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How a Structured Buyer’s Agency Agreement Workflow Can Boost Your Business

Streamline compliance, improve client trust, and enhance team efficiency with automated workflows.

 

Why This Feature Matters

Creating a structured Buyer’s Agency Agreement (BAA) workflow addresses key challenges for real estate professionals:

  • Legal Compliance: Meet new NAR regulations and reduce liability.
  • Improved Visibility: Track signed versus unsigned agreements with ease.
  • Workflow Efficiency: Automate outreach and documentation steps.
  • Client Trust: Build transparency around services and compensation.
  • Team Insights: Discover sales training needs based on lead behavior.
  • Consistency: Ensure that every lead follows the same process, reducing gaps.

Step-by-Step Instructions

1. Create Lead Tags

  • Navigate to Leads → Lead Tags

  • Click + Add Lead Tag

  • Create two tags:

    • "BA Signed" (color: green)

    • "BA NOT Signed" (color: red)

     

2. Set Up Smart Filters

  • Go to Leads → Lead Dashboard

  • Click Advanced Search

  • Create Smart Filters for:

    • Leads with BA Signed

    • Leads with BA NOT Signed

    • Leads signed in the last 30 days (use date filters)

     

  • Save filters for easy access and compliance tracking

 

3. Create Action Plans

  • Navigate to Leads → Action Plans

For Signed Agreements (Traditional Plan):

  • Create a Traditional Action Plan

  • Include tasks like:

    • Upload agreement document

    • Update E-Alerts

    • Send vendor intro or welcome message

     

For Unsigned Agreements (Fully Automated Plan):

  • Create a Fully Automated Action Plan

  • Include:

    • Nurture email sequence

    • Text reminders

    • Voicemail follow-ups

     

4. Implement Automations

  • Go to Settings (Gear Icon) → Automations

  • Trigger Action Plans based on tag changes:

    • BA NOT Signed triggers nurturing sequence

    • BA Signed triggers signed client sequence

     

  • Include automation to log a note with key agreement details

 

5. Use Notes for Team Communication

  • Standardize agreement detail entry in Notes:

    • Commission %

    • Agreement Duration

    • Client Stipulations

     

  • Train your team to favorite and reuse this note template

  • Use notes to improve handoff clarity and visibility

Best Practices

  • Use consistent naming conventions for tags and Smart Filters

  • Review workflows monthly for compliance with evolving regulations

  • Personalize action plans while maintaining regulatory alignment

  • Regularly clean up and audit lead data

  • Notify your team of any workflow or legal changes

Troubleshooting Common Issues

  • Automation didn’t trigger? Ensure the correct tag is applied.

  • Duplicate tags or filters? Standardize naming across your team.

  • Notes missing? Confirm team is trained to log and favorite templates properly.

FAQs

  • Can I automate the tag assignment for signed agreements?
    • Yes, via action plans or manual assignment by your team after the agreement is completed.
  • Do I need two separate action plans?
    • Yes—one for signed leads (manual steps), and another for unsigned (automated follow-up).
  • Is this required under NAR policy?
    • While implementation is not mandated by Sierra, tracking signed agreements helps maintain compliance with new NAR regulations on buyer representation.