker.
DUE DATE / CLOSE DATE
Click any task's Due Date (a.k.a. "good-through" for payoff amounts) to set it. The deal-level Close Date, set while in Schedule Closing, advances the deal to Closing Scheduled.
NOTES
Click any Notes cell in the checklist to edit inline (Enter saves, Esc cancels). Everything auto-saves — a green flash means saved, red means retry.
DOCUMENTS / ACTIVITY / FILINGS
Inside an expanded card: drag files into Documents; read the AI Activity Summary (↻ to regenerate) and Raw Activity Log; and review key facts pulled from legal PDFs under Court Filings.