Skip to main content
Built for Transaction Coordinators

Stop Chasing Agents
For Deal Details.

Each outside agent gets one reusable submission link. New BBAs, listings, and transactions land in your pipeline with the property and contact already created — less chasing addresses, less retyping buyer names on email.

Start FreeSee Pricing
No credit card required Free forever plan Setup in 5 minutes
Capabilities

Built for transaction coordinators, not adapted from a generic intake form

Every capability in PREP's Deal Intake was designed around how TCs actually onboard new deals — one link per agent, one form, every BBA and listing.

One link per agent, tied to their email

Add an agent once. They bookmark the link. Every new deal goes through the same URL. The link only accepts submissions tied to that agent's email — forwarded links are blocked.

New deal lands fully formed

PREP creates the property, finds or creates the contact, and builds the BBA, listing, or transaction. You step into the pipeline, not into data entry.

In-app and email notifications

A new submission pings you in PREP and in your inbox. Reply during showings, action it after — your call. Quiet hours respected.

Onboard agents in under a minute

Type the agent's email. They get the link. They're submitting deals before lunch — no training session, no onboarding doc, no support ticket.

Clear errors at the deal limit

If a submission would exceed your subscription's deal limit, the agent sees a clear error message and you get notified — no silent drops, no mystery 403s.

Mobile-first form for the field

Agents fill it from a job site, an open house, or the car. Buttons sized for thumbs. Fields don't auto-zoom on iPhones. Labels and dropdowns work with screen readers.

How It Works

Three steps. Then your inbox stops being a TC backlog.

Set each agent up once. Every new deal flows through the same link.

1

Onboard the agent in under a minute

Type their email. PREP creates a per-recipient submission link tied to that address and auto-emails it. They bookmark the link once and reuse it for every future deal.

2

They submit a deal from anywhere

Property, contact, agreement type, target close. Mobile-first form so it works from the car, the open house, or the closing table. Same link, every time.

3

It lands in your pipeline, ready to work

Property record created. Contact created (or matched to existing). BBA / listing / transaction built and dropped into the right pipeline column. In-app and email notifications. You step in at the action layer.

Why PREP

Why TCs pick this over what they already use

You probably already manage intake through email, a Google Form, or your brokerage's portal. Here's what changes when intake is wired into the pipeline.

vs. Email back-and-forth

The problem

Three to five round trips before you can create the file: address, lender, full buyer name, agreement type, target close. Threads scattered across Gmail, half on your phone, half on the laptop.

PREP's approach

The form takes everything in one submission. Property record, contact, and BBA / listing / transaction created in your pipeline before you reply. The agent fills the form once; you action the deal, not the data entry.

vs. A shared Google Form

The problem

One form, no per-agent attribution. Anyone with the link can submit. No tier-aware error handling. Submissions land in a spreadsheet, not your pipeline. Forwarded links open you to fakes.

PREP's approach

Per-recipient link tied to the agent's email. Forwarded submissions are blocked at the form. Auto-creates the property, the contact, and the entity. Tier-aware errors so agents see a clear message instead of a silent drop.

vs. Brokerage intake portals

The problem

Brokerage system, not yours. You can't customize fields. Works only for agents inside the brokerage. Outside agents (referrals, dual-rep, brokerage partners) have to email it in like always.

PREP's approach

Your TC account, your form template, your pipeline. Outside agents get the same per-recipient link experience as in-house agents. Referrals and dual-rep deals land in the same kanban as the rest.

Stop chasing agents. Start working deals.

Add your first agent, send the link. The next deal lands in your pipeline pre-built — property, contact, and the BBA, ready to action.

Start Free
Free forever plan · No credit card required · Setup in 5 minutes
Example Scenario

Tuesday morning, a new deal arrives

Illustrative scenario. Names and timing are not from real customers.

Mon PM
Tue 9:14
+ 2 sec
Tue 9:30
Tue 9:31
Monday afternoon. You finish onboarding Maria, a buyer's agent who's sent you four BBAs over the past year. You generate her per-recipient submission link in PREP, copy it into a brief email: "Maria, bookmark this. Anytime you have a new deal — BBA, listing, or transaction — drop the details here and they'll land in my pipeline ready to action." Maria replies with a thumbs-up emoji.

The change:No email back-and-forth. No copying the property address into your CRM. No retyping the buyer's name. Maria's habit is the same one she already has (bookmark, fill, send), and your pipeline starts every deal pre-populated.

Step 1 of 5 — tap a number above to switch

Honest Fit

Who Deal Intake is for — and who it isn't

We'd rather you skip a tool that doesn't fit your operation than feel burned a month in.

It fits if you…

  • Transaction coordinators handling deals from multiple outside agents
  • Solo agents who occasionally receive a referral from an outside agent
  • Brokerage admins centralizing intake from a roster of agents
  • TCs who currently chase agents for property addresses and contact info
  • Anyone whose intake currently lives in email threads or shared spreadsheets

Skip it if you…

  • Pure listing agents with no inbound from other agents — there are no submissions to receive
  • Brokerages requiring a brokerage-controlled intake portal — use it as a personal supplement
  • TCs working a single agent only — direct CRM entry is faster than a portal at that scale
  • Anyone needing OAuth or password-protected forms — the current model is per-recipient email-tied without OTP
Real Objections

The questions a TC asks before changing how intake works

You've been doing intake one way for years. Here's what changes — and what doesn't.

Concern

“I already use email and shared docs. What does this actually replace?”

It replaces the back-and-forth. Today: agent emails you the address, you email back asking for the lender, agent emails the lender's contact, you ask for the buyer's full name, agent finds it on the contract and forwards. Three to five round trips before you can even create the file. With a submission link, the agent fills the form once with everything you need, and the property, contact, and BBA show up in your pipeline ready to action. No back-and-forth, no transcribing email threads.

Concern

“I work with twenty agents. Won't tracking twenty links be a nightmare?”

Each agent has one reusable link tied to their email. They bookmark it once. Every submission auto-attributes to them — you don't track anything. Your view is the inbound pipeline; their view is the bookmark in their browser. The system holds the index, you don't.

Concern

“What if an agent forwards the link to someone else and that person submits a deal? How do I know the deal is real?”

The link is per-recipient. If a forwarded submission lands, the new agent's email won't match the link's authorized recipient and the form won't accept it without first re-authorizing the new email. Submissions are not anonymous — each one is tied to the recipient identity on file.

Concern

“Will agents actually use this, or will they just keep emailing me?”

Habit change is real. The cleanest path is: send the link with a brief 'please use this for the next deal' note, then for two weeks, when you receive an email-style submission, reply with the link instead of accepting the email submission. Two weeks of consistent gating shifts behavior. After that, agents prefer it because the form is faster than typing the same fields into an email by hand.

Concern

“What happens if an agent submits something incomplete, like a property address but no buyer name?”

The form requires the fields you mark required (the defaults are property address, agent name, agreement type — buyer name is optional because new BBAs sometimes happen pre-buyer-identification). For optional fields, the entity is created with what was provided and you fill the gaps in the panel. The system never blocks a partial-but-valid submission.

Concern

“Can I customize the form for different agents or different deal types?”

Today: one form template per TC account, applied to all submission links. Per-recipient form variants are not yet supported. The template covers the union of fields needed for BBAs, listings, and transactions, with the deal type chosen by the agent at submission time.

FAQ

Questions TCs actually ask

How does a transaction coordinator receive new deals from agents?
In PREP, each agent gets one unique submission link tied to your TC account. They reuse it for every new deal. The link routes the submission directly into your pipeline — property and contact are created automatically.
Do I need a separate form for each new deal?
No. The link is per-agent, not per-deal. Once an agent has their link, they submit every BBA, listing, and transaction through the same URL.
What happens when an agent submits a new deal?
PREP creates the property record, the contact (or matches an existing one), and the entity (Buyer Broker Agreement, listing, or transaction). You get an in-app notification and an email. The deal appears in your pipeline ready to action.
Can the agent submit a deal from their phone?
Yes. The submission form is mobile-first — touch targets are sized correctly, no auto-zoom, fully accessible. Agents submit from job sites and open houses.
What if I'm at my subscription's deal limit when an agent submits?
The agent sees a clear error message — not a generic 403. You get notified that a submission was blocked by tier limits, with the deal type and agent identified so you can decide whether to upgrade.
Can I revoke an agent's link?
Yes. Removing the agent invalidates their link instantly. They'll get a clean error and you can reissue if needed.
Is this OTP-protected?
No — the per-recipient link is the authentication model. Each link is unique and tied to one agent's email. If you remove the agent, the link stops working.
Still have questions? Contact us →
Explore More

See what else PREP can do

CRM & Contact Management

Organize contacts by category — leads, clients, professionals, and vendors.

Learn more

Transaction Pipeline

Track deals from contract to close with stage-based workflows.

Learn more

Smart Checklists

Automate recurring tasks with templates that trigger at the right time.

Learn more

Team Collaboration

Share workspaces, delegate tasks, and collaborate on deals.

Learn more

Lead Capture Forms

Public forms for open houses, newsletter footers, and link-in-bio. Leads route straight to your CRM.

Learn more

Smart Contact Import

CSV and Excel import with auto-detection for FUB, kvCORE, Top Producer, Wise Agent, BoomTown, and Google Contacts.

Learn more
Get Started

Manage your deals
in one place.

Free forever plan. No credit card required. Set up your first transaction in under five minutes.

Start Free ForeverTalk to Sales
Data encrypted at rest and in transit Built on Vercel + Supabase Free forever plan
TC Deal Intake — Real Estate Transaction Coordinator Software | PREP