rei-due-diligence-tracker

REI Due Diligence Tracker

Disclaimer: Contingency deadlines in real estate contracts are legally binding. Missing a deadline may result in loss of earnest money, inability to exit the contract, or legal liability. Always confirm deadlines directly from your executed Purchase and Sale Agreement. This tool is a tracking aid — it does not replace a licensed attorney's review of your contract terms.

Overview

Turns a signed contract into a live deadline calendar. Accepts contract close date and contingency periods → calculates all key dates → saves to cloud brain → reports status with traffic-light urgency on every run. Reads across all active transactions when the user asks "what's due this week" or "give me my transaction dashboard."

When This Skill Applies

• User says "we're under contract" or "offer accepted"
• User wants to set up contract-to-close tracking for a property
• User asks "what's due this week?" or "any deadlines coming up?"
• User wants to mark a contingency complete or waived
• User needs a transaction status dashboard across all active deals
• User says "add a new deal to track" or "show my open transactions"
• Prompted by rei-offer-generator after a seller accepts an LOI

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Pre-Flight — Load Active Transactions

1. Use mcp__cloud-brain__search_notes with query due diligence tracker to find all active transaction files.
2. If user asks for status/dashboard: Load all open transactions, build summary table, flag any RED deadlines (≤3 days).
3. If user is adding a new deal: Gather inputs below, build the deadline calendar, save new file.
4. Investor preferences: Use mcp__cloud-brain__search_notes with query REI preferences to load investor name (for file headers).

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How It Works

Step 0: Intake — New Transaction Setup

Ask in a single message if not already provided:

"Let's set up contract-to-close tracking. Tell me:

• Property address
• Contract acceptance date (today?)
• Close date (or target close date)
• Inspection / due diligence period: how many days?
• Financing contingency: how many days? (or cash — skip)
• Appraisal contingency: how many days? (or N/A)
• Title review period: how many days?
• Seller name (for reference)
• EMD amount and due date (if not already wired)
• Any other special contingencies?"

Default periods if not specified (note to user these are defaults — always check the PSA):

Contingency	Typical Default
EMD due	3 business days from acceptance
Inspection / Due diligence	10 days
Financing contingency	21 days
Appraisal	21 days (often tied to financing)
Title review	5 days after title commitment received
Final walk-through	3–5 days before close
Close of escrow	Per contract

Step 1: Calculate All Deadlines

From the contract acceptance date and close date, calculate:

#	Milestone	Calculation	Date	Status
1	EMD Wire / Delivery	Acceptance + [X] business days		⬜ Pending
2	Inspection Period Ends	Acceptance + [X] days		⬜ Pending
3	Financing Contingency Deadline	Acceptance + [X] days		⬜ Pending
4	Appraisal Deadline	Acceptance + [X] days		⬜ Pending
5	Title Commitment Received	Estimate or user-provided		⬜ Pending
6	Title Review / Objection Deadline	Title received + [X] days		⬜ Pending
7	HOA Docs Received	Per contract or request date		⬜ Pending
8	HOA Review / Objection Deadline	HOA docs + [X] days		⬜ Pending
9	Final Walk-Through	Close date − 3 days		⬜ Pending
10	Close of Escrow	Per contract		⬜ Pending

Custom contingencies: Add rows for any deal-specific items (soil test, zoning verification, survey, lease assignment, etc.).

Step 2: Urgency Classification

Classify every open milestone daily based on days remaining:

Days to Deadline	Status	Symbol
Past due	OVERDUE	🚨 RED — OVERDUE
0–3 days	Critical	🚨 RED — ACT NOW
4–7 days	Warning	⚠️ YELLOW
8+ days	On track	🟢 GREEN
Completed	Done	✅ COMPLETE
Waived / N/A	Skipped	⬛ WAIVED

Step 3: Transaction Status Output

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
📋 TRANSACTION TRACKER — [Property Address]
Seller: [Name]   |   Close Date: [Date]   |   Days to Close: [X]
EMD: $[Amount]   |   Contract Date: [Date]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

DEADLINE CALENDAR

[STATUS] MILESTONE                         DUE DATE        DAYS LEFT
──────────────────────────────────────────────────────────────
🚨 RED    EMD Wire                         [Date]          1 day
⚠️ YEL   Inspection Period Ends            [Date]          5 days
🟢 GRN   Financing Contingency            [Date]          18 days
🟢 GRN   Appraisal Deadline               [Date]          20 days
🟢 GRN   Title Review Deadline            [Date]          TBD (awaiting title)
🟢 GRN   Final Walk-Through               [Date]          27 days
🟢 GRN   CLOSE OF ESCROW                  [Date]          30 days
──────────────────────────────────────────────────────────────

NEXT ACTIONS
🚨 EMD must be wired by [Date] — confirm wire instructions with title company
⚠️ Schedule inspection NOW — 5 days remaining. Inspector name / number if saved: [Pref]

CONTACTS (add as known)
Title Company:   [Name / Phone]
Lender:          [Name / Phone]
Inspector:       [Name / Phone]
Seller Agent:    [Name / Phone]

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Step 4: Update a Milestone

When user says "[milestone] is done" or "waive inspection" or "got the title commitment today":

1. Search brain for the transaction file.
2. Update the milestone status to ✅ COMPLETE (or ⬛ WAIVED).
3. If title commitment received — calculate and set the title review deadline.
4. Recalculate urgency across remaining open items.
5. Re-display the updated tracker.

Step 5: Dashboard View (All Active Transactions)

When user asks "what's due this week" or "show all my open deals":

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
📊 TRANSACTION DASHBOARD — [Date]
[X] Active deals   |   [X] RED deadlines   |   [X] closing this month
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

[Property 1]                              CLOSE: [Date] — [X] days
  🚨 EMD Wire due [Date] — 1 day
  ⚠️ Inspection ends [Date] — 5 days

[Property 2]                              CLOSE: [Date] — [X] days
  🟢 All deadlines on track. Next: Appraisal [Date] — 12 days.

[Property 3]                              CLOSE: [Date] — [X] days
  ✅ Inspection ✅ Financing ✅ Appraisal — pending final walk-through
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

THIS WEEK'S PRIORITY LIST
1. 🚨 [Property 1] — Wire EMD by [Date]
2. ⚠️ [Property 1] — Book inspection (5 days left)
3. ⚠️ [Property 2] — Respond to title objections by [Date]

Step 6: Close Out a Transaction

When user says "this deal closed" or "deal fell through":

1. Mark all milestones complete or update with outcome (closed / cancelled / fell out of contract).
2. Note reason if fell through (inspection issue, financing denied, title issue, etc.).
3. Archive to brain/closed-deals/[slug]-closed-[date].md or brain/cancelled-deals/[slug]-cancelled-[date].md.
4. Remove from active dashboard.
5. Prompt: "Run rei-deal-analyzer on the next property in your pipeline."

Step 7: Save / Update Cloud Brain

New transaction:

Path: brain/due-diligence/[address-slug]-active.md
Tool: mcp__cloud-brain__write_note

Updated transaction:

Tool: mcp__cloud-brain__write_note (overwrite same path)

Closed/archived:

Path: brain/closed-deals/[address-slug]-[outcome]-[YYYY-MM-DD].md

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Milestone Notes Reference

Include these notes in the output where relevant to help investors who may be new to the process:

Milestone	Investor Note
EMD	Wire or deliver per PSA. Get wire confirmation. Never wire without confirming instructions via phone — wire fraud is common.
Inspection	Hire a licensed inspector. Attend the inspection. Results may trigger a repair addendum or exit.
Financing contingency	Lender must issue commitment letter by this date. Chase your loan officer starting 5 days before.
Appraisal	Ordered by lender. If value comes in low, you may have room to renegotiate.
Title commitment	Title company's preliminary report on ownership and liens. Review carefully — easements, judgments, and liens must be cleared.
HOA docs	Review carefully: budget, reserves, pending assessments, rules, litigation. These can kill a deal or reveal hidden costs.
Final walk-through	Confirm property condition matches contract (agreed repairs done, nothing removed that was included).
Close of escrow	Bring cashier's check or wire funds. Sign docs. Get keys.

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Error Handling

• No close date provided: Estimate based on typical 30–45 day close; flag as estimated.
• Contingency periods not specified: Use defaults (listed above); flag prominently and tell investor to verify against the PSA.
• Transaction not found in brain: Create new tracker; ask for inputs.
• Multiple transactions for same address: Prompt to confirm — update existing or create new (re-negotiated deal)?
• User asks to mark a deadline complete retroactively: Mark complete with date note; no penalty — this is for tracking, not enforcement.
• Deal cancelled / fell through during DD: Log reason, archive, and offer to run rei-seller-outreach for the next lead.
• User doesn't know some dates yet: Create tracker with TBD fields; prompt to update as dates become known.
• WebSearch or internet needed for legal date calculations: Calculate using calendar arithmetic; note any jurisdiction-specific rules the user should verify (e.g., some states count only business days for contingency periods).