Tracker and CRM Standards

Why standards matter

You will be sick one day. You will go on leave. A new client will audit a file from three months ago. In every one of those moments, the only thing that matters is what is written down and where it is stored. A file that follows these standards can be run by any Narqix TC. A file that does not is a risk to the client.

Every client uses a CRM, a tracker (often a shared spreadsheet or a board inside the CRM) and a shared drive. Your client's setup may name things differently. Map these standards onto it, and agree any differences with your team lead in writing.

Folder structure

One folder per property in the shared drive:

(PROPERTY ADDRESS) - (CITY) (STATE)
  01 Contract and Addenda
  02 Disclosures
  03 Title and Lien Searches
  04 Deposits and Receipts
  05 Buyer and Assignment
  06 Inspections and Photos
  07 Settlement Statements
  08 Closing Package
  09 Correspondence Exports

File naming

Pattern: date of the document, then document type, then short address, then version or status.

YYYY-MM-DD_DocType_StreetNumber-StreetName_Status.pdf

Rules: no spaces, no special characters except hyphens and underscores, number addenda in order (01, 02, 03), and use EXECUTED only when every party has signed.

Approved document type words: PSA, Addendum, Counter-Seller, Counter-Buyer, Extension, Cancellation, Release, Assignment, BtoC-Contract, JV-Agreement, Disclosure, EMD-Receipt, Title-Commitment, Lien-Search, Payoff, Inspection, Appraisal, SS-Prelim, SS-Final, Closing-Package, Deed-Recorded, Entity-Docs, POA, Estate-Docs, Trust-Docs.

Status codes

Every active file has exactly one status: the stage that is blocking closing right now.

Flags

Flags show background items that run alongside the status. A file can carry several.

Heat

Dead reason codes

Tracker columns

The tracker is the one-line view of every file. Required columns:

CRM note format

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

(DATE) · Status: (CODE) · Heat: (Green/Yellow/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)

Good and bad notes

2026-10-14 · Status: CURATIVE · Heat: Yellow
Done: Called closer 10:20 a.m. ET. Water lien 312.00 confirmed, will be paid at closing. Death certificate still outstanding.
Waiting on: Seller to order certified death certificate from county (requested 10/10).
Next: Call seller 10/15 to confirm order placed, owner TC.
Risk: If not ordered by 10/17, closing on 10/28 at risk. Client informed.

Call notes

For any important call (seller worries, cancellation talk, price questions), add the speaker's key words in quotation marks. Exact words matter if there is ever a dispute.

Escalation message format

Use this every time you escalate, in the client's team channel or by email.

ESCALATION (RED or YELLOW): (PROPERTY ADDRESS)
What happened: (one or two sentences, facts only)
When: (date and time, with time zone)
Risk: (deposit / fee / closing date / legal / other)
Options: (1) ... (2) ... (3) ...
My recommendation: (one option and why)
Decision needed by: (date and time)

End of shift summary

TC SHIFT SUMMARY: (DATE)
Closings next 3 business days: (address, date, status)
Red files: (address, one line)
Yellow files: (address, one line)
Wins today: (deposits received, buyers locked, items cleared, closings funded)
Tomorrow's first actions: (top 3)

Weekly pipeline report

Sent every week on the client's chosen day, to the client and team lead. It shows the whole pipeline on one page.

Template

Header

TC weekly pipeline report for (CLIENT NAME), week ending (WEEK END DATE), prepared by (YOUR NAME).

1. Headline numbers

2. Closing in the next 14 days

3. Red and Yellow files

4. Rest of the pipeline

5. Closed and dead this week

6. Lessons and process suggestions

Two or three bullets. Example: "Two files this month waited 4 days for death certificates. Suggest acquisitions asks about deceased owners on the first call."

Check yourself

1. Name the document "first addendum, fully signed" for a property at 1450 Maple Ave dated 6 October 2026.
2. What is the difference between a status and a flag?
3. Rewrite this note in the Narqix format: "Talked to seller, all good."
4. What are the seven lines of an escalation message?
5. Which section of the weekly report should come first, and why?

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