How to Create the Perfect File in Paperless Pipeline

There are a few major points to keep in mind when creating a clean and complete file in Paperless Pipeline.

The title of each of your files should follow this format: last name in caps, colon, colon, full address, comma, first name. Here’s an example: DILLS :: 10302 108th Ave N, Maple Grove, MN 55369, Amy.
If your file is for a buyer who hasn’t found a house yet but you have them under contract as a buyer, you can title your file as such: DILLS :: no house yet, Amy.
When you do find your buyer a house, the file title will need to be updated. Email our transaction coordinator via Paperless Pipeline and they will update it for you.
All communication related to Paperless Pipeline must be done through Paperless Pipeline in order to keep a complete record. This includes needing a new listing input or changing the status of a current listing.
All signed contracts must be uploaded within three business days.
Upload your full purchase contract as one document. Do not separate each individual document (arbitration, the purchase agreement, signed seller’s disclosures, etc.). Upload all executed or completed documents.
If your coversheet isn’t complete with all required information, the transaction coordinator will notify you. You must complete it and re-upload it. The coversheet is a great tool to complete right away and send with your purchase agreement to title as it contains all of the information they need.
Always double check your contracts when creating them to make sure all dates upload where they are required. It’s easy to miss a date, especially on documents like arbitration or lead based paint addendums.
When uploading proof of earnest money, a copy of a check with blacked-out bank numbers, a receipt from a broker, or the Trustfunds history will serve as adequate proof. The Trustfunds must say it has settled before you upload otherwise the transaction coordinator will ask you to re-upload once it has settled. This could take a week to actually settle.
Paperless Pipeline has helpful checklists for buyer, listing, buyer-under-contract and post-listing to help you through your transaction. The buyer and listing checklists are required for each transaction and the transaction coordinator will check those off as they go through your file. The buyer-under-contract and post-listing are checklists that are available to help remind you what needs to happen once you are actually under contract.
When you have a listing coming up, start your Paperless Pipeline file and email the transaction coordinator via Paperless Pipeline to let them know that it is coming and when. This allows them time to plan when they will input the MLS.
In order to input a listing into the MLS, the transaction coordinator will need the listing contract, MLS Input and Coming Soon form (if you are putting it on as Coming Soon). The Coming Soon form needs to be uploaded into the MLS when the transaction coordinator inputs the listing so plan on uploading it as a single, separate document.
Once the listing is active, you will be able to upload any photos and supplements you would like to make available such as sellers disclosures, lead based paint, TISH, etc. If you would prefer to have the transaction coordinator do this for you before your listing becomes active, let them know.
The transaction coordinator will review all contracts uploaded into Paperless Pipeline to ensure you aren’t missing anything. If a change is required, they will email you via Paperless Pipeline to let you know. If that change affects the terms of the contract in any way, such as adding in the earnest money amount, you will need to get it initialed by all parties to the transaction. If the change does not have any effect on the terms, such as adding in a final acceptance date, you may simply add it without initials.
Your file must be complete in order for you to receive your commission payment after you close so be sure to respond immediately to the transaction coordinator if they contact you about an incomplete file.