Help & Instructions Manual

Welcome to Agent Ledger!

Agent Ledger helps you manage your real estate business in one place. Here's how to get started:

1. Add Your First Customer - Click "Customers" in the menu, then "Add New Customer"
2. Add a Property - Go to "Properties" and add your listings or Contracted Property
3. Create a Deal - Link customers and properties to track transactions
4. Use AI Tools - Analyze contracts and get real estate guidance

Adding a Customer

1. Click "Customers" in the navigation menu
2. Click "Add New Customer"
3. Fill in the required fields (name, email, phone)
4. Expand accordion sections to add additional details across 9 categories
5. Click "Save Customer"

Customer Form - Accordion Sections

The customer form is organized into collapsible accordion sections for easy navigation:

1. Basic Information

• Name Fields: First Name, Last Name, Preferred Name
• Contact: Email, Primary Phone, Mobile, Work Phone, Home Phone
• Preferred Contact Method: Choose Email, Phone, Text, or In-Person
• Address: Full mailing address with street, city, state, zip

2. Client Type & Status

• Client Type: Buyer, Seller, Buyer & Seller, Investor, Renter
• Lead Source: Referral, Website, Social Media, Walk-In, Event, Zillow, Realtor.com, Advertisement, Cold Call, Other
• Lead Status: New Lead, Contacted, Qualified, Nurturing, Active, Contract, Closed, Lost, Inactive
• Assigned Agent: Select which agent is managing this client

3. Property Preferences

• Desired Property Type: Single Family, Condo, Townhouse, Multi-Family, Commercial, Land, etc.
• Desired Location: Preferred neighborhoods or areas
• Budget Range: Minimum and Maximum Price
• Size Requirements: Bedrooms, Bathrooms, Square Footage ranges
• Property Style: Modern, Traditional, Contemporary, etc.
• Must-Have Features: Pool, garage, waterfront, etc.
• Dealbreakers: What they absolutely won't accept
• Timeframe to Purchase/Sell: Urgency level

4. Financial Information

• Pre-Approval Status: Not Started, In Progress, Pre-Approved, Denied
• Pre-Approval Amount: Loan amount approved
• Lender Name: Mortgage company or bank
• Lender Contact: Loan officer details
• Down Payment Amount: Available funds
• Financing Type: Conventional, FHA, VA, Cash, etc.
• Investment Goals: For investor clients - their objectives

5. Activity Tracking

• Last Contact Date: When you last spoke with them
• Last Contact Method: Phone, Email, In-Person, Text
• Last Contact Notes: Summary of last conversation
• Next Follow-up Date: When to reach out next (displays in list view with color coding!)
• Follow-up Reason: Purpose of next contact

6. Motivation & Goals

• Reason for Moving: Job relocation, downsizing, upsizing, investment, etc.
• Urgency Level: High, Medium, Low
• Timeline: Specific dates or timeframes
• Decision Makers: Who's involved in the decision

7. Personal Notes

• Birthday: For personal touch and follow-ups
• Anniversary: Another personal touch point
• Family Information: Spouse, kids, pets - helps with property needs
• Interests & Hobbies: Build rapport and connection
• Preferred Communication Times: Best times to reach them
• General Notes: Any additional information

8. Tags & Priority

• Tags: Custom labels for organization (VIP, First-Time Buyer, etc.)
• Priority Level: High, Medium, or Low (displays with color badges!)
• Referral Source: Who referred this client to you

9. Document Upload

• Upload Customer Documents: Attach multiple files (PDF, DOC, DOCX, JPG, PNG)
• Document Type: Pre-Approval Letter, ID, Financial Docs, Contract, Other
• File Size Limit: 10MB per file
• Security: Files stored with unique names for protection

Customer Detail Page

Click any customer name in the list to view their comprehensive profile:

• Organized Cards: All information displayed in clean, organized sections
• Status Badges: Color-coded priority and lead status indicators
• Contact Information: All phone numbers and email with quick-access icons
• Property Preferences: Full display of what they're looking for
• Financial Overview: Pre-approval status and budget at a glance
• Activity Timeline: Last contact and follow-up tracking
• Documents Section: Download and view all attached files
• Edit Button: Quick access to update any information

Print & Export Customer Details

Export customer information for sharing or record-keeping:

• Print Button: Opens browser print dialog with optimized formatting
  • Automatically hides navigation and buttons for clean printout
  • Customer information displays in organized sections
  • Perfect for hard copy client files
• Download PDF Button: Generates a professional portrait PDF
  • Portrait orientation optimized to fit everything on one page
  • All customer details organized in bordered boxes
  • Two-column layout for efficient space usage
  • Includes all 9 CRM sections: Contact, Status, Preferences, Financial, Activity, Motivation, Personal, Tags, and Notes
  • Filename format: customer_[Name]_[ID].pdf

Enhanced Customer List View

The customer list now displays key CRM fields for quick reference:

• Lead Status: Colored badges (New Lead, Qualified, Active, etc.)
• Priority Level: High (red), Medium (yellow), Low (blue) badges
• Assigned Agent: See who's managing each client
• Next Follow-up: Date-based color coding:
  • Red - Overdue follow-ups (past dates)
  • Yellow - Due today
  • Green - Upcoming follow-ups

Bulk Customer Upload with Visual Column Mapping

Two-Step Upload Workflow

Available Fields for Mapping

Technical Details

• Secure Storage: Files stored server-side in database (not in cookies)
• Privacy Protected: No PII exposure in browser sessions
• Case-Sensitive: Original column names preserved exactly
• Smart Mapping: Common variations auto-detected (email/Email/E-mail)
• Validation: Data validated before import with clear error messages

Enabling Client Portal

Give clients access to view their deals:

1. Open the customer's detail page
2. Check "Enable Client Portal Access"
3. Click "Generate Email Draft"
4. Copy and send the email to your client

Customer Intake Form

Accessing the Intake Form

1. Go to Customers in the main navigation
2. Click the "Intake Form" button in the action bar
3. A fillable 9-section form opens in your browser

Form Sections

The intake form captures all essential client information across 9 organized sections:

Fillable Form & PDF Download

The intake form is fully fillable on your computer or tablet:

1. Fill in the form: Type directly into any field, check boxes as needed
2. Review the information: Scroll through all sections to verify completeness
3. Download PDF: Click the "Download PDF" button to save a PDF with all your filled data
4. Print option: Click "Print" for a blank form to fill out by hand

Adding a Property

1. Navigate to "Properties"
2. Click "Add New Property"
3. Enter property address and details
4. Set listing price and property type
5. Add features and description
6. Click "Save Property"

Property Types

Choose the appropriate property type based on your transaction:

• For Sale - Standard properties being sold
• Rental - Properties available for rent or lease
• New Construction - New homes being built or recently completed
• New Listing - Properties you've just listed for sale
  • When you select "New Listing", additional fields appear:
  • Listing Date - The date when the property was officially listed
  • Date Listing Expires - When your listing agreement expires

Multiple Property Owners

Properties can have up to 2 owners tracked in the system:

• Property Owner #1 - The primary property owner from your customer list
• Property Owner #2 - Optional second owner (for co-owned properties)
• When you create a deal for this property, both owners automatically populate as Seller 1 and Seller 2
• Perfect for tracking married couples, business partners, or co-owners

AI Property Description Writer

Let AI create compelling property narratives for your marketing:

1. Fill in the property details (address, price, bed/bath, etc.)
2. Scroll down to the Brochure Content section
3. Click the "AI Write Description" button next to Property Narrative
4. AI generates a professional 2-3 paragraph description
5. Review and edit the text as needed, then save

Property Brochures

Create professional marketing brochures for your listings:

1. Go to a property's detail page
2. Click "Create Brochure"
3. Choose brochure type:
   • New Listing - Standard listing brochure
   • Open House - Brochure for open house events
   • For Rent - Rental property brochure
4. Select a color scheme (Blue, Green, Orange, or Purple)
5. Add a custom narrative describing the property
6. Download as PDF for printing or digital sharing

Property Location Maps

Interactive maps help clients visualize property locations:

• Automatic Geocoding: When you save a property, the address is automatically geocoded
• Interactive View: Click and drag to pan, scroll to zoom on property detail pages
• Print Support: Maps are cached as static images for reliable printing
• Brochure Integration: Location maps appear on property brochures and PDFs

Exporting Property Data

Property detail pages include an Export dropdown with three options:

• Print - Opens browser print dialog for quick printing
• Download PDF - Generates a formatted PDF with all property details
• Download Excel - Exports property data to Excel spreadsheet format

Rental Property Fields

How to Access Rental Fields

In the property form, select "Rental" from the Property Type dropdown. The Rental Property Details section will appear with these fields:

Dynamic Display

• Rental fields automatically show/hide based on Property Type selection
• All rental information appears on property detail pages when applicable
• Rental properties can use specialized "For Rent" brochures
• Perfect for property managers and rental agents

Creating a Deal

1. Go to "Deals" → "Add New Deal"
2. Select the customer and property
3. Enter the accepted offer price
4. Set the commission rate
5. Choose the closing date
6. Click "Save Deal"

Deal Features

• Track Progress - Update status from pending to closed
• Multi-Party Support - Track up to 2 sellers and 2 buyers per deal
• Auto-Population - Seller fields auto-fill from property owners when you select a property
• Listing & Selling Agent Tracking - Select listing agent and selling agent from your agent database
• Custom Important Dates - Add unlimited custom deadlines with completion tracking
• Rental Terminology Toggle - Switch between Seller/Buyer and Owner/Landlord/Renter labels
• Service Provider Management - Track inspection companies, attorneys, mortgage companies, and more
• Association & CDD Information - Record HOA and Community Development District details
• Add Notes - Document important conversations and deal details
• Client Messages - Communicate with clients through the portal
• Attach Contract Analysis - Link AI-analyzed contracts to deals
• Print Summary - Generate professional printable deal summaries with all details
• Email Deal Details - Send comprehensive deal information via email

Listing & Selling Agents

Track which agents are involved in each side of the transaction:

• Listing Agent - The agent representing the seller (select from your agent database)
• Selling Agent - The agent representing the buyer (select from your agent database)
• These selections appear on deal detail pages and in reports
• Useful for tracking co-op deals and commission splits

Service Providers - Multi-Vendor Support

Standard Service Providers

Track all service providers involved in the transaction:

• Inspection Company - Select from vendor database or enter custom details
• Insurance Company - Homeowner's insurance provider

Attorney/Title Companies - Dual Vendor Support

Mortgage Companies - Dual Vendor Support

Custom Service Providers - Dynamic Multi-Provider System

Email Integration with Multiple Vendors

Available Vendor Categories

Custom providers can be categorized as:

Association & CDD Information

Record homeowners association and community development district details:

• Association Information:
  • Association Name
  • Management Company Address
  • Contact Person Name
  • Phone Number
  • Email Address
• CDD Information (Florida properties):
  • CDD Name
  • Bond Portion (annual fee)
  • O&M Portion (operations & maintenance fee)

Owner Financing

Owner Financing Fields

When a deal involves owner financing, track all the financial details:

Lease Agreements

How Lease Agreements Work

When you select a lease-related contract type, specialized lease agreement fields appear:

Dynamic Field Display

• Lease fields automatically show/hide based on Contract Type selection
• JavaScript toggles sections dynamically - no page refresh needed
• Only relevant fields appear to keep the form clean and focused
• All lease details display on deal detail pages
• Included in PDF exports and reports

Rental/Lease Deals - Special Features

When creating a rental or lease deal, you'll have access to specialized payment tracking:

Payment Methods

• Cash Payments - Track cash transactions with receipt numbers and verification notes
• Credit Card Payments - Record detailed card information:
  • Cardholder name
  • Last 4 digits of card number (for security)
  • Card type (Visa, Mastercard, Amex, Discover)
  • Expiration date
  • Billing address
  • Authorization code
• Money Transfer Payments - Document electronic transfers:
  • Transfer service name (Zelle, Venmo, Wire Transfer, etc.)
  • Account details
  • Confirmation number
  • Transfer date and time
  • Additional transfer details

Agent Commission Structure for Rentals

Rental deals display "Agent Commission Structure" instead of standard commission fields, acknowledging the different payment structure for rental/lease transactions.

Rental Terminology Toggle

When working with rental or lease deals, you can enable rental-specific terminology:

1. In the deal form, check the "Use Rental/Lease Terminology" box
2. All labels automatically update:
   • Section headers change from "Seller Information" to "Owner/Landlord/Lessor Information"
   • Section headers change from "Buyer Information" to "Renter/Tenant/Lessee Information"
   • Individual field labels also update (Seller 1, Seller 2, Buyer 1, Buyer 2)
3. Toggle on/off anytime to switch between standard sale and rental terminology
4. Perfect for keeping your rental/lease deals organized with appropriate language

Important Dates - Advanced Features

Track all critical deadlines for each deal with powerful custom date management:

Quick Add Feature

Predefined Date Types

• Final Walkthrough
• Home Inspection Scheduled
• Appraisal Scheduled
• HOA Approval Deadline
• Title Search Completion
• Survey Scheduled
• Loan Approval Deadline
• Moving Day
• Keys Handover
• Custom (enter your own label)

Completion Tracking

Calendar Integration

All important dates automatically appear on your calendar:

• Green-highlighted calendar events (#28a745)
• Events remain visible until the date passes
• Quick reference to upcoming deadlines

Print Support

Important dates are included in deal printouts:

• Click "Print Deal" on any deal detail page
• Printout includes Custom Important Dates section
• Shows date, event label, completion status, and completion date
• Professional formatting with black badges for easy reading

Ask Questions

Get instant answers to real estate questions with state-specific guidance:

1. Go to "AI Broker" in the menu
2. Select your state
3. Type your question
4. Get AI-powered answers

Example Questions:

• "What are typical closing costs in Florida?"
• "What disclosure forms are required in California?"
• "How long is a standard inspection period?"
• "What are earnest money deposit requirements?"

AI-Powered Dashboard Search

Located prominently at the top of your dashboard, the AI Search Assistant provides instant access to your data with intelligent search capabilities:

How to Use AI Search

1. Type your question in the search box on the dashboard
2. Click "Search" or press Enter
3. Get instant answers with relevant information
4. Click navigation links to view full record details

What You Can Search

Smart Partial Matching

The AI Search understands partial information and finds matches:

• Street Numbers: Just type "123" to find all addresses starting with "123"
• Names: Type "Sarah" to find customers or agents named Sarah
• Keywords: Use terms like "inspection", "commission", "email", or "buyers"
• Cities: Search by city name to find properties or customers

Example Search Queries

Comprehensive Information Displayed

When you search, the AI provides complete details:

Premium 3D Design

The AI Search features a beautiful, modern interface with:

• Raised 3D Card: Elevated appearance with multi-layered shadows
• Purple Gradient Header: Eye-catching design with text shadow
• Interactive Search Button: Lifts on hover with smooth animations
• Green Gradient Results: Success responses in elegant gradient boxes
• Quick Navigation: One-click links to view full record details

Getting Started with Tasks

The Task Manager helps you track every step of your real estate transactions with pre-configured templates and customizable tasks:

1. Click "Tasks" in the navigation menu to view all your tasks
2. Click "New Task" to create a task from a template or build a custom task
3. Filter tasks by status: All, Overdue, Due Today, This Week, or Completed
4. Mark tasks complete with one click to track your progress

47 Individual Task Templates

Access ready-to-use task templates organized into 9 categories covering the complete real estate transaction lifecycle:

How to Create Tasks

Method 1: From Task Templates

1. Click the "New Task" dropdown button on the Tasks page
2. Browse the scrollable menu showing all 47 task templates organized by category
3. Click on any template to auto-fill task details including:
   • Task title and description
   • Recommended priority level (High/Medium/Low)
   • Suggested assignee role
   • Due date offset relative to contract/closing dates
4. Customize the task details as needed
5. Associate with a deal, customer, vendor, or agent (optional)
6. Click "Save Task"

Method 2: From Deal Pages

1. Navigate to any deal detail page
2. Scroll to the "Transaction Tasks" section
3. Click the "Add Task to This Deal" dropdown
4. Select from the same 47 task templates (automatically linked to this deal)
5. Tasks appear immediately in the deal's task list

Method 3: Custom Tasks

1. Click "New Task" → "Custom Task"
2. Fill in all task details manually
3. Set your own title, description, priority, and due date
4. Perfect for unique situations not covered by templates

Managing & Completing Tasks

Quick Task Completion

• Click the "Complete" button in the Actions column
• Task status changes to "Completed" instantly
• Completion date and time are automatically recorded
• Completed tasks show: "Completed: Dec 15, 2024 at 2:30 PM"

Filtering & Viewing Tasks

Use the filter tabs to focus on what matters:

• All - View every task regardless of status
• Overdue - Tasks past their due date (shows count in red badge)
• Due Today - Tasks due today (shows count in yellow badge)
• This Week - Tasks due within the next 7 days
• Completed - All finished tasks with completion timestamps

Task Checklists

Break down complex tasks into smaller steps:

• Add multiple checklist items to any task
• Check off items as you complete them
• Progress shows as "3/5" (3 of 5 items completed)
• Perfect for multi-step processes like "Prepare for Closing"

Task Integration with Deals

Tasks seamlessly integrate with your deals:

• Deal Detail Pages display all associated tasks in the "Transaction Tasks" section
• Task Table Columns: Status icon, Task name, Priority, Assigned To, Due Date, Status badge, Actions
• Email Deal Details includes a "TRANSACTION TASKS STATUS" section with completion tracking
• Print/PDF Exports show all tasks with checkmarks (✓) for completed items
• Assignee Display shows agent full names or "Unassigned" for each task

Automated Daily Email Notifications NEW

Never miss a deadline with automatic email notifications sent every morning at 8:00 AM!

Email Notification Features:

• Automatic Daily Delivery - Sent every morning at 8:00 AM automatically (no button needed)
• Two-Section Format - Separate sections for "Due Today" and "Due This Week"
• Priority Grouping - Tasks organized by 🔴 High, 🟡 Medium, and 🟢 Low priority within each section
• Task Details - Includes task title, description, assignee, due dates, and related deal
• One-Click Access - Direct link to view all tasks in the application
• Professional Format - Clean, mobile-friendly HTML email design

Manual Email Options:

You can also send yourself an email on-demand:

1. Go to the Tasks page
2. If you have tasks due today or this week, click the "Notifications" button (warning/yellow button)
3. Click "Send Email Now" to send immediately, or "Preview Email" to review first
4. Check your email inbox for the task summary

How to Use the Email Generator

Send personalized emails to customers, agents, and vendors with just a few clicks:

1. Click "Email Generator" in the navigation menu
2. Select an email template from your library (29 unique templates included)
3. Choose your recipient (customer, agent, or vendor)
4. Optionally link to a specific deal or property for more context
5. Preview the auto-generated email with all merge fields filled in
6. Click "Send Email" to open your email client with the pre-filled message

Email Template Library

Manage your email templates for common communications:

Pre-loaded Templates by Category (29 Total):

Merge Fields

Available merge fields automatically fill in data from your database:

Creating Custom Templates

Build your own email templates for any scenario:

1. Navigate to Email Generator → View All Templates → New Template
2. Select a category (Buyer, Seller, Vendor, or General)
3. Add a title and trigger event (optional)
4. Write your email subject and body using merge fields
5. Add tags for organization
6. Enable auto-send if you want emails triggered automatically
7. Save your template

Hi ,

Congratulations! Your offer on  has been accepted!

Next steps:
1. Earnest Money Deposit
2. Home Inspection
3. Appraisal

I'll be in touch soon!

Email Attachments

Enhance your emails by attaching important documents directly from the Email Generator:

Adding Attachments

1. When generating an email, look for the "Attach Files (Optional)" section
2. Click the blue "Choose File" button to select files from your computer
3. You can attach multiple files at once (hold Ctrl/Cmd to select multiple)
4. Supported file types: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, and more
5. Maximum file size: 10MB per file
6. Attachments are securely stored and linked to your email draft

Downloading Attachments

When previewing or managing emails with attachments, you have flexible download options:

• Single File Download: Click the download icon () next to any individual attachment to download it directly
• Multiple Files as ZIP Bundle: When an email has multiple attachments, use the "Download All as ZIP" button to get all files in one convenient archive
• Email Client Integration: Downloaded attachments can be easily attached to your local email client (Gmail, Outlook, Apple Mail, etc.)
• Security: Attachments are securely stored with unique filenames and ownership verification to protect your data

Email Sending Workflow

Bulk Email Generator

Accessing the Bulk Email Generator

1. Click Email in the navigation menu
2. Select Bulk Email from the dropdown

Selecting Recipients

Choose who receives your bulk email:

• Recipient Type: Choose between Customers, Agents, or Vendors
• Select All: Send to everyone in that category with one click
• Individual Selection: Check specific recipients from the list
• Search: Use the search box to quickly find specific recipients
• Email Required: Only contacts with valid email addresses appear in the list

Composing Your Email

Two options for your email content:

Perfect Use Cases

• Holiday Greetings: Send seasonal messages to all customers
• Event Announcements: Invite contacts to open houses or seminars
• Specials & Promotions: Share limited-time offers with vendors
• Relationship Maintenance: Regular check-ins with past clients
• Market Updates: Share market insights with investors

Email Inbox & Correspondence

How Email Correspondence Works

Agent Ledger provides a complete email communication system:

• Outgoing Emails: Sent via hello@agentledgerpro.com
• Incoming Emails: Received through inbox.agentledgerpro.com subdomain
• Automatic Tracking: All emails are automatically linked to the right contact
• Local Timezone: All email timestamps display in your local timezone

Accessing the Email Inbox

1. Click Email in the navigation menu
2. Select Inbox to view all received emails
3. Or select Sent to view all emails you've sent

Inbox Features

• Unread Badge: The Inbox button shows a count of unread emails
• Filter Options: View All, Unread, Starred, or Archived emails
• Star Important Emails: Click the star icon to mark important messages
• Archive: Archive emails you've handled to keep your inbox clean
• Contact Linking: Emails are automatically linked to matching customers, agents, or vendors
• Manual Linking: Link emails from unknown senders to contacts manually

Yellow Folder - Email Correspondence on Contact Pages

Every customer, agent, and vendor detail page includes a "yellow folder" showing all email communication:

• Location: Look for the yellow Email Correspondence section on any contact's detail page
• Both Directions: Shows both emails you've sent TO them and emails received FROM them
• Direction Indicators:
  • Sent = Emails you sent to them
  • Received = Emails they sent to you
• Quick Actions: Click any email to view its full content or reply

Viewing Email Details

Click any email to open the full email view:

• Full Content: See the complete email body with formatting preserved
• Attachments: Download any files attached to the email
• Reply Button: Reply to received emails with quoted text automatically included
• Back Navigation: Return to inbox, contact page, or sent emails list

Replying to Emails

1. Open the email you want to reply to
2. Click the Reply button
3. The original message is automatically quoted in your reply
4. Type your response and click Send
5. Your reply is sent and tracked in the correspondence history

Deleting Emails

You can delete emails from multiple locations:

• From Inbox: Click the trash icon on any email in the inbox list
• From Email Detail: Click the Delete button when viewing an email
• From Contact Pages: Click the trash icon next to any email in the correspondence section
• Confirmation: You'll be asked to confirm before deleting

What is ERICA?

ERICA (Enterprise Real Estate Intelligent Call Assistant) is an AI-powered virtual receptionist that answers calls to each agent's dedicated phone number. Powered by GPT-4o with a natural-sounding female voice (Polly.Joanna), ERICA provides professional, intelligent call handling 24/7.

How ERICA Works

Live Agent Handoff

When ERICA determines a caller needs to speak with you directly:

1. Caller is placed on hold with music
2. ERICA calls your personal phone number
3. You hear a whisper message: "You have an incoming call from ERICA. Press 1 to connect, or 2 to decline."
4. Press 1 to join the conference and speak with the caller
5. Press 2 (or don't answer) and ERICA will take a detailed message

Appointment Booking

ERICA can book appointments directly from phone conversations:

• Collects appointment date, time, and purpose from the caller
• Creates appointment in Agent Ledger automatically
• Syncs to your Google Calendar with timezone support
• Records full appointment details in call summary

Complete Call Recording & Transcription

Live Call Monitoring

View active calls in real-time on the Live Dashboard:

• Auto-Refresh - Server-Sent Events update every 1.5 seconds
• Status Badges - Color-coded indicators show call state (active, on hold, connected to agent, etc.)
• Live Timers - See exactly how long each call has been in progress
• Call Details - View caller phone number, agent, and current status

How to Access ERICA Features

Understanding Call Details

Each call record includes:

• Call Summary - AI-generated overview of conversation
• Basic Information - Caller phone, duration, start/end times, outcome
• Caller Information - Name, email, phone (if collected)
• Appointment Details - If appointment was booked
• Call Recording - Audio playback with secure proxy streaming
• Full Call Transcript - Complete transcription including agent portions
• Conversation Transcript - Turn-by-turn dialogue with timestamps

ERICA Best Practices

How to Give Your Client Portal Access

Follow these simple steps to let your clients view their deal information online:

What Clients Can See in the Portal

When you enable portal access, clients can view:

• Deal details and current status
• Important dates and deadlines
• Deposit information and financial details
• Service provider contact information (inspectors, attorneys, etc.)
• Contract analysis summaries - AI-analyzed contract summaries you've attached to their deal
• Send you messages directly through the portal

Two-Way Messaging

Stay in touch with clients through the portal:

• Clients can ask questions anytime from their portal
• You see new messages highlighted on the deal detail page
• Reply directly from the deal page
• All messages are timestamped and saved permanently

Managing Portal Access

You have full control over client access:

• Reset Password - If your client forgets their password, click "Reset Portal Password" to generate a new one
• Disable Access - Click "Disable Portal Access" to turn off a client's login (useful after closing)
• Change Deal Assignment - You can change which deal a client sees by disabling and re-enabling with a different deal

Managing Your Schedule

The Calendar feature helps you track all important dates and events related to your real estate business.

Automatic Event Generation

Events are automatically created from your deals:

• Closing Dates - Shows when deals are scheduled to close
• Inspection Deadlines - Tracks property inspection dates
• Contingency Dates - Monitors financing and other deadlines
• Open Houses - Displays scheduled open house events

How to Use the Calendar

1. Click "Calendar" in the navigation menu
2. View all your events in a monthly calendar format
3. Click on any event to see details
4. Navigate between months using the arrow buttons

Google Calendar Integration

Setting Up Google Calendar Sync

1. Click "Settings" in the top navigation menu
2. Scroll down to the "Google Calendar Integration" section
3. Check the box to "Enable Google Calendar Sync"
4. Select your timezone from the dropdown (Eastern, Central, Pacific, etc.)
5. Leave "Google Calendar ID" as "primary" to sync to your main calendar
6. Click "Save Settings" at the bottom of the page
7. Click "Sync All Events Now" to push your existing events to Google Calendar

What Events Get Synced

Once enabled, the following events automatically sync to your Google Calendar with property addresses for easy navigation:

• Deal Closings - Closing dates appear on your calendar with full property address
• Open Houses - Displayed with pink/magenta color coding and property location
• Important Dates - Custom dates you add to deals (inspections, appraisals, walk-throughs) with associated property address
• Deposit Deadlines - First and second deposit due dates with property location
• Inspection Dates - Inspection windows and deadlines with property address
• Financing Deadlines - Loan contingency and approval deadlines with property address
• Rescission Periods - Legal rescission deadlines with property address

Automatic vs. Manual Sync

Timezone Settings - IMPORTANT!

Available timezones:

• Eastern Time (ET) - New York, Florida, Georgia
• Central Time (CT) - Texas, Illinois, Missouri
• Mountain Time (MT) - Colorado, Montana
• Arizona Time (MST) - Arizona (no daylight saving)
• Pacific Time (PT) - California, Washington, Oregon
• Alaska Time (AKT) - Alaska
• Hawaii Time (HST) - Hawaii

How It Works (Technical Details)

The Google Calendar integration uses secure authentication through Replit's connector system:

• OAuth2 Authentication - Secure, industry-standard connection to your Google account
• One-Way Sync - Events flow FROM Agent Ledger TO Google Calendar (not the other way)
• No Duplicates - Safe to sync multiple times; won't create duplicate events
• Color Coding - Different event types get different colors in Google Calendar
• Automatic Token Refresh - Connection stays active without needing to re-authenticate

Frequently Asked Questions

Manual Event Creation & Management

Creating Manual Events

1. Click on any day in the calendar to open the event creation form
2. Fill in the event details:
   • Title - Name of the event (e.g., "Client Meeting", "Property Tour")
   • Event Type - Choose NOTE or IMPORTANT_DATE
   • Start Date - When the event begins
   • End Date - Optional, for multi-day events
   • Notes/Description - IMPORTANT: Add time of day (e.g., "Meeting at 2:30 PM") or any details here
   • Color - Choose a color to visually distinguish the event
   • Associated Deal - Optionally link to a specific deal
3. Click "Save Event" to add it to your calendar

Viewing Event Details

Click on any event in the calendar to open the Event Details modal showing:

• Event Title & Type - Displayed with color-coded badge
• Start & End Dates - When the event occurs
• Client Name - If linked to a customer/deal
• Property Address - If linked to a property
• Status - Completed, Overdue, or Pending
• Notes/Description - ENHANCED! Prominently displayed in a styled box showing all your notes including time details

Editing & Deleting Events

For manual events (NOTE and IMPORTANT_DATE):

• Edit Button - Click to modify event details, change dates, update notes
• Delete Button - Remove the event from your calendar
• Mark Complete - Mark events as completed when finished
• Drag & Drop - Simply drag events to new dates to reschedule

Task Manager Integration

How Task Calendar Sync Works

When you create tasks with due dates in the Task Manager:

1. Tasks automatically sync to the calendar when you enable Google Calendar sync in Settings
2. Tasks appear as TASK event type with dark gray color (#6c757d)
3. Each task shows its status icon:
   • ⚪ To Do - Not started yet
   • 🔵 In Progress - Currently working on it
   • ✅ Completed - Finished!
4. Task calendar events sync to both Agent Ledger calendar AND Google Calendar
5. When you complete a task, the calendar event updates automatically
6. Recurring tasks create new calendar events for each instance

Task Event Details

Click on a task event in the calendar to view comprehensive details:

• Task Priority - 🔴 High (red), 🟡 Medium (yellow), ⚪ Low (gray)
• Recurring Indicator - Blue "Recurring Task" badge if applicable
• Task Status - To Do, In Progress, or Completed with color coding
• Task Notes/Description - NOW VISIBLE! All task notes including time details (e.g., "Call client at 3:00 PM")
• View Full Task Details Link - Click to jump directly to the task in Task Manager

Event Filtering & View Options

Available Event Types to Filter

Use the filter checkboxes to show/hide these event types:

Search & Deal Status Filters

• Search Bar - Type to search event titles, descriptions, clients, or properties
• Deal Status Filter - Show only events from Active, Closed, or Cancelled deals
• Month Navigation - Use Previous/Next/Today buttons to navigate dates

Recent Improvements & Bug Fixes

Notes Now Display Properly

• Fixed: Event notes/descriptions now appear prominently in the Event Details modal
• Benefit: See important timing details (e.g., "Meeting at 2:30 PM") without opening the full task
• Works for: All event types including manual events and tasks

Modal Backdrop Fix

• Fixed: Grey overlay no longer blocks calendar after adding/editing/deleting events
• Benefit: Smooth workflow - add multiple events without page refresh
• Technical: Proper Bootstrap modal cleanup with 300ms timeout

Performance Optimizations

• Efficient Database Queries: Uses joinedload for tasks to avoid N+1 query issues
• Safe Outer Joins: Properly handles optional relationships (Deal, Customer, Property, Task)
• Fast Rendering: Optimized event display for calendars with 100+ events

Managing Service Providers

Keep track of all the professionals you work with on real estate transactions.

Types of Vendors

• Title Companies - Handle closing documents and title insurance
• Home Inspectors - Conduct property inspections
• Appraisers - Provide property valuations
• Lenders - Mortgage providers and loan officers
• Contractors - Repair and renovation specialists
• Attorneys - Real estate lawyers
• Other Service Providers - Any other professionals you work with

Adding a Vendor

1. Navigate to "Vendors" in the menu
2. Click "Add New Vendor"
3. Enter vendor name and company
4. Add contact information (phone, email, address)
5. Select vendor type/category
6. Add any notes or specialties
7. Click "Save Vendor"

Using Vendors in Deals

When creating or editing a deal, you can:

• Assign vendors to specific roles (title company, inspector, etc.)
• Access vendor contact information quickly
• Track which vendors are involved in each transaction

Downloading Vendor Lists

Export vendor information for easy sharing:

• Download by Category - Click the "Download" button on any category header to export all vendors in that category to an Excel file
• Download Selected Vendors - Use checkboxes to select multiple vendors from different categories, then click "Download Selected" to create a PDF with all selected vendors
• Excel files include all vendor details: company name, contact info, address, rating, notes, and more
• PDF files create a professional table format perfect for printing and sharing

Printing Vendor Lists

Create print-friendly versions of your vendor lists:

• Print by Category - Click "Print" on any category header to open a print-friendly page
• Print Selected Vendors - Select multiple vendors using checkboxes, then click "Print Selected" to print them all on one page
• Print pages include all vendor details formatted for easy reading

Emailing Vendor Lists

Share vendor information with clients quickly:

• Email by Category - Click "Email" on any category header to open a draft email in your default email client
• Email Selected Vendors - Select vendors using checkboxes, then click "Email Selected" to create a draft email
• The system opens a pre-formatted draft in your email program (Outlook, Gmail, Apple Mail, etc.)
• Add a recipient, make any edits, and send through your own email service
• Works with any email client - no special setup required

Team Management

Manage your real estate team and track commission splits for collaborative deals.

What You Can Do

• Add Team Members - Track other agents you work with
• Commission Splits - Calculate shared commissions on deals
• Contact Information - Keep all agent details organized
• Team Collaboration - Identify which agents are involved in which deals

Adding an Agent

1. Go to "Agents" in the navigation menu
2. Click "Add New Agent"
3. Enter agent name and license number
4. Add contact details (email, phone)
5. Include brokerage information
6. Set commission split percentage (if applicable)
7. Click "Save Agent"

Commission Splits

For deals with multiple agents:

• Assign collaborating agents to deals
• Set commission split percentages
• System automatically calculates each agent's share
• Track payments to team members

Print & Download Agent Profile

Export agent information for records or sharing:

• Print Button: Opens browser print dialog for the agent profile page
• Download Button: Generates a professional PDF of the agent's profile including contact info, professional details, and deal statistics
• Both buttons are located at the top-right of the agent detail page

Clickable Quick Stats

The Quick Stats section on agent profiles is now interactive:

• Click Total Deals: Opens popup showing all deals associated with this agent
• Click As Listing Agent: Opens popup filtered to deals where agent is the listing agent
• Click As Selling Agent: Opens popup filtered to deals where agent is the selling agent
• Status Tabs: Filter deals by Active, Pending, or Closed status
• Quick Navigation: Click any deal in the popup to view deal details

Open House Management

Schedule, manage, and track open house events with agent assignment, email reminders, and guest registration.

Creating an Open House

1. Navigate to "Open Houses" in the menu
2. Click "Add New Open House"
3. Select the property for the open house
4. Choose the date and set start/end times
5. Assign an agent from your agents list to host the event
6. Add any special notes or instructions
7. Click "Save Open House"

Agent Assignment

Each open house can be assigned to a specific agent from your team:

• Select an agent when creating or editing an open house
• Assigned agents receive reminder notifications
• Track which agents are hosting which events
• View all open houses by agent

Email Reminders

Send email reminders to assigned agents with one click:

• Click "Send Reminder" on the open house detail page
• Your default email client opens with a pre-formatted message
• Email includes property details, date, time, and event information
• Works with any email service (Gmail, Outlook, Apple Mail, etc.)
• Reminder status is tracked with timestamps
• No external email service setup required

Guest Registration

Track visitors and their interest level during open houses:

• Register guests who attend the open house
• Record guest contact information (name, email, phone)
• Track qualification level (qualified buyer, browsing, investor, etc.)
• Add notes about guest interests and feedback
• View all registered guests for each open house
• Follow up with interested guests after the event

Exporting Open House Lists

Export your open house schedule in multiple formats:

• Excel Export - Click "Export to Excel" to download a spreadsheet with all open houses
  • Includes property address, date, time, assigned agent, and notes
  • Perfect for sharing with your team or importing to other systems
• PDF Export - Click "Export to PDF" for a professional printable schedule
  • Clean table format with all event details
  • Great for posting in your office or distributing to agents

Email Complete Schedule

Share your entire open house schedule via email:

• Click "Email Open House List" button
• Your default email client opens with a formatted list of all upcoming open houses
• Email includes property details, dates, times, and assigned agents
• Add recipients and send through your own email service
• Perfect for team communication or sharing with clients

Available Financial Tools

Agent Ledger includes powerful calculators and tracking tools to help you manage your real estate finances:

Investment Calculator

Analyze potential investment properties:

• Calculate cash flow based on purchase price, rental income, and expenses
• Estimate ROI (Return on Investment)
• Factor in mortgage payments, property taxes, insurance, and maintenance
• Save calculations for future reference
• Perfect for helping investor clients evaluate opportunities

Expense Tracking

Track all your business expenses for tax time:

• Record expenses by category (advertising, gas, office supplies, etc.)
• Mark expenses as tax-deductible
• Calculate total deductible amount automatically
• Export to Excel for your accountant
• View year-to-date summaries

Mileage Log

Track business mileage for tax deductions:

• Log each trip with start/end location and purpose
• Automatically calculate deductible mileage
• Uses current IRS standard mileage rate
• Generate mileage reports by date range
• Essential for maximizing your tax deductions

Closing Cost Calculator

Creating a Closing Cost Calculation:

1. Navigate to Financial Tools → Closing Cost Calculator
2. Click "New Calculation"
3. Select a Deal (Optional): Choose from dropdown to auto-fill purchase price
   • When you select a deal, the purchase price automatically fills in
   • The calculation is automatically linked to that deal
   • You'll see a success message confirming the price was filled
4. Enter calculation name and property details
5. Fill in all buyer and seller closing cost fields:
   • Buyer Costs: Appraisal fee, home inspection, title fees, recording fees, homeowners insurance, attorney fees, loan fees, prepaid expenses
   • Seller Costs: Attorney/settlement fees, title fees, transfer taxes, recording fees, HOA fees, repairs/concessions, real estate commission
6. Click "Calculate Closing Costs" to save

Viewing Closing Costs on Deal Overview:

When a closing cost calculation is linked to a deal, a dedicated section automatically appears on the deal detail page:

• Location: Appears after the Tasks section on the deal overview
• Displays: Total Closing Costs, Buyer Costs, and Seller Costs in highlighted boxes
• Action Buttons:
  • View Details - Opens the complete breakdown of all closing cost line items
  • Download PDF - Generates a professional PDF report to share with customers
  • Email to Customer - Opens your email client with pre-filled closing cost summary (if deal has a customer with email)
• Disclaimer Note: Reminds everyone that these are estimates and actual costs may vary

Key Features:

• Calculate based on purchase price and location
• Includes title insurance, recording fees, and transfer taxes
• Factor in agent commissions and all typical closing expenses
• Auto-sync with deals - totals display on deal overview automatically
• Professional PDF reports ready to email to clients
• Helpful for preparing buyers and sellers for closing day
• Save calculations for future reference and comparison

Commission Calculator

Calculate your commission earnings:

• Enter sale price and commission rate
• Calculate splits with other agents or brokers
• Factor in brokerage fees
• Save commission structures for reference
• Perfect for quick estimates during negotiations

Available Reports

• Deal Reports - View all deals with filters
• Financial Reports - Commission earnings and forecasts
• Customer Reports - Client lists and segmentation
• Property Reports - Comprehensive property listings and status tracking
• Tax Summary Reports - Annual commission summaries for tax preparation

Exporting Data

All reports can be exported in multiple formats:

• Excel (.xlsx) - Open in Microsoft Excel, Google Sheets, or any spreadsheet software
• CSV (.csv) - Universal format for importing to other systems
• PDF (.pdf) - Professional printable reports
• QuickBooks (.iif) - Direct import into QuickBooks Desktop for accounting

QuickBooks Export

What is QuickBooks Export?

QuickBooks export creates a special .iif file that QuickBooks Desktop can import automatically. This saves you hours of manual data entry and ensures accuracy in your accounting records.

How to Export to QuickBooks

1. Go to Reports & Analytics in the main menu
2. Select your date range (start date and end date)
3. Choose your report type (Commission, Deals, or Customers)
4. Click Generate Report to see your data
5. Click the Export dropdown button
6. Select QuickBooks (.iif) from the menu
7. The .iif file will download automatically to your computer
8. Open QuickBooks Desktop and import the file

Three Types of QuickBooks Exports

Importing into QuickBooks Desktop

1. Open QuickBooks Desktop on your computer
2. Go to File → Utilities → Import → IIF Files
3. Browse to find your downloaded .iif file
4. Click Open to import
5. QuickBooks will display a confirmation message when the import is complete
6. Review your imported transactions in QuickBooks

Other Export Formats

In addition to QuickBooks, you can export reports in these formats:

1. Excel (.xlsx): Open in spreadsheet software for analysis and customization
2. CSV (.csv): Import into other accounting software, CRM systems, or databases
3. PDF (.pdf): Create professional printable reports for clients or your records

For additional assistance:

• Use the AI Broker to ask specific questions
• Review this help page anytime by clicking "Help" in the menu
• Check the dashboard for quick access to key features