Advanced Paperless Pipeline

Windermere Transaction Services windermereTS@windermere.com | 425.643.5500

This class will be a deep dive into Paperless Pipeline and understanding how and where to find potential errors; ensuring each file is presented in an organzied manner for all.

10. LOAs, Feasibilities & Contingencies

01. Monthly Audits

07. Sidebar Tools

04. Action Steps

02. Mini Audits

05. Filing Documents

08. Past Due Tasks

11. Who to ask for help

09. Full Spreadsheet Use

12. Thank you!

06. PP Tools

03. Finding Errors

01.

When do I send the Unlisted Sale Email?

There are a few key notes when working with an unlisted sale...

No Listing Broker?

Not Our Listing?

Our Listing

MLS Input

01.

Key things to check:

1. Document names
2. Price input
3. Listing/Expiration/Close dates
4. Proper Tier added/deleted
5. Missing Documents
6. Missing check in a task list
7. Documents to be assigned
8. Active/Pending/Sold check

Did you know....

The monthly audit is NOT automated. This report is pulled by the Team Operations Manager for every office, every month.

02.

Every time you open a file for any reason, take a minute to see if any documents need to be filed or any tasks need to be completed. This is a quick and easy best practice that will make your monthly audit much easier.

Documents

Document Names

ALWAYS DOUBLE CHECK!

Filing Documents

Remember: Much like you would create a Powerpoint for a meeting, everything in Paperless Pipeline is a presentation. It is not just a file for staff. It is a presentation for agents, accounting, managing brokers, owners, and DOL.

Missing Documents

03.

Listing Price/Sale Price

Sometimes the listing price is accidentally input into the Sale Price text box when setting up a new file. To find these errors, follow these steps:

1. Go to Transactions

2. Search Active Listings

3. Scroll through the Active Listings and look for a price that is input in the "Sales Column"

4. Go into that file and move the listing price to the correct text box

03.

3 types of Settlement Statements:

1. Settlement Statement {Estimated}

More info

2. Settlement Statement {Final}

More info

3. Settlement Statement {Accounting}

More info

03.

Missed check box?

Our Managing Brokers are very busy, so sometimes they miss a check box within a file!

03.

In this example, the Settlement Statement {Estimated - Combined} document is flagged final. In order to properly check off the corresponding task in the task list, we will need to reach out to Escrow for the Settlement Statement {Final} document. Escrow will likely respond same day with the document and the file can then be updated. These are quick and easy fixes we can find in the Mini Audit!

Missing Documents?

Sometimes tasks are left unchecked because the corresponding document has not been added to the file. In this case, check who might be available to get the document in question and reach out to them.

03.

Past Due Tasks/Checklists

There should never be any past due tasks. At the end of every day, check your task list and see what tasks can be rolled to tomorrow or, in some cases, rolled out later in the week.

For Overdue Closings, follow these steps:

1. Check the NWMLS to see if the listing is sold.

2. If it is sold, update Paperless Pipeline & send the Transaction Documentation email.

3. If it is our listing and it is still pending, check with the broker on the status of closing. Roll the task ahead 1 day if needed.

04.

What to do if you spot an error

Now that you've done your mini audits, you might have come across some errors. Here are some action steps you can take to help fix them!

Check the Unassigned Bin

Sometimes documents have been sent to the file but haven't been assigned yet. Check there first!

Ask the Managing Broker

Checking off tasks, document requests/reviews are sometimes missed by busy managers. Follow up!

Reach out to Accounting

Kim or Hayley will be able to assist with certain documents (Final SS, Commission Checks, etc.)

Email WRE TS!

Don't hesitate to reach out to our team at windermereTS@windermere.com!

Make a call

Escrow, Broker, Assistant, etc.

05.

The -MOST IMPORTANT- part of the process

As you are working in a file, always be sure to file any documents you might add to the file in real time. This will help with...

1. Keeping the file updated and consistent
2. Making sure the file is up to DOL standards
3. Making sure the broker has everything they need right at their fingertips

Needs updating

07.

& how to use them

On the left side of the Transactions page, there are 6 sidebar tools. Each tool has a specific quality in helping you stay organized within Paperless Pipeline.

06.

There should NEVER be any past due tasks!

If you are not able to complete a task for the day, roll it ahead to tomorrow. If it's a task that needs follow up after a couple days (example, EM deposits) roll the task to the appropriate date. Every morning, you should have ZERO red tasks.

Following up with past due tasks:

08.

Maintain your task list DAILY!

Did you know that the Task List does more than just naaaggg you to do things? It’s an ERROR FINDER! 90% of errors can be found and corrected just by maintaining the task list. It will alert you when a closing is past due, a required document is missing, a listing has expired, a deadline has passed, and more.

Check Off Tasks

Housekeeping

Roll Tasks

08.

Missed Docs?

Up To Date?

File Downloads

Some offices have the Weekend Staff do this task. However, while we are slow we’d like everyone to push to get all closed items saved to the F-Drive for year-end. This could include the Paperless Pipeline File Download and/or any email documentation submitted by the agent. I have attached a copy of the instruction sheet for this, but there are a few additional ways you can help too …

09.

Did you know...?

You can pull a report in Paperless Pipeline that will show all the brokers on the other side of the transaction? Just follow these steps!

Search drop - down

Download

Advanced Search

Example Report!

09.

How complete should a listing file be?

Tier A listing files will NEVER be 100% complete. This is because you will always have at least 2 tasks unchecked.

Expiration Dates

Document Follow Up

10.

Did you know...

An LOA does NOT have it's own Paperless Pipeline file, rather is loaded into each MLS/PPID in place of the Listing Agreement (Form 1A).

So, what is still required in an LOA file?

The Listing Input Form (Form 1,10)

Seller Disclosure Statement (Form 17)

Legal Description

REMEMBER!

These documents are needed for every PPID!

10.

&

Still needs updating

Feasibility

Contingency

• The state or degree of being easily or conveniently done.

• A condition in a contract that must be met for the contract to be binding.

Pending Feasibility

Contingent Sale

• The seller accepted an offer and the sale is currently conditioned on the buyer’s feasibility study to ensure that the buyer can use the property as intended.

• What happens

Earnest Money & Contingencies

Earnest Money & Feasibilities

• What happens to EM?

• What happens to EM?

You're not just keeping the file and task list tidy for you, but for the Agents too... Along with the Managing Broker, Accounting, Branch Support, Attorneys, and the Department of Licensing. Click the +info button to learn how this is achieved!

+info

If you have questions along the way,please don't hesitate to contact me - I'm happy to help!

wmedlock@windermere.com 425.643.5500 Teams + www.WindermereTS.com