trimmed from the average offer-to-closing time
Real Estate case study
A deal pipeline that survives the paperwork from offer to closing
A developer drowning in offer paperwork got a pipeline that tracks each deal from enquiry to signed documents.
- Client
- Verda Estates
- Vertical
- Real Estate
- Role
- Transaction workflow and document automation
- Year
- 2023
How it ran
From brief to outcome.
- 01
Brief
Stop deals stalling in email. Make it obvious which document is missing and who owes the next step.
- 02
Approach
Map the real closing steps, then model each deal as a tracked pipeline with owners, a checklist and routed approvals.
- 03
Build
Pipeline stages, a document checklist that gates each stage, routed approvals with reminders, and a versioned store.
- 04
Launch
Ran new deals through the pipeline alongside the old process for a month, then retired the shared folders.
- 05
Outcome
Deals stopped stalling on missing paperwork and the average time from offer to closing came down.
What changed
Before, and after.
The work
The problem, and how we took it on.
The challenge
Verda's sales were strong but the closing process was a mess of email threads, shared folders and signed PDFs that lived on someone's laptop. Deals stalled because nobody knew which document was outstanding, and an approval could sit for days simply because the right person never saw it.
Our approach
- Wrote down the real closing steps with the sales and legal teams, including the ones that only lived in people's heads.
- Turned each deal into a tracked pipeline with clear stages, owners and a single document checklist.
- Replaced the folder-and-email handoffs with requests that go to a named person with a due date.
- Kept the document of record in one place, versioned, so there was never a question of which PDF was final.
What we built
- A deal pipeline that shows every transaction's stage, owner and what's blocking it.
- A per-deal document checklist that won't let a stage close until the required papers are in.
- Approval requests routed to a named person with reminders, instead of a hopeful email.
- A versioned document store so the signed, final copy is always the one on file.
The outcome
Verda's team can now open a deal and see exactly which stage it's in, what's outstanding and who owes the next move. Approvals that used to sit unseen get a reminder and a named owner, so paperwork stops being the reason a closing slips. The average deal now reaches closing meaningfully faster, and the final documents are always where everyone expects them.
Built with
The stack on this project.
Where this fits
The services and industry behind it.
Services used
Industry
Straight answers
Questions about this build.
Did this replace the team's existing tools entirely?
It replaced the email-and-shared-folder workflow for closings. We ran new deals through the pipeline alongside the old process for a month so the team could trust it before the folders were retired.
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