CRM Note Templates by Track

Oct 19, 2026 2:40 PM ET · Chat · Pending customer
Who: Customer, order 51877
What happened: Customer reports the blender arrived without its lid. Sent 2 photos showing the open box.
Key details: Order paid USD 240, delivered Oct 17. Inside 30-day window. Replacement part in stock.
Promised: Replacement lid shipped within 1 business day; tracking emailed when it ships.
Next step: Warehouse ticket raised by me; I confirm tracking to customer by Oct 20, 5:00 PM ET.

One disposition code per call, from the Narqix standard set: NA / VM, BUSY / DISC, WRONG, DNC, NI, CB, FU-WARM, HOT, APPT, LISTED / AGENT, SOLD, LIT-FLAG.

CODE: (DISPOSITION CODE)
Owner confirmed: (YES OR NO), names on title if known
Motivation (their words): "(THEIR WORDS)"
Occupancy: (OWNER, TENANT WITH LEASE END AND RENT, OR VACANT)
Condition: (NUMBER) out of 10. To make it a 10: (THEIR ANSWER)
Timeline: (THEIR ANSWER)
Price mentioned: (AMOUNT, or "none given")
Decision makers: (NAMES, AND WHETHER THEY JOINED)
Text consent: (YES OR NO), (NUMBER), (DATE, TIME AND ZONE)
Next step: (WHAT), (WHO), (WHEN, OWNER'S LOCAL TIME)

Write it in this order every time. Short phrases are fine.

Lead: (SELLER NAME), (PROPERTY ADDRESS)
Temperature and code: (HOT, APPT OR FU-WARM)
Motivation: (THE REASON, IN THE SELLER'S WORDS)
Timeline: (WHEN THEY WANT OR NEED TO SELL)
Condition: (ROOF AGE, HVAC AGE, KITCHEN AND BATHS, KNOWN PROBLEMS), suggested tier: (EASY, NEEDS WORK, FULL COSMETIC OR FULL GUT)
Price: (THEIR NUMBER, AND HOW THEY ARRIVED AT IT)
Money owed: (MORTGAGE, LIENS, BACK TAXES, IF KNOWN)
Occupancy and listing: (OWNER, TENANT OR VACANT), (LISTED OR NOT)
Decision makers: (EVERYONE ON THE DEED OR WHO MUST AGREE)
Best contact: (PHONE, EMAIL, BEST TIME IN THEIR ZONE), texts agreed: (YES OR NO)
Promised next step: (EXACTLY WHAT YOU TOLD THE SELLER, AND WHEN)

Send it with the calendar invite, at least 2 hours before the appointment. It is the standard handoff note above plus these lines, and the full HOMEKEY record from the Seller Intake Sheet page.

Seller read: (COMMUNICATION STYLE: DIRECT, SOCIAL, STEADY OR ANALYTICAL), (EMOTIONAL STATE), (WHAT THEY CARE ABOUT MOST)
Objections already heard: (OBJECTION), seller reaction: (THEIR WORDS)
Promised: (ANYTHING YOU PROMISED, WITH TIMES)
Attached: (COMPS OR PROPERTY DETAILS THE CLIENT ASKS FOR)
Appointment: (DAY, DATE, TIME AND ZONE), attendees: (ALL DECISION MAKERS)

Same day as signing. One note, two receivers.

UNDER CONTRACT · (PROPERTY ADDRESS) · signed (DATE)
To TC:
- Signed agreement and every addendum: (LOCATION IN SHARED DRIVE)
- State disclosure signed and dated: (YES, NO OR NOT REQUIRED)
- Seller: (SELLER NAME), best contact (PHONE, BEST TIME AND ZONE)
- Key dates: deposit due (DATE), inspection period ends (DATE), closing (DATE)
- Occupancy and access: (VACANT, OWNER OR TENANT), (ACCESS METHOD)
- Known mortgage, liens, probate or divorce: (DETAILS OR NONE)
- Deal type tag: (ASSIGNMENT, DOUBLE CLOSE, RETAIL PARTNERSHIP, SUBJECT-TO, CLIENT PURCHASE OR JV)
- Title company chosen by client: (TITLE COMPANY)
To Dispositions:
- ARV: (ARV) with (NUMBER) comps, confidence (HIGH, MEDIUM OR LOW)
- Repair tier and estimate: (TIER), (ESTIMATE)
- Contract price: (CONTRACT PRICE)
- Access details: (SHOWING RULES)
- Closing timeline: (CLOSING DATE), buyer must be locked by (DATE)
- Photos: (LINK OR "coming")

Sqft and row: (SQFT), row (ROW FROM REHAB TABLE)
Tier: (EASY, NEEDS WORK, FULL COSMETIC OR FULL GUT)
Estimate: (AMOUNT) (Narqix planning estimate)
Big five: roof (AGE), HVAC (AGE), windows (STATUS), plumbing and water heater (STATUS), electrical (STATUS)
Finishes: kitchen (STATUS), baths (STATUS), floors (STATUS), paint (STATUS)
Red flags: (LIST, or "none mentioned")
Source: (SELLER PHONE ANSWERS, PHOTOS OR WALKTHROUGH)

Deal: (PROPERTY ADDRESS), deal ID (DEAL ID)
Buyer: (BUYER NAME), rating (A, B OR C)
Result: (WALKTHROUGH BOOKED, OFFER RECEIVED, THINKING WITH CALLBACK SET, OR PASSED)
If offer: price (AMOUNT), closing date (DATE), funding (TYPE), proof of funds (ON FILE, PENDING OR REFUSED)
If passed: reason (PRICE, ARV, REPAIRS, LOCATION, CONDITION OR TIMING), "(THEIR WORDS)"
Next step: (WHAT), owner (WHO), (DATE, TIME AND ZONE)

After the call, update the deal's buyer activity summary: calls made, walkthroughs booked, offers received, highest offer.

Every active file gets a dated note every business day it is active. It answers: what happened, what we are waiting for, what is next, who owns it, and how risky it is.

(DATE) · Status: (CODE) · Heat: (GREEN, YELLOW OR RED)
Done: (WHAT HAPPENED TODAY, WITH TIMES FOR CALLS)
Waiting on: (WHO, WHAT, SINCE WHEN)
Next: (ACTION) by (DATE), owner (NAME OR ROLE)
Risk: (NONE, or one line)

Status codes: NEW, TITLE-OPEN, EMD-PENDING, SEARCH, CURATIVE, MARKETING, BUYER-LOCKED, CTC, SS-REVIEW, SIGNING, FUNDING, POST, CLOSED, HOLD, CANCEL-PENDING, DEAD. Flags and dead reason codes are on the Tracker and CRM Standards page.

For any important call (seller worries, cancellation talk, price questions), add the speaker's key words in quotation marks.

2026-10-20 · Status: SEARCH · Heat: Green
Done: Called title closer 11:05 a.m. CT. Commitment expected 10/22. Seller returned the seller information sheet and payoff authorization 10/19.
Waiting on: Title commitment and municipal lien search (ordered 10/14).
Next: Read commitment the day it arrives and send title summary to client by 10/22, owner TC.
Risk: None.

SET / (APPOINTMENT DAY AND DATE) (APPOINTMENT TIME) (TIME ZONE) / (IN-HOME OR VIRTUAL) / (PROPERTY ADDRESS)
Owners: (NAMES), attending: (WHO). Owned (YEARS) yrs. (PROPERTY TYPE).
Utility: (UTILITY NAME). Avg bill about (AMOUNT), summer about (AMOUNT).
Roof: about (YEARS) yrs, (MATERIAL), (ORIENTATION), shade (LEVEL).
HOA: (STATUS). Credit: (BAND OR NOT ASKED).
Motivation: (THEIR WORDS). Concerns: (THEIR WORDS).
Source: (LEAD SOURCE) (LEAD DATE). Consent on file: (YES OR NO). Recording notice: (YES OR NO).
Next: (NEXT STEP AND DATE). (YOUR NAME)

NA. Attempt (NUMBER) of the day. VM: (YES OR NO). Text: (YES OR NO).
CB (DATE) (TIME) (TIME ZONE). Reason: (WHY). Spoke with: (NAME).
NI. Reason given: (THEIR WORDS). Two attempts made: (YES OR NO).
DQ-(REASON). Detail: (FACT).
NUR-(REASON). Detail: (FACT). Next touch: (DATE).
DNC. Requested on (CALL OR TEXT) at (TIME). Removed and confirmed to homeowner.

DQ reasons: RENTER, BILL, HOA, FIN, SOLAR, PROPERTY, AREA, SHADE, MOVING, OTHER. NUR reasons: BUYING, BILL, ROOF, DM, RESEARCH, TIMING. Appointment outcomes: CONF, RESCH, CXL, NS, SAT, SAT-INC.

Times are in the customer's local time unless your client says otherwise.

(DATE) (TIME) local · (YOUR NAME) · Channel: (INBOUND CALL, OUTBOUND CALL, TEXT OR WEB)
Reason: (PROBLEM IN THE CUSTOMER'S WORDS, WHICH UNIT, SINCE WHEN)
Safety screen: (CLEAR, or WHAT WAS FOUND AND WHAT YOU DID), (VULNERABLE OCCUPANT IF ANY), (INSIDE AND OUTSIDE TEMPERATURE IF RELEVANT)
Equipment: (SYSTEM TYPE, BRAND IF KNOWN, AGE AS THE CUSTOMER ESTIMATES)
Outcome: Booked (DAY) (ARRIVAL WINDOW), tech (TECH NAME), priority (P1, P2, P3 OR P4). Diagnostic fee (FEE) disclosed and accepted: (YES OR NO)
Member: (YES OR NO). Maintenance plan mentioned: (RESPONSE)
Access: (GATE CODE, PETS, WHO WILL BE HOME)
Lead source: (SOURCE)
Next step: (CONFIRMATION TEXT, ON-THE-WAY TEXT, OR OTHER)

Every call that does not book gets a reason code and a next date. Codes: NL-Existing, NL-Vendor, NL-Job, NL-Spam, NL-Short, NL-Internal (not a lead), and UB-Fee, UB-PhonePrice, UB-Timing, UB-Area, UB-Service, UB-Shopping, UB-Renter, UB-Fixed, UB-DIY, UB-Callback, UB-Other (lead, not booked).

(DATE) (TIME) local · (YOUR NAME) · Channel: (CHANNEL)
Reason for call: (THEIR WORDS)
Code: (NL OR UB CODE)
Their words on why not booked: "(THEIR WORDS)"
Offered: (WHAT YOU OFFERED, e.g. other slots, membership, cancellation list)
Next step: (FOLLOW-UP ACTION) on (DATE AND TIME), or none for NL codes

Add these lines to the booking note for storm and insurance leads.

Storm date and damage described: (DATE), (WHAT THE HOMEOWNER SAW)
Insurance claim filed: (YES, NO OR NOT SURE)
Deductible responsibility explained: (YES)
Decision makers at inspection: (NAMES)

Write numbers the way the merchant said them, and mark self-reported facts as self-reported.

QUAL · (DATE TIME) · (YOUR NAME)
Product path: (PRODUCT) · Reason: (ONE LINE)
Use of funds (their words): (TEXT) · Amount requested: (AMOUNT) · Timing: (TIMING)
Legal name: (NAME) · DBA: (DBA) · State: (STATE) · Industry: (INDUSTRY) · Start date: (DATE)
Deposits, self-reported: (AS SAID) · Positions, self-reported: (COUNT, AMOUNTS, FREQUENCY)
Credit band, self-reported: (BAND) · Bankruptcy, liens, judgments: (ANSWER) · Owners 20%+: (NAMES AND PERCENT)
Consent: call (Y/N), text (Y/N), email (Y/N) · App link sent via: (CHANNEL)
Flags: (ANY OR NONE)
Next: (ACTION) by (DATE TIME) · Owner: (TEAMMATE)

DOCS REQUEST · (DATE TIME) · (YOUR NAME) · Channel: (CALL, EMAIL, TEXT)
Requested: (EXACT LIST)
Already received: (LIST OR NONE)
Merchant's promised time: (DATE TIME)
Next: check uploads at (DATE TIME), start missing-document sequence if needed

DOCS FOLLOW-UP · Touch (NUMBER) · (DATE TIME) · (YOUR NAME)
Channel: (CHANNEL) · Result: (REACHED, VOICEMAIL, NO ANSWER, REPLIED)
Still missing: (LIST)
Merchant said: (THEIR WORDS, IF REACHED)
Next: Touch (NUMBER) at (DATE TIME), or (PAUSED, CLOSED, OPTED OUT)

Set the file to "Docs Pending" with a task at the promised time.

The match request, stip log and offer handoff come from the Submission Handoff Note in the Script Library.

MATCH REQUEST · (LEGAL NAME) · (DATE) · (YOUR NAME)
Product path: (PRODUCT) · Requested: (AMOUNT) · Use: (USE OF FUNDS)
State: (STATE) · Industry: (INDUSTRY) · Time in business: (TIB) · Credit band, self-reported: (BAND)
Revenue: (LINE 1 OF SCRUB SUMMARY)
Cushion and stress: (LINE 2)
Positions and burden: (LINE 3)
Gaps between merchant answers and statements: (LIST OR NONE)
Flags: (LIST OR NONE)
Suggested funders from the matrix: (LIST, WITH ONE-LINE REASON EACH)
Package: complete · Authorization to share: on file

STIP · (LEGAL NAME) · From: (FUNDER, INTERNAL ONLY) · Received: (DATE TIME)
Requested: (EXACT ITEM)
Requested from merchant: (DATE TIME, CHANNEL)
Due back to funder: (DATE TIME)
Status: (OPEN, RECEIVED, SENT)

OFFER RECEIVED · (LEGAL NAME) · (DATE TIME)
From: (FUNDER, INTERNAL ONLY)
Amount: (AMOUNT) · Total repayment: (AMOUNT) · Term: (TERM)
Payment: (AMOUNT) (DAILY OR WEEKLY)
Conditions: (LIST)
Expires: (IF STATED BY FUNDER)
State disclosure required: (YES OR NO, PER FUNDER)
Handed to: (CLOSER OR FOUNDER NAME) at (TIME)

File statuses after submission: Submitted, Stips, Offer Out, Declined (with reason code and re-check date), Funded (with date, net funding and payoffs, and renewal and check-in tasks). CRM notes show only the last 4 digits of any Social Security or account number.

Record every change on an order with the time. Use the tracker status names: New, Accepted, Dispatched, In field, Photos received, QC hold, QC passed, Submitted, Rejected, Approved, Invoiced, Paid, Short paid.

(DATE) (TIME AND ZONE) · Order (ORDER NUMBER) · Status: (STATUS)
Property: (PROPERTY ADDRESS) · Client: (CLIENT NAME) · Due: (DUE DATE)
Tasks: (ORDERED TASKS)
What happened: (FACTS: CREW UPDATE, ACCESS PROBLEM, QC RESULT, CLIENT MESSAGE)
Photos: (RECEIVED, MISSING ITEMS, OR QC PASSED)
Bids: (NONE, or ITEM, AMOUNT, STATUS)
Client contact: (WHO, WHAT WAS ASKED OR ANSWERED, TIME)
Next: (ACTION) by (OWNER) on (DATE, TIME AND ZONE)

Oct 20, 2026 2:15 AM ET · Order (ORDER NUMBER) · Status: QC hold
Property: (PROPERTY ADDRESS) · Client: (CLIENT NAME) · Due: Oct 20
Tasks: Grass re-cut, debris removal 6 cubic yards
What happened: Crew uploaded 48 photos 1:50 AM ET. Debris after photos missing the rear yard. No yardstick in 3 before photos.
Photos: Missing rear yard after photos; yardstick missing in 3 before photos
Bids: None
Client contact: None yet
Next: Crew to return for rear yard after photos by Oct 20, 11:00 AM ET, owner Processor; extension request if not received by 9:00 AM ET