The deal phase backbone & smart due dates
A great Playbook isn't just a pile of tasks — it has a structure that mirrors how a deal actually moves. Give every template the same backbone and any file becomes readable at a glance.
The phases
Every Playbook task has a Playbook phase. DocJacket has a fixed list of eight phases, in this order:
Pre-Listing → Active Listing → Intake → Due Diligence → Financing → Pre-Closing → Closing → Post-Close
| Phase | What lives here |
|---|---|
| Pre-Listing | Listing agreement, photos, disclosures, prep before the listing goes live |
| Active Listing | MLS, showings, feedback, and offers while the listing is on the market |
| Intake | Open the file, confirm parties, collect the executed contract, introductions, open escrow/title |
| Due Diligence | Inspection scheduling, repair negotiation, contingency tracking |
| Financing | Loan application status, appraisal ordering & scheduling |
| Pre-Closing | The heavy phase — title, HOA/estoppel, walk-through, closing disclosure, scheduling the closing |
| Closing | Closing day: signing, funding, recording, keys |
| Post-Close | Deliver documents, request a review, close out the file |
A buyer or seller contract-to-close file uses Intake through Post-Close. A listing file starts in Pre-Listing and Active Listing, then picks up the contract phases once it goes under contract.
You can't add, rename, or remove phases, and there is no "add phase" button. The Playbook phase dropdown on a task offers the eight phases above. There is no "Under Contract" phase: work that starts once a contract is signed (introductions, sending executed docs, opening escrow/title) goes in Intake.
In a real workload, Pre-Closing is consistently the heaviest phase — it's where the most balls get dropped. Front-load detail there.
A full buyer or seller file typically lands around 10 milestones and 45–50 tasks. A listing file is lighter — about 7 milestones and 25 tasks. Don't force the full buy-side structure onto a listing.
Smart due dates: anchor to key dates, don't hand-type them
This is the feature that saves the most time. Instead of typing a calendar date on each task, set a due-date offset anchored to a key date:
"3 days after the Inspection Deadline"
"1 day before Closing"
When DocJacket extracts the contract's key dates, every anchored task schedules itself automatically. Change a date (an extension, a delay) and the whole schedule shifts with it. You never rebuild a calendar by hand.
To set an anchored due date on a template task:
- Open the task in the Playbook.
- Under When it's due, pick the key date in Due date is based on (Inspection Deadline, Financing Deadline, Closing, and so on).
- Enter the number of Days and choose Before / after.
The number of days for inspection, financing, and appraisal periods come from your state's contract and your local practice — they're not the same everywhere. The phase structure is universal; the day-counts are yours to set. Set them once per template and every file inherits them.