# DealFlow Pro – Real‑Estate Agent Full‑Stack Template

## 1️⃣ Overview & Quick Start  
A single‑page dashboard that surfaces the most critical metrics at a glance:

| Metric | Formula / Source | Example |
|--------|------------------|---------|
| New Leads (30 d) | Count of Leads where **Created** ≥ today‑30 | 12 |
| Active Deals | Count of Deals where **Stage** ≠ “Closed‑Won/Closed‑Lost” | 5 |
| Total Potential Commission | Σ (Deal Value × Commission Rate) for Open Deals | $48,750 |
| Upcoming Tasks | Tasks with **Due Date** ≤ today + 7 days | 8 |

> 💡 Tip: Pin this Overview page to your sidebar for instant access every morning.

---

## 2️⃣ Lead Capture Database  
All inbound leads (website form, MLS import, referrals) land here. Use the **Lead Capture** view (Table) to add new entries manually or via the CSV import automation described later.

| Lead Name | Contact Info | Source | Status | Assigned Agent | Next Action Date | Potential Deal Value |
|-----------|--------------|--------|--------|----------------|------------------|----------------------|
| Sarah Miller | sarah@email.com · 555‑0123 | MLS Import | New | Alex Lee | 2024‑07‑05 | $420,000 |
| John Doe | 555‑0198 | Referral | Contacted | Maya Patel | 2024‑07‑03 | $315,000 |
| Emily Chen | emilyc@example.com · 555‑0234 | Website | Qualified | Alex Lee | 2024‑07‑10 | $560,000 |
| Carlos Ramirez | 555‑0456 | Open House | New | Maya Patel | 2024‑07‑08 | $380,000 |
| Linda Ng | linda.ng@domain.com · 555‑0678 | Social Media | Contacted | Alex Lee | 2024‑07‑12 | $250,000 |

**Key Properties**  
- **Lead Name** (Title)  
- **Contact Info** (Phone + Email)  
- **Source** (Select: MLS Import, Website, Referral, Open House, Social Media)  
- **Status** (Select: New, Contacted, Qualified, Unqualified)  
- **Assigned Agent** (Person)  
- **Next Action Date** (Date)  
- **Potential Deal Value** (Number, $)  

**Views**  
- **Board – By Status** (Kanban)  
- **Calendar – Next Action** (Calendar)  
- **My Leads** (Filtered to Assigned Agent = Current User)  

> 💡 Tip: Enable the “Add new” quick‑entry form on the sidebar for ultra‑fast lead intake after a showing.

---

## 3️⃣ Deal Pipeline Database  
Each qualified lead becomes a **Deal** record. This database drives the pipeline, commission calculator, and document vault linkage.

| Deal ID | Property Address | Client Name | Stage | Close Date (Est.) | Deal Value | Commission Rate | Assigned Agent |
|---------|------------------|------------|-------|-------------------|-----------|----------------|----------------|
| D‑2024‑001 | 123 Maple St, Austin, TX | Sarah Miller | Offer Made | 2024‑09‑15 | $420,000 | 2.5 % | Alex Lee |
| D‑2024‑002 | 78 Pine Rd, Dallas, TX | John Doe | Negotiation | 2024‑10‑01 | $315,000 | 2.5 % | Maya Patel |
| D‑2024‑003 | 55 Cedar Ln, Houston, TX | Emily Chen | Under Contract | 2024‑08‑30 | $560,000 | 2.5 % | Alex Lee |
| D‑2024‑004 | 210 Oak Ave, San Antonio, TX | Carlos Ramirez | Listing Prep | 2024‑11‑20 | $380,000 | 2.5 % | Maya Patel |
| D‑2024‑005 | 9 Birch Blvd, El Paso, TX | Linda Ng | New | 2024‑12‑05 | $250,000 | 2.5 % | Alex Lee |

**Key Properties**  
- **Deal ID** (Formula: “D‑” + year + “-” + auto‑increment)  
- **Property Address** (Title)  
- **Client Name** (Relation → Lead Capture)  
- **Stage** (Select: New, Listing Prep, Offer Made, Negotiation, Under Contract, Closed‑Won, Closed‑Lost)  
- **Close Date (Est.)** (Date)  
- **Deal Value** (Number, $)  
- **Commission Rate** (Number, % – default 2.5)  
- **Commission Amount** (Formula: Deal Value × Commission Rate / 100)  
- **Assigned Agent** (Person)  

**Views**  
- **Board – By Stage** (Kanban)  
- **Calendar – Expected Close** (Calendar)  
- **My Deals** (Filtered to Assigned Agent = Current User)  

> 💡 Tip: Link the **Client Name** relation to the Lead Capture record; this automatically pulls contact info into the Deal page.

---

## 4️⃣ Document Vault (Files & Contracts)  
A centralized repository for all PDFs, inspection reports, contracts, and MLS disclosures. Each file is linked to its Deal via a **Relation**.

**Database Structure**  

| File Name | Deal Link | Type | Uploaded By | Upload Date |
|-----------|-----------|------|------------|------------|
| Offer_2024‑001.pdf | D‑2024‑001 | Offer | Alex Lee | 2024‑07‑02 |
| Inspection_2024‑003.pdf | D‑2024‑003 | Inspection | Maya Patel | 2024‑07‑04 |
| Listing_Photo_2024‑004.zip | D‑2024‑004 | Media | Maya Patel | 2024‑07‑05 |
| Closing_Statement_2024‑001.pdf | D‑2024‑001 | Closing | Alex Lee | 2024‑09‑16 |
| MLS_Disclosure_2024‑005.pdf | D‑2024‑005 | Disclosure | Alex Lee | 2024‑07‑06 |

**Key Properties**  
- **File Name** (Title)  
- **Deal Link** (Relation → Deal Pipeline)  
- **Type** (Select: Offer, Inspection, Contract, Disclosure, Media, Closing)  
- **Uploaded By** (Person)  
- **Upload Date** (Created time)  

**Views**  
- **Gallery – By Type** (Gallery)  
- **Table – All Files** (Table)  

> 💡 Tip: Use the “Add file” button on the Deal page to instantly create a linked Document Vault entry.

---

## 5️⃣ Commission Calculator Page  
A roll‑up‑driven summary that shows projected and actual commissions per agent, per month, and per quarter.

**Setup**  
1. Create a **Linked Database** view of **Deal Pipeline** filtered to **Stage = Closed‑Won**.  
2. Add a **Rollup** on **Commission Amount** grouped by **Assigned Agent** → **Sum**.  
3. Add a **Formula** column “Projected Commission” = `if(prop("Stage") == "Closed-Won", prop("Commission Amount"), 0)` for forecasting.  

**Sample Summary Table**  

| Agent | Closed‑Won Deals (Month) | Projected Commission | Actual Commission |
|-------|--------------------------|----------------------|-------------------|
| Alex Lee | 2 | $13,250 | $13,250 |
| Maya Patel | 1 | $7,875 | $0 (pending) |

> 💡 Tip: Duplicate the summary view for each quarter and embed it on the Dashboard for instant performance tracking.

---

## 6️⃣ Post‑Close Nurture & Referral System  
After a deal closes, the client moves into a **Nurture** database to schedule check‑ins, request testimonials, and track referral sources.

**Database Structure**  

| Client Name | Deal ID | Last Contact | Next Check‑In | Referral Status | Notes |
|------------|---------|--------------|---------------|----------------|-------|
| Sarah Miller | D‑2024‑001 | 2024‑10‑01 | 2024‑12‑01 | Pending | Sent thank‑you card |
| John Doe | D‑2024‑002 | 2024‑09‑15 | 2025‑01‑15 | Received | Asked for referral |
| Emily Chen | D‑2024‑003 | 2024‑09‑05 | 2025‑03‑05 | Pending | No referral yet |

**Key Properties**  
- **Client Name** (Title)  
- **Deal ID** (Relation → Deal Pipeline)  
- **Last Contact** (Date)  
- **Next Check‑In** (Date)  
- **Referral Status** (Select: Pending, Received, Not‑Interested)  
- **Notes** (Text)  

**Views**  
- **Calendar – Upcoming Check‑Ins** (Calendar)  
- **Board – Referral Status** (Kanban)  

> 💡 Tip: Automate a weekly reminder using Notion’s built‑in “Reminder” on the **Next Check‑In** field.

---

## 7️⃣ Automation & MLS Import (No‑Code Integration)  
DealFlow Pro is designed to work with Zapier, Make (Integromat), or native Notion API scripts.

| Trigger | Action | Result |
|---------|--------|--------|
| New CSV file in Google Drive (MLS export) | **Create** → **Lead Capture** rows (via Notion API) | Bulk lead import without manual entry |
| Deal Stage changes to “Closed‑Won” | **Create** → **Document Vault** entry for Closing Statement (template) | Guarantees all closing docs are stored |
| Upcoming **Next Action Date** (24 h) | **Send** → Slack/Email reminder to Assigned Agent | Keeps agents on schedule |

**Implementation Sketch (Zapier)**  
1. **Trigger:** “New File in Folder” (Google Drive) → Filter by *.csv*  
2. **Action:** “Parse CSV” → Loop each row → “Create Database Item” in Notion (Lead Capture)  
3. **Action:** “Update Property” (Deal Pipeline) when Stage = Closed‑Won → Add a pre‑filled Document Vault entry  

> 💡 Tip: Keep the MLS CSV columns exactly matching the Lead Capture table (Lead Name, Contact Info, Source, Potential Deal Value) to avoid mapping errors.

---

## How to import into Notion  
1. **Create a new page** in your Notion workspace where you want DealFlow Pro.  
2. **Copy‑paste** the entire markdown content (starting from `# DealFlow Pro …`) into that page. Notion will automatically convert headings, tables, and callouts.  
3. For each table that represents a database (Lead Capture, Deal Pipeline, Document Vault, Nurture), click the table, then select **“Turn into a database”** → **Table**.  
4. Adjust **property types** to match the description (e.g., change “Potential Deal Value” to **Number**, “Next Action Date” to **Date**, “Assigned Agent” to **Person**).  
5. Duplicate the required **views** (Board, Calendar, Gallery) using the **“Add a view”** button and set the filters/groupings as outlined in each section.  
6. Set up **relations**:  
   - In Deal Pipeline, add a **Relation** to Lead Capture → select **Client Name**.  
   - In Document Vault, add a **Relation** to Deal Pipeline → select **Deal ID**.  
   - In Nurture, add a **Relation** to Deal Pipeline → select **Deal ID**.  
7. (Optional) Connect your automation platform (Zapier/Make) using the Notion API token and follow the **Automation & MLS Import** table steps.  
8. **Publish** the page as a template (click the three‑dot menu → **Duplicate as template**) so you can reuse it for future agents or teams.  

You’re now ready to capture leads, close deals, track commissions, and nurture clients—all inside a single, linked Notion workspace. Happy selling!