Property records are the basis for listing records and closing records; the two main sources of customer service and retention in Top Producer 8i. Property records are usually created while performing one of two workflows:
When creating a listing or closing record, a property record is created (or imported) and a contact is either created to own the property record or the property is linked to an existing contact. This workflow is started from the Add Listing and Add Closing features of the Listings area.
When creating a contact record, a property record is automatically created when you define the contact's home address information. Property records are also created every time you add an additional property (for example, an investment property) to a contact's record. These features can be accessed from the Contacts area.
You should create a listing record immediately upon getting a listing so that you can leverage key Top Producer 8i features to stay on top of all your marketing and service activities. The listing record tracks detailed listing information, such as list price, source, house style, property statistics, marketing information for any flyers created for the listing, seller information, notes, photos, and more. You can upload the listing to your Top Producer web site, in addition to any other web sites that you may have configured for listing uploads.
Apply a listing plan of activities designed to ensure you follow up and complete the tasks that are involved with the successful marketing of a property. Set expiration date reminders, prioritize the events, and assign the tasks to an assistant for follow up. You can also create a customer web page and apply a service activities report plan to keep the involved parties informed of the actions you are taking on their behalf with regularly scheduled service reports. Finally, when the listing sells, create a closing record with a single click.
The efficiency and ease of using Top Producer 8i to finalize a sale begins with your ability to instantly convert a listing record into a closing record. From the closing record, you can view or add property photos, track the acceptance date, closing date, and possession date, keep detailed notes, view property statistics, sale price, commission and closing parties. If you subscribe to a transaction management service 8i's integration with the paperless transaction services allows you to create a transaction and view it all from within 8i.
Apply a closing plan to stay on top of all of the main financial and service tasks required for your sellers, buyers and other closing party members. Create a Customer Web Page for the involved parties (if you have not already done so) and apply a service activities report plan to keep your sellers and/or buyers informed of the transaction's progress with regularly scheduled service reports.
When the deal is done, you can transfer the property (along with all of its property details, photos, etc) to its new owners and immediately assign an after-sale prospecting plan to the buyer to maintain contact and ensure repeat business and referrals.