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Commercial Brokerage · The Expiration-to-Close Engine
Commercial real estate brokerage automation: expirations, requirements and critical dates
Every lease expires and every loan matures. Be the broker already in the conversation. Everborn builds the system that turns lease expirations and loan maturities into dated prospecting tasks, keeps owners and tenants warm under your name, matches every new listing to the requirements it fits, and watches every date in the LOI, the lease and the PSA.
Who it is for
Built for the principal, managing director or team lead of a commercial brokerage, or a leasing or investment-sales team inside a larger firm, representing tenants, landlords, sellers and buyers of office, retail, industrial and multifamily property. Raw and entitled land sold to developers is better served by the Land Acquisition Broker system, and a broker-owner running an office of residential agents by the Residential Brokerage system.
Sourcing raw or entitled land for developers? See the Land Acquisition Broker system.
Broker-owner running an office of residential agents? See the Residential Brokerage system.
Where a commercial team's day goes
The morning starts with the deal calendar: which due-diligence period ends this week, which deposit goes hard, which tenant's rent starts, which renewal-option notice is due. Then tours, pitches and owner meetings, with LOI and lease negotiations in between. The associates research expirations and ownership in CoStar or county records, and the coordinator rebuilds flyers and OMs, logs co-broker registrations from email, and assembles the Friday activity report for every landlord and seller by hand.
Commercial brokerage runs on timing. A tenant assignment is won well before the lease expires, and a listing around the time an owner's loan comes due or a hold period ends. The Mortgage Bankers Association put about $875 billion of commercial and multifamily mortgages, 17% of the balance outstanding, on schedule to mature in 2026. Each of those maturities is a conversation some broker started early, and the dates usually live in one person's spreadsheet.
How a commercial deal moves, and where we sit
Leasing: prospect → meeting → representation or listing agreement → marketing and tours → proposal → LOI → lease negotiation → lease executed → commencement and rent start → option notice dates for the next deal. Investment sales: prospect → BOV → listing → teaser, CA and offering memorandum → call for offers → LOI → PSA → due diligence → deposit goes hard → closing.
CoStar, LoopNet, Crexi, Buildout and your CRM (Apto, ClientLook or Salesforce) stay your data, listings and system of record. We run the radar, the cadence, the matching, the registrations, the dates and the reports. Pricing, negotiation and advice stay yours.
The Expiration-to-Close Engine and what comes off your plate
Launch: every lead answered, every call returned. A reply in under 60 seconds on every LoopNet, Crexi and website inquiry, sign call and missed call, routed to the listing broker or the broker who owns the relationship, with a claim window for the rest; booking and tour calendars; source tags; your brokerage name and license number on everything; CAN-SPAM footers; DNC checks and manual dialing for prospecting calls; and consent before any text.
Growth: Launch plus The Expiration-to-Close Engine
The named block of ten deliverables in the Growth package, built for Commercial Brokerage.
- Expiration and maturity radar
Tenant lease expirations, renewal-option notice dates and owner loan maturities, from your comps, the data you license or public records, turned into dated prospecting tasks at the windows you set. It never guesses a date it wasn't given.
- Owner and tenant prospecting cadence
Quarterly market notes you approve, an annual check-in and a touch as each window opens, email and mail first, under your name. Calls stay yours, dialed by hand after DNC checks; any reply becomes your task.
- Tenant and buyer requirement registry
Every tenant requirement (size, submarket, use, move date) and every investor buy box, including 1031 timing, kept current by form. A new listing lists every requirement it fits and drafts your outreach for approval.
- Confidentiality-gated offering flow
Teaser to matched buyers, an e-signed CA before the offering memorandum or data room, open tracking, and call-for-offers and best-and-final deadlines.
- Tour and activity loop
Tours booked with the touring broker, feedback requested after each one, and a weekly activity report for every landlord and seller: inquiries, CAs, tours, feedback and proposals, ready for you to review.
- Co-broker registration desk
Outside brokers register their client through a form. The date, the agreement status and the tour history sit on the listing, so procuring-cause questions have a record.
- Proposal and LOI tracker
Every proposal and LOI logged with key terms, expiry and counters, plus a drafting checklist for the attorneys, without touching the drafting.
- Critical dates calendar
Enter the effective date once. PSA dates back-solve (due diligence, deposit going hard, closing, extensions), and so do lease dates (TI, commencement, rent start, option notices), with alerts to you, the client and title. 1031 dates get staff reminders only.
- Diligence and closing document chase
Rent roll, T-12, leases, estoppels, SNDAs, title, survey, Phase I, zoning letter: who owes what, until each is in. The system tracks receipt, never content.
- Closed-deal tombstone and referral ask
A draft tombstone that goes out only with the client's written approval, a review request and a referral ask.
Full Engine: Growth plus the partner program and the operating system
Lanes for other brokerages, real estate attorneys, lenders, title, qualified intermediaries, CPAs, property managers, contractors and appraisers; broker-to-broker referral statements and a no-fee lane for everyone else; a commission ledger for co-broker splits and your own broker splits; the Monday deal-calendar digest and weekly expiration call list; alerts when a critical date is five days out or an option notice date approaches; recruiting for analysts and brokers; and the monthly automation think-tank.
The money desk: sign-up, billing and commissions
The package each item starts in is shown under its name.
| What it is | What it does |
|---|---|
| Owner-routed onboarding Growth | Every new client gets the welcome from the broker who owns the relationship: the broker's name, license number, email and own link, so the file lands in that broker's queue. One message per client, never a duplicate. |
| Billing that runs itself Growth | Retainers and consulting or paid BOV fees, if you charge them: branded invoice emails; reminders 3 days before due, on the due day, 3 days after and a final notice at 7 days; card-on-file autopay with an upcoming-charge notice and a declined-card update link; receipts. Email-first. Commissions still come in at closing or lease execution under your commission agreements. |
| Commission ledger Full Engine | Co-broker splits and your own broker and agent splits calculated from money actually received, not signed LOIs, under your own plan rules (your written commission, co-brokerage and split agreements), with a monthly statement per broker and a needs-attention list. |
Owners, tenants, investors and the brokers across the table
A commercial broker's inventory is the owners, tenants and investors they have kept in touch with until the window opened. The cadence keeps them warm under your name while you're on another deal, and the requirement registry means every new listing reaches the people it fits. Cooperating and out-of-market brokers are paid broker to broker under written agreements; attorneys, lenders, title, QIs, CPAs and property managers get attribution and thanks, not fees. If a sponsor asks you to bring investors to a syndication, TIC or DST, that is a securities question for counsel before anything is built.
Follow-up length and the never-list
How long it runs. Indefinite, for owners, tenants and investors, keyed to each record's lease expiration, loan maturity or hold period. The cadence is quarterly by default and picks up as each window opens, because a tenant decides on its expiration and an owner on a maturity or a life event, not on a marketing calendar.
Blocked in every template. No rent, price, cap rate, value or return figure in an automated message. No statement about zoning, use, condition, square footage or environmental status unless it quotes a named document. No tax or 1031 advice. No investor solicitation or return figures without securities counsel's written approval. No referral fee to an unlicensed person, lender, title officer, attorney or QI. No statement that a commission rate is standard. No text or autodialed call to a cell phone without consent, and no prospecting call without a Do-Not-Call check. No confidential terms from one client's deal shown to another. No protected-class references in multifamily leasing copy.
Three fixed packages
Launch
$3,500 build + $697/mo
Every lead answered, every call returned
Tracked number, consent-capturing forms, a reply in under 60 seconds, missed-call text-back, booking, a 5-day drip, review requests and weekly reporting.
Growth
$6,500 build + $1,197/mo
Launch plus The Expiration-to-Close Engine
Adds The Expiration-to-Close Engine, onboarding, payment links, long-term nurture, list re-activation, retention, an after-hours assistant and the owner's report.
Full Engine
$9,500 build + $1,697/mo
Growth plus the partner program and the operating system
Adds partner lanes with fees broker to broker only, a commission ledger for co-broker and broker splits, the Monday deal-calendar digest, critical-date alerts, recruiting and the monthly automation think-tank.
Same prices in every industry. Half the build fee at signature, half on delivery; month to month after 90 days. Each monthly includes a $197 platform licence (take it off if you own HighLevel). Free week-one compliance review for regulated industries. You own everything.
Websites and search add-ons
Starting points, confirmed in your written quote. Sites are built and hosted on the platform your monthly already covers. We never guarantee rankings or traffic.
| Add-on | What it is |
|---|---|
| Bundle: Online Presence Starter $1,800 | Core site, Local SEO foundation and social profile set-up ($2,200 separately) |
| Bundle: Online Presence Complete $3,200 | Full site, Local SEO foundation, brand kit and social profile set-up ($4,000 separately), first month of Local SEO growth free |
| Website build: core site $1,200 | Up to 6 pages, lead capture and booking wired to the CRM, compliance and disclosure pages, mobile, basic on-page SEO |
| Website build: full site $2,400 | Up to 15 pages: services, locations, team or rep pages, recruiting, blog set-up |
| Website redesign or migration $900 | Existing site rebuilt or moved, with redirects kept |
| Local SEO foundation $750 | Google Business Profile optimization, citations, on-page SEO and schema, Search Console and analytics |
| Google Business Profile set-up $250 | Set-up and optimization, standalone |
| Local SEO growth $350/mo | Two articles a month, weekly Business Profile posts, citation and review monitoring, a rank and traffic report |
| Website care plan $49/mo | Hosting, updates, backups, uptime, compliance-page upkeep, small edits |
Also available: additional pages ($350 per 5), brand kit ($600), social profile set-up ($250), accessibility review and fixes ($450), Google Ads account build ($600). Other add-ons bought with the build are 15% less; bundle prices already include their savings and don't stack with that discount.
Snap Credit Fix, a California credit repair company, runs on a system I built for them.
Chris Magee, Everborn Productions
Commercial Brokerage questions
I already have CoStar, Crexi, Buildout and a CRM.
Keep them. They are your data, listings, marketing and system of record. What almost no team has is expirations and maturities turning into calls on time, a requirement registry tenants and investors keep current, a co-broker registration log, and a calendar that emails the title officer before due diligence ends. We build that alongside what you own, or inside your CRM where it allows.
My business is relationships. I'm not letting a system call my owners.
It doesn't. Email, mail and a quarterly note go out under your name; the calls stay yours, dialed by hand after DNC checks. The system makes sure the relationship is still warm when the expiration or the maturity arrives.
Every deal is different. You can't automate a commercial deal.
We don't try. The dates, the document chase, the tour feedback and the owner report have the same shape on every deal. Pricing, negotiation and advice stay human.
Does RESPA or the NAR settlement apply to us?
Business-purpose loans are generally outside RESPA, and NAR has said its settlement practice changes focus on residential deals, not commercial property shown on a CIE. Some deals, such as a small mixed-use or 2-4 unit property financed with a consumer loan, can differ, so your counsel confirms per deal. Referral fees stay broker to broker either way.
How is this different from your land and residential brokerage pages?
The Land Acquisition Broker system is for raw and entitled land sold to developers, where entitlements drive the deal. Residential Brokerage is for a broker-owner whose customers are agents. This one is for teams leasing and selling improved office, retail, industrial and multifamily property.
Commercial Brokerage documents
Book a build call
Tell Chris what your team still does by hand. You will get a straight answer on which package fits, or whether none does.
Email [email protected]
Call (916) 541-3415
Chris Magee · Sacramento, CA · serving clients across the United States