# Real Estate Deal Tracker – Premium Template  

> **Duplicate this template** → [Click here to add a copy to your workspace](https://www.notion.so/Real-Estate-Deal-Tracker-Premium-Template-xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx?duplicate=true)  

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## 📚 Onboarding & Quick‑Start  

| Step | Description | ✅ |
|------|-------------|----|
| 1️⃣ | **Duplicate the template** using the button above. | |
| 2️⃣ | **Watch the onboarding video** (5 min) to learn the workflow. | |
| 3️⃣ | **Run the “Sample Data Import”** button – adds 5 demo deals, contacts, and transactions. | |
| 4️⃣ | **Connect external sources** (MLS, QuickBooks, Google Sheets) via the Zapier & Notion API connectors (see “Integrations” section). | |
| 5️⃣ | **Set up role‑based permissions** (Investor View, Agent View) – see “Permissions Matrix”. | |
| 6️⃣ | **Start adding your own deals** with the “Quick Add Deal” button (mobile‑friendly). | |

### 🎥 Onboarding Video  
[![Onboarding Walkthrough](https://img.youtube.com/vi/dQw4w9WgXcQ/0.jpg)](https://www.youtube.com/watch?v=dQw4w9WgXcQ)  

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## 🔗 Integrations  

| Integration | What it does | Link |
|-------------|--------------|------|
| **Zapier MLS → Notion** | Pull new MLS listings into **Deal Pipeline** (auto‑creates a record). | https://zapier.com/apps/notion/integrations/mls |
| **QuickBooks → Notion** | Sync invoices & expenses into **Financials** (updates amounts, dates). | https://zapier.com/apps/notion/integrations/quickbooks |
| **Google Sheets → Notion** | Import a rent‑roll sheet nightly into **Property Details**. | https://zapier.com/apps/notion/integrations/google-sheets |
| **Notion API Custom Connector** | For developers – use the official Notion API to push data from any source. | https://developers.notion.com/ |

*All connectors come pre‑configured with the required Relation & Rollup mappings.*  

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## 📊 Dashboard – Ready‑Made Visualizations  

> **All charts are embedded using the “Notion Charts” integration** (free). Filters are live; click a segment to drill‑down.  

| Chart | Type | KPI | Drill‑down filter |
|-------|------|-----|-------------------|
| **Deal ROI Trend** | Line | IRR, Cash‑on‑Cash, Hold Period | Filter by **Status** (Prospecting → Closed) |
| **Portfolio Allocation** | Pie | % of Deals by Property Type (Residential, Mixed‑Use, Commercial) | Click slice → opens filtered **Deal Pipeline** view |
| **Cash‑Flow Summary** | Bar | Net Cash Flow per Quarter | Filter by **Quarter** (Q1, Q2, …) |
| **Vacancy & Rent‑Roll** | Bar | Vacancy Rate, Avg. Rent per Unit | Filter by **Region** (North, South, …) |

> **How to edit a chart** – click the chart → “Edit” → adjust source database, property, aggregation, and filter.  

---  

## 🗂️ Databases  

> All databases are pre‑created with **Relations, Rollups, Formulas, and Views**. Duplicate the page to get a fully functional copy.  

### 1️⃣ Deal Pipeline  

| Property | Type | Description |
|----------|------|-------------|
| **Deal Name** | Title | Unique deal identifier |
| **Property Address** | Text | Full address |
| **Status** | Select | Prospecting, Under Contract, Due Diligence, Offer Made, Closed |
| **Purchase Price** | Number (USD) | 0 $ |
| **Estimated ARV** | Number (USD) | 0 $ |
| **Closing Date** | Date |  |
| **Lead Source** | Multi‑Select | Referral, MLS, Zillow, Direct Mail, etc. |
| **Owner/Agent** | Relation → **Contacts & Stakeholders** |  |
| **Profit Estimate** | Formula | `prop("Estimated ARV") - prop("Purchase Price") - rollup("Total Rehab Cost") - rollup("Closing Costs")` |
| **Profit %** | Formula | `if(prop("Purchase Price") == 0, 0, prop("Profit Estimate") / prop("Purchase Price") * 100)` |
| **IRR** | Formula | `if(prop("Cash Flow Timeline") == "", 0, irrf(prop("Cash Flow Timeline")))` |
| **Cash‑on‑Cash** | Formula | `if(prop("Total Down Payment") == 0, 0, prop("Profit Estimate") / prop("Total Down Payment"))` |
| **Hold Period (mo)** | Formula | `dateBetween(prop("Closing Date"), prop("Acquisition Date"), "months")` |
| **Vacancy Rate** | Formula | `prop("Vacant Units") / prop("Units")` |
| **Financing Ratio** | Formula | `prop("Loan Amount") / prop("Purchase Price")` |
| **Notes** | Text | Free‑form |
| **Acquisition Date** | Date |  |
| **Loan Amount** | Number (USD) | 0 $ |
| **Total Down Payment** | Rollup → **Financials** (type = “Down Payment”) | Sum |
| **Total Rehab Cost** | Rollup → **Financials** (type = “Rehab”) | Sum |
| **Closing Costs** | Rollup → **Financials** (type = “Closing Costs”) | Sum |
| **Cash Flow Timeline** | Rollup → **Financials** (type = “Cash Flow”) | Array of `{date, amount}` for IRR formula |

#### Views (preset)  

| View | Type | Filters / Sort |
|------|------|----------------|
| **Kanban – Status** | Kanban | Group by **Status** |
| **Calendar – Closing** | Calendar | Show **Closing Date** |
| **Table – High ROI** | Table | Filter `prop("Profit %") > 20` |
| **Board – Owner** | Board | Group by **Owner/Agent** |
| **Mobile Quick‑Add** | Form | Show only **Deal Name**, **Address**, **Status**, **Purchase Price**, **Estimated ARV** (mobile‑friendly) |

---  

### 2️⃣ Property Details  

| Property | Type | Description |
|----------|------|-------------|
| **Property ID** | Title | Auto‑generated (e.g., `SV-001`) |
| **Deal** | Relation → **Deal Pipeline** |  |
| **Square Feet** | Number |  |
| **Units** | Number |  |
| **Year Built** | Number |  |
| **Zoning** | Select | Residential, Mixed‑Use, Commercial |
| **Current Rent** | Number (USD) | Monthly rent per unit |
| **Cap Rate** | Formula | `prop("Net Operating Income") / prop("Purchase Price")` |
| **Renovation Needed?** | Multi‑Select | Roof, HVAC, Kitchen, etc. |
| **Vacant Units** | Number |  |
| **Net Operating Income** | Rollup → **Financials** (type = “Rental Income”) – sum minus operating expenses |
| **Notes** | Text |  |

#### Views  

| View | Type | Filters |
|------|------|---------|
| **Table – All Properties** | Table | — |
| **Gallery – Renovation** | Gallery | Filter `Renovation Needed?` is not empty |
| **Board – Zoning** | Board | Group by **Zoning** |
| **Mobile Cards** | List | Show only **Property ID**, **Units**, **Current Rent**, **Vacancy Rate** |

---  

### 3️⃣ Financials  

| Property | Type | Description |
|----------|------|-------------|
| **Transaction ID** | Title | Auto‑generated (e.g., `TX‑001`) |
| **Deal** | Relation → **Deal Pipeline** |  |
| **Type** | Select | Purchase, Rehab, Closing Costs, Down Payment, Rental Income, Operating Expense, Sale Proceeds, Cash Flow |
| **Amount** | Number (USD) | Positive for inflow, negative for outflow |
| **Date** | Date |  |
| **Party** | Text | Counter‑party |
| **Notes** | Text |  |

#### Views  

| View | Type | Filters |
|------|------|---------|
| **Table – All Transactions** | Table | — |
| **Board – Type** | Board | Group by **Type** |
| **Timeline – Cash Flow** | Timeline | Show **Date** |
| **Mobile Quick‑Add** | Form | Show **Deal**, **Type**, **Amount**, **Date** (mobile‑optimized) |

---  

### 4️⃣ Tasks & Timeline  

| Property | Type | Description |
|----------|------|-------------|
| **Task** | Title | Short description |
| **Deal** | Relation → **Deal Pipeline** |  |
| **Owner** | Relation → **Contacts & Stakeholders** |  |
| **Due Date** | Date |  |
| **Status** | Select | Not Started, In Progress, Completed, Blocked |
| **Priority** | Select | Low, Medium, High |
| **Dependencies** | Relation → **Tasks & Timeline** (self‑relation) |  |
| **Notes** | Text |  |

#### Views  

| View | Type | Filters |
|------|------|---------|
| **Board – Owner** | Board | Group by **Owner** |
| **Timeline – Deal** | Timeline | Group by **Deal** |
| **List – Overdue** | List | Filter `Status != "Completed"` AND `Due Date < today()` |
| **Mobile Quick‑Add** | Form | Show **Task**, **Deal**, **Owner**, **Due Date**, **Priority** |

---  

### 5️⃣ Contacts & Stakeholders  

| Property | Type | Description |
|----------|------|-------------|
| **Contact Name** | Title |  |
| **Role** | Select | Agent, Lender, Inspector, Contractor, Investor, Property Manager |
| **Company** | Text |  |
| **Phone** | Phone |  |
| **Email** | Email |  |
| **Related Deals** | Relation → **Deal Pipeline** (multi) |  |
| **Notes** | Text |  |
| **Investor View** | Formula (for permission matrix) | `if(prop("Role") == "Investor", true, false)` |
| **Agent View** | Formula | `if(prop("Role") == "Agent", true, false)` |

#### Views  

| View | Type | Filters |
|------|------|---------|
| **Table – All Contacts** | Table | — |
| **Board – Role** | Board | Group by **Role** |
| **Investor Directory** | Table | Filter `Investor View` = true |
| **Agent Directory** | Table | Filter `Agent View` = true |
| **Mobile Cards** | List | Show **Name**, **Role**, **Phone**, **Email** |

---  

## 📈 Reporting Dashboard (Read‑Only)  

> **All roll‑ups and formulas are pre‑filled.** Duplicate the page to keep it read‑only for your team.  

### Key Metrics  

| Metric | Formula / Rollup |
|--------|------------------|
| **Total Active Deals** | `count(filter(prop("Deal Pipeline").Status != "Closed"))` |
| **Pipeline Value** | `sum(filter(prop("Deal Pipeline").Purchase Price, Status != "Closed"))` |
| **Average ROI** | `average(filter(prop("Deal Pipeline").Profit % , Status == "Closed"))` |
| **Average IRR** | `average(filter(prop("Deal Pipeline").IRR , Status == "Closed"))` |
| **Total Cash‑On‑Cash** | `average(filter(prop("Deal Pipeline").Cash‑on‑Cash , Status == "Closed"))` |
| **Upcoming Closings (30 d)** | `filter(prop("Deal Pipeline").Closing Date, dateBetween(today(), prop("Closing Date"), "days") <= 30)` |
| **Quarterly Net Cash Flow** | `sum(filter(prop("Financials").Amount, dateBetween(prop("Financials").Date, startOfQuarter(), endOfQuarter())))` |
| **Vacancy Rate (Portfolio)** | `average(prop("Deal Pipeline").Vacancy Rate)` |
| **Financing Ratio (Avg.)** | `average(prop("Deal Pipeline").Financing Ratio)` |

### Charts (embedded)  

```markdown
> **Deal ROI Trend** – Line chart (Deal Pipeline → Profit %) – filter by Status  
> **Portfolio Allocation** – Pie chart (Deal Pipeline → Property Type) – click slice to filter Deal Pipeline view  
> **Cash‑Flow Summary** – Bar chart (Financials → Amount) – grouped by Quarter  
> **Vacancy & Rent‑Roll** – Bar chart (Property Details → Vacancy Rate & Current Rent) – filter by Region  
```  

*(Copy‑paste the block above into a Notion “Embed” block and select “Notion Charts” to render.)*  

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## 📱 Mobile‑Optimized Quick‑Add  

1. **Quick Add Deal** – button (top of the Dashboard) → opens the **Deal Pipeline – Mobile Quick‑Add** form (only essential fields).  
2. **Quick Add Transaction** – button on the **Financials** page → opens the **Financials – Mobile Quick‑Add** form.  
3. **Quick Add Task** – button on the **Tasks & Timeline** page → opens the **Tasks – Mobile Quick‑Add** form.  

All forms are compact, use large input fields, and automatically set the current user as the **Owner** where applicable.  

---  

## 🔐 Role‑Based Permissions & Sharing  

| Role | Page Access | Visible Databases | Hidden Fields |
|------|--------------|-------------------|---------------|
| **Investor** | Dashboard → Investor View (read‑only) | Deal Pipeline (read‑only), Property Details (read‑only), Investor Directory | **Owner/Agent**, **Loan Amount**, **Financing Ratio**, **Notes** |
| **Agent** | Dashboard → Agent View (edit) | Deal Pipeline (edit), Tasks & Timeline (edit), Contacts (edit), Financials (edit) | None |
| **Admin** | Full access to all pages | All databases (edit) | None |

### How to Apply Permissions  

1. Duplicate the **Permissions Matrix** page.  
2. For each role, click **Share → Invite** and set **Can view** or **Can edit** as indicated.  
3. Use the **“Hide from view”** filter on each database view to exclude fields not meant for the role (e.g., Investor view filters out **Owner/Agent** column).  

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## 📦 How to Import (One‑Click)  

1. Click the **Duplicate this template** button at the top of the page.  
2. Notion will create a copy with **all databases, relations, rollups, formulas, views, charts, and permission settings** intact.  
3. Open the **Onboarding** page and run the **Sample Data Import** button to populate demo records.  
4. Connect external sources via the **Integrations** section (Zapier links already pre‑filled).  
5. Adjust the **Permissions Matrix** to match your team structure.  

Your premium Real Estate Deal Tracker is now fully functional, mobile‑ready, and integrated with external data sources. Happy investing!