Real estate deal file and bank financing: from reservation to transfer

Why time is lost between reservation and transfer

Between a customer agreeing on a property and the transfer there are days or weeks of paperwork, valuation, financing and follow-ups. These steps usually scatter across chats, email and files on individual laptops, so the manager cannot tell where a deal stands or who is waiting for whom. When the responsible agent is away, the picture goes with them.

The deal file gathers those steps in one place per purchase and makes bank financing part of the same file, instead of a bundle of documents sent over WhatsApp.

What a deal file holds

• One active file per purchase, so a customer and property are not duplicated.
• The current stage, the file holder and the responsible agent.
• A saved snapshot of the property (location, areas, deed, agreed price, valuation and parties), so what was agreed survives a later change to the listing.
• The documents tied to the deal, with permissions that hide files outside an agent's scope.
• Expected dates for approval, valuation, transfer and handover, with a history of changes.
• Optional stage updates to the customer on WhatsApp, under office policy and with an approved template.

Stages and stuck-file alerts

The file moves through stages the whole team can see. Each stage has a holder and a responsible agent, and a stage change on your side does not mean the other party has finished.

When a file sits too long in one stage, with one holder, or waiting on financing, the system alerts the responsible person inside the app. These stuck-file alerts help a manager ask why a file stopped before the customer asks.

The financing package, step by step

1. The agent selects the documents needed for financing from the deal file.
2. The system builds a versioned financing package and a PDF with the customer and property data and document fingerprints.
3. The agent picks one or more banks and a named officer at each.
4. The customer gives documented consent specific to the bank, the officer, the version and the purpose, and can withdraw it.
5. The named officer opens the package through a time-limited link, with an access log.
6. The bank records its review, an information request, a decline, an approval or an offer in the file.

Customer consent, bank by bank

Sending a customer's documents to a bank needs specific consent. In EvaCore the consent is documented and tied to the bank, the officer, the package version and the purpose; it is not reused for other banks. If an office sends the package to three banks, each bank has its own consent. The customer can withdraw it, and access stops.

This reduces the risk of sensitive papers moving through unstructured messages and leaves a trail you can check. For data protection see the security page.

The free bank officer portal

• The portal is free for the bank officer; the bank pays nothing to use it.
• An officer sees only the files sent to their own bank.
• Access is by a time-limited link for the named officer, and the office can see the access log.
• The officer records the response in the file, instead of answering in a side chat.

What is available on request

What is not an approval

The deal file and the financing package organise papers, consent and responses. They do not decide who gets financing. The credit decision is always the bank's, and an affordability estimate is an estimate, not an acceptance. EvaCore does not execute signing or disbursement; an authorised person records them where that option is enabled on request.

For a first screening before a full file, see financing pre-check. Developers can read about the developer sales platform, and the wider picture is in the real estate CRM page.