Once you’ve created a closing record, you can go back and edit any of its details. To open a closing record, go to the Listings & Closings main menu icon and click Closings Summary. From the list of closings, click on the closing name to open it in the Closing Details form.

The header above the form provides you with a synopsis of the closing, including the buyer, status, closing date, and who you represent.

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Directly below the Header, the Closing Details form has 6 tabs that organize the various types of listing information: Property Address, Closing Info, Property Details, Closing Parties, Activities and Notes.

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Each tab has different features and options making it easy for you to find information.

Property Address Tab

This tab contains address details for the property. You can edit the details by clicking into any field, or clicking the Edit Property Address link at the bottom of the page. Click the Save Property Address button to save any changes. Click the Save Closing Information button to save your changes.

Closing Info Tab

This tab is the administrative center of the closing record that displays the status, MLS number, source, sale price, commission, and milestone dates.

Keeping track of the closing’s status has a number of trickle-down effects within Top Producer CRM. For example, if the deal falls through, you can change the status to “Fell Thru.” This allows you to keep the history of the closing, but removes any reminders or activities from the calendar. Also, if you have a listing linked to the closing and you change the closing status to ‘”Fell Thru”, the listing’s status changes back to “Active.”

Property Details Tab

This tab gives you space to enter as much detail about the property as you can. Some of the details come directly from the listing record, which was generated from the MLS property listing (if you used Top Connector to import MLS data), but you can add more detailed information like room dimensions, community information, construction materials, or financial and legal information. If this is a closing record that wasn’t created from a listing record, no information would be pulled in for you.

Keep the property details up to date so that once the deal closes, the information is current when the property is transferred to the new owner. If the closing was created from a listing, any changes you make to the closing information also updates the listing record. Once you’ve updated the details, click the Save Property Details button to update both the closing and listing records.

Closing Parties Tab

A single closing can have multiple closing parties. Closing parties can include multiple buyers and sellers, listing and selling agents, and other common parties such as insurance representatives, property inspectors, etc. It’s important to note that the primary seller is the contact whose address matches that of the closing. Under no circumstances can you delete the primary seller. Click the Add Closing Party link to open the Add Closing Party segment below.

8i Edit Closing

You can select a contact from one of 3 areas:

  1. Common Closing Parties: These contacts are typically added to a closing record, such as mortgage brokers, property inspectors, or renovation specialists. You can add contacts to a common closing parties list so they’re easily available to all closings.

    Click the Common Closing Parties option button. If you already have contacts in your common closing parties list, you can select them from the Contact drop-down list. Select a role for the closing party and click the Add Closing Party button to save your changes.

  2. Contacts List: Use the Contacts Look-up tool to drag and drop an existing contact into the Contact field and then select a role. Click the Add Closing Party button to save your changes.
  3. Add a Contact for This Closing Only: Clicking this option button opens a form within the Add Closing Party segment.

    8i Edit Closing

  4. Type in the contact information and choose a role. The contact is saved with the closing record, but won’t be available from your contacts database.

    Note: If you have a team account, you’ll have an Add Closing Agents link that allows you to select other closing agents from a drop-down list.