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Deal Pipeline Guide
Summary Boxes
TOTAL ACTIVE
All deals not marked Closed or Dead. The full working pipeline.
URGENT (≤3D)
Active deals with auction date within 3 days. Needs immediate action.
CLOSING
Deals with status "closing_scheduled" — closing date set, ready to finalize.
BLOCKED
Active deals with a non-empty Blocker field. Something is preventing progress.
Deal Statuses
NEW
Deal just signed, no work started. Create checklist, order title search. Triggered when NEW DEAL email received from Marcy.
DOCS SENT
PSA and docs sent to seller/C2C. Waiting on signed documents back.
TITLE ORDERED
Title search ordered from title company. Set when email sent to title company (e.g. U-Title Agency, Title-Worx, IPC Polk). Waiting on results, lien search, payoff amounts.
WAITING ON DOCS
Waiting for any documents — title report, lien search, HOA payoff amount, mortgage payoff amount, tax deed payoff amount, mortgage reinstatement amount, insurance binder, or other paperwork from seller, title company, county, or other party.
WAITING ON PROBATE
Deal requires probate filing before closing. Waiting on attorney (Riley Kendall) to file/complete. Auto-triggered when any probate checklist item is set to in-progress.
SCHEDULE CLOSING
All prior checklist items (paperwork, title, recording, taxes, payoff, auction, insurance) are complete and MUCE has approved funding. Ready to schedule closing date with title company/notary.
CLOSING SCHEDULED
Closing date has been set. Final walkthrough pending. Auto-triggered when Close Date is set while in "Schedule Closing" status.
ON HOLD
Deal paused — seller unresponsive, legal issue, or strategic hold. Check notes/blocker for reason. Manual only — checklist changes won't override this status.
CLOSED
Deal completed — deed recorded, funds disbursed. Auto-triggered when all checklist items are completed or marked not applicable.
DEAD
Deal cancelled — seller backed out, title issues, or not viable. Manual only — checklist changes won't override this status.
Checklist Status Icons
Click any status dropdown in the checklist to change state:
⬜ Pending — not started
🔄 In Progress — work underway
✅ Completed — done
➖ Not Applicable — doesn't apply to this deal
Items marked Completed or Not Applicable count toward the progress bar and remain visible (grayed out) in the checklist. They disappear from the Open Tasks list at the top of the page.
BLOCKER COLUMN
Each checklist row has a Blocker? dropdown. Select "BLOCKED" to flag items that are stuck. An item can be both In Progress and Blocked at the same time.
HUD APPROVED
When marking "HUD approved" as Done, a confirmation popup reminds you: "BIND INSURANCE — IF REQUIRED".
Auto-Advance Rules
When you toggle checklist items, the deal status may automatically advance. Status never goes backward from checklist changes — only forward. Manual status changes are always allowed.
- New → Waiting on Docs: Any paperwork, title, recording, taxes, payoff, or insurance item is set to in-progress or completed.
- Any → Waiting on Probate: Any probate checklist item is set to in-progress. Can override "Waiting on Docs".
- Any → Schedule Closing: All paperwork, title, recording, taxes, payoff, auction, and insurance items are done AND "Receive notification from MUCE when approved for funding" is completed.
- Schedule Closing → Closing Scheduled: Close Date is set in the Deal Info section.
- Any → Closed: Every checklist item is either completed or not applicable.
Exception: Deals in "On Hold" or "Dead" status are never auto-advanced. Change them manually first.
Urgency Colors (Left Border)
█ Red — auction ≤7 days away (critical, sorted to top)
█ Amber — auction 8+ days away (upcoming)
█ Green — no pending auction (cancelled or none)
Deals are never green if an auction is upcoming. Green means the auction is cancelled, already passed, or was never set. Green deals are sorted by property address number (lowest to highest).
Checklist Category Colors
Each checklist row has a colored left border indicating its category:
Paperwork
Title
Recording
Taxes
Payoff
Auction
Insurance
Funding
Probate
Closing
Utilities
Rehab
Sale
Post-Sale
Checklist Order
Checklist items are grouped by category in deal-flow order:
- 1. Paperwork — Document collection (QCD, lease, land trust, etc.)
- 2. Probate — If applicable: intake, death certs, affidavits, waivers
- 3. Insurance — Send quote request to Colleen, insurance binder received
- 4. Title — EasyTitle, title company, title/lien search
- 5. Recording — Deed recording, preliminary lien search
- 6. Taxes — Tax collector payoff
- 7. Payoff — Mortgage/HOA payoffs, tax payment proof
- 8. Auction — Confirm cancellation
- 9. Funding — MUCE approval, wire, note & mortgage
- 10. Closing — Final signatures, land trust, Buildium setup
- 11-14. Utilities → Rehab → Sale → Post-Sale (Save & Sell only)
Editable Fields
GOOD THROUGH
Column in the checklist table. Click to set a date for when a payoff amount or quote expires. Most commonly used on mortgage reinstatement payoff items. Stored per checklist item.
CLOSE DATE
In the Deal Info section. Click to set the scheduled closing date. Setting this while in "Schedule Closing" status automatically advances the deal to "Closing Scheduled".
BLOCKER / NEXT ACTION
Click to edit inline. Blocker text appears in red when set. These fields show in the deal card info grid.
NOTES
Click any Notes cell in the checklist to edit inline. Press Enter to save, Escape to cancel.