Nothing expires behind your back.
A listing agreement has a type, a term and a fee. RealtOS tracks the whole lifecycle and warns you with real runway before it lapses, so you stop handing inventory to the competitor who was simply watching the calendar.
- Expiry alerts with runway
- Exclusivity and fee on record
- Linked to property and deal
- expires in 11 days
Colonial, Highland Park
MND-2026-014 · Exclusive
- 47 days left
2-bd condo, Riverside
MND-2026-021 · Open
- 89 days left
Retail unit, Midtown
MND-2026-009 · Exclusive
The listing you lost was never really lost. It lapsed.
A listing agreement, the mandate that gives you the right to sell a property, is the thing that turns a conversation with a seller into inventory you can actually trade. In the US it is usually called a listing agreement; most of the world calls it a mandate, and we use the two words to mean the same thing. It has a type, a term and a fee. And in most agencies, those three facts are not written down anywhere a system can see them.
So the term runs out quietly. Nobody gets an alert, because there is no alert. One day the seller mentions they have signed with the agency down the road, and you realize the exclusive you worked for three months expired two weeks ago while everyone was busy. You did not lose that listing to a better pitch. You lost it to a date nobody was watching.
The fee is just as exposed. Whether a particular listing is at 2.5% or a flat fee, whether it is exclusive or open, whether there was a special arrangement with this seller, all of it tends to live in one person's memory. When that person is on holiday, or leaves, the agency is negotiating against its own files.
The problem
Agreements expire silently and their terms live in someone's head, so inventory slips to competitors and nobody can say with confidence what fee a given listing carries.
With RealtOS
RealtOS records the type, term and fee of every agreement, tracks it through its whole lifecycle, and warns you with real runway before it lapses.
The whole lifecycle, in one place
A listing agreement is not a single moment, it is a timeline, and RealtOS holds the whole of it rather than just the signature at the start.
Signed
The agreement is captured with its type, start date, term length and fee. The clock starts the moment it exists in the system, not when someone remembers to log it.
Active
The property is live and sellable under this agreement. You can see at a glance which of your stock you actually hold the right to sell and on what terms.
Expiring
The term enters its warning window. This is the stage most agencies never see, and it is the one that costs them listings.
Renewed or closed
The agreement is either extended on fresh terms or carried through to a completed sale. Either way the history stays, so you can see every term this property has ever been under.
Because the agreement is an object in its own right, not a note stapled to a contact, you can answer questions a pile of PDFs never could: which exclusives are up for renewal this month, which sellers are on open agreements you could convert to exclusive, which fees are below your floor.
Expiry alerts with real runway
The single most valuable thing mandate tracking does is also the simplest: it tells you an agreement is about to end while you still have time to do something about it.
An expiring agreement does not wait for you to go looking. It surfaces on Today and in next actions as a concrete task, with the days of runway attached, so the agent sees "expires in 11 days" and not a silence. That runway is the whole point. Eleven days is enough to call the seller, show them the activity, and re-sign. Zero days, which is what a silent calendar gives you, is enough for nothing.
Listings are rarely lost to a better agent. They are lost to a date nobody put in front of anybody.
You set how far ahead the warning fires, because a busy urban agency and a rural one selling second homes have very different ideas of how much notice they need. The warning window is a setting, not a fixed behavior.
Exclusivity and fees, at a glance
Two facts about a listing drive almost every decision you make about it: do you hold it exclusively, and what does it pay. RealtOS keeps both on the record and in view, not in a head or a drawer.
- Type is explicit on every agreement. Exclusive or open, you can see it on the listing and filter your whole book by it.
- Fee is stored as a real number or rate, in USD, so the expected commission on a listing is knowable before the deal, not reconstructed after it.
- Terms that differ from your standard are captured against the specific agreement, so a one-off arrangement with a particular seller does not become folklore.
This feeds straight into your pipeline value. When every active agreement carries its fee, your reports and commissions can show a real expected fee pipeline instead of a rough guess, and an agency of any size can finally forecast what its current inventory is actually worth.
One continuous thread, from agreement to closing
A mandate in RealtOS is not an island. It is linked to the property it covers and to the deal that comes out of it, so the story of a listing runs unbroken from the day you signed the seller to the day it closes.
Open the property and you see its agreement. Open the agreement and you see the property, its matched buyers, the showings, and the deal in progress. When the sale completes, the fee on the agreement is the fee that flows into the commission, with no re-keying and no reconciling two numbers that drifted apart.
No seams to fall through
Generic CRMs have no idea what a listing agreement is
This is another place a general sales CRM simply has no answer. A listing agreement is a real-estate object: a term, a type, a fee, an expiry, a property it is attached to. None of those exist in a tool built to track B2B sales opportunities.
| RealtOS | Generic sales CRM | |
|---|---|---|
| Has a concept of a listing agreement | ||
| Tracks exclusive vs open | ||
| Warns before the term expires | ||
| Links the agreement to a property and a deal | ||
| Stores the fee for commission forecasting | A custom field, maybe |
You can approximate some of this by adding custom fields and reminders to a generic tool, but you are rebuilding a real-estate concept out of spare parts, and the reminders still depend on someone setting each one by hand. A spreadsheet is no better: it can hold a date, but it cannot watch it. RealtOS treats the agreement as what it is, a core object with a lifecycle, because that is the only way the expiry ever gets caught.
A clean record, when you need to prove it
Agreements are not just operational, they are the paper trail your agency stands on. Keeping them structured pays off the day someone asks a hard question.
- No more hunting through email for which version of the agreement the seller actually signed.
- No more disputes about what fee was agreed, with nothing but memory on each side.
- No more uncertainty about whether you held a property exclusively at a given date.
When every agreement has a recorded type, term and fee, and a history of renewals, you can show exactly what was in force and when. That protects the agency in a dispute and makes handovers between agents clean, because the facts do not leave with the person.
What it changes
When agreements are tracked instead of remembered, the listings you worked hard to win stop leaking out the back door, and this holds whether you carry ten agreements or a thousand across branches.
Zero
Agreements that lapse because a date slipped past unnoticed
On record
Every type and fee knowable without asking the one person who remembers
Forecastable
A real expected fee pipeline from your live inventory, in USD
The agreement stops being a filed-and-forgotten PDF and becomes a living part of the pipeline that pays attention so you do not have to. See how it feeds commissions, or how a listing carries its agreement on the properties page.
See which of your agreements are quietly about to lapse.
Open the live demo to watch the expiry warnings fire on sample agreements, or book a 15-minute walkthrough on your own book of listings.