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Residential Brokerage · The Roster & File Engine
Real estate brokerage automation for recruiting, retention and file review
Your agents are your customers. Everborn builds the onboarding runway that gets a new agent to a first deal, the retention signals that tell you who is drifting, the review queue that makes sure no file closes unchecked, and, in Full Engine, the recruiting pipeline that keeps following up, for broker-owners and managing brokers.
Who it is for
Built for the broker-owner or managing broker of a residential brokerage: the broker of record, whose customers are the agents. A team lead selling to buyers and sellers is better served by the Real Estate system.
Team lead selling to buyers and sellers? See the Real Estate system.
Where a broker-owner's day goes
You recruit from memory, between everything else. A new agent's onboarding lives on a checklist in a drawer: license transfer, MLS, lockbox, E&O, tech accounts, a mentor. You find out an agent is leaving when the transfer paperwork arrives. And the supervision that state license law puts on the broker of record lands on one desk: every file reviewed, every ad approved, every license, dues and E&O date watched.
At the 100 largest brands, about 16% of agents changed brokerages in 2025, and the agents who left produced more on average than the agents who arrived (Courted, via HousingWire).
How your office moves, and where we sit
Recruit → meeting → agreement → onboarding → first deal → active → at risk → retained or departed. Files open in dotloop, SkySlope or Lone Wolf, get reviewed, and close. Commissions run through your back office.
Those systems stay. We connect to them and run the follow-up, the reminders and the queues between them.
The Roster & File Engine and what comes off your plate
Launch: every lead answered, every call returned. Office leads answered in under 60 seconds and routed by rule to opted-in agents with a claim window, two pipelines (office leads and agents), source tags, a closing review request for the agent and the brokerage, and a compliance shell with your brokerage name and license number everywhere and team names shown under it.
Growth: Launch plus The Roster & File Engine
The named block of nine deliverables in the Growth package, built for Residential Brokerage.
- Onboarding runway
From signed agreement to first transaction: license transfer, MLS and association, lockbox, E&O, tech, brand assets, training and mentor, each with an owner and a date, and a day-by-day checklist for the new agent.
- Retention radar
No transaction in N days, missed trainings, cap nearly reached, license renewal due: each becomes a task for you. Agents never get a "risk" message.
- Compliance file review queue
Every new file appears with the state and brokerage checklist; missing items go back to the agent, aging items escalate, and nothing is marked ready-to-close until it's reviewed.
- Commission and cap tracker
Year-to-date company dollar toward cap and the cap anniversary, read-only from your back office. Agents see only their own numbers; payouts stay in accounting.
- Office lead program with accountability
Rule-based routing to opted-in agents, claim windows, reassignment, the referral split recorded on the lead, and per-agent conversion numbers.
- License, dues and deadline watch
Reminders at 90, 60, 30 and 7 days for license, CE, dues and E&O, and a flag before a lapsed agent takes a new lead.
- Advertising compliance check
Agents submit flyers and posts; they're checked for brokerage name, license number, team-name rules and fair-housing language, then approved and archived.
- Agent production board
Opened, pending and closed transactions per agent, for the Monday meeting and quarterly business plans.
- Alumni and departure lane
A respectful exit, tracked referral agreements on pending files, and a light alumni cadence where the agent agreed.
Full Engine: Growth plus the partner program and the operating system
The recruiting pipeline (every agent you're courting, with the next touch and a two-year cadence; meetings book into your calendar and a join converts to an onboarding file), email-first recruiting outreach, recruiting materials, broker-to-broker referral statements, a separate no-fee program for lenders, title and other settlement-service partners with the affiliated-business disclosure where you own affiliates, Monday meeting prep, compliance-queue digests, multi-office views, 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 client from an office lead gets the welcome from the agent who claimed it: the agent's name, email and own link, under the brokerage name. One message per client, never a duplicate. |
| Billing that runs itself Growth | Agent desk, transaction and E&O fees: 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. Commission payouts stay in your back office. |
| Commission ledger Full Engine | Joins the commission and cap tracker: agent commissions calculated from money actually received, not pending deals, under your own plan rules (splits, caps, fees, payout timing), with a monthly statement per agent and a needs-attention list. Agents see only their own numbers. |
| Billing reconciliation Full Engine | One view of who is billed for agent fees, who paid, who is overdue and who is being missed across the CRM, your back office and any old processor, catching agents who are active but not billed anywhere. |
| Payment processor migration Add-on, $900 | Moves every paying agent off a processor that closed or is being replaced: new payment links or card-on-file, and old invoices cancelled only after payment clears, so nobody is double-charged or dropped. |
Agents, alumni and referral partners
The broker who stayed in touch is the first call when an agent's cap year ends or a team splits. Out-of-area brokerages and relocation companies are paid broker to broker under a written agreement, which RESPA expressly allows. Lenders, title, escrow and home warranty companies get recognition, never fees, in a separate program with no payout columns. Recruits never hear an income promise.
Follow-up length and the never-list
How long it runs. Recruits: 24 months minimum, then indefinite, because agents move on their own schedule, after a cap year, a bad quarter or a team split. Office-lead consumers follow the Real Estate cadence: indefinite for closed clients, at least 24 months for a cold lead.
Blocked in every template. No statement that a commission rate is standard. No income, earnings or "cap in your first year" promises to recruits, and no revenue share described as passive income. No referral fee to anyone but a licensee through a broker, and nothing of value to a lender, title, escrow or warranty company for referrals. No affiliated-business referral without the disclosure. No team name presented as a separate brokerage. No agent's split, cap or production shown to another agent. No protected-class references. No texts without written consent.
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 Roster & File Engine
Adds The Roster & File 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 the recruiting pipeline and outreach, broker-to-broker referral statements, a no-fee program for lenders and title, Monday meeting prep, multi-office views 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.
Add-ons: websites, search and billing
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 |
| Payment processor migration $900 | Every paying client moved off a processor that closed or is being replaced: new payment links or card-on-file, old invoices cancelled only after payment clears |
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
Residential Brokerage questions
I already pay for BoldTrail, Lone Wolf or SkySlope.
Keep them. BoldTrail is the consumer CRM, Lone Wolf or BoldTrail BackOffice is accounting, SkySlope or dotloop holds the file. None of them runs an onboarding runway with owners and dates, a retention radar, a review queue that escalates aging files, or a two-year recruiting cadence. We connect to what you own and fill the gaps.
Recruiting is relationships. I'm not automating my coffee meetings.
The coffee stays human. What runs on its own, in Full Engine, is the two years of staying in touch between coffees, and the reminder that a recruit's cap anniversary is next month.
My agents won't use another system.
They don't have to. Agents get texts they agreed to, emails and one checklist page. The system lives on your side.
Margins are too thin to add a monthly bill.
That is the case for it. An AccountTECH study of 157 firms, reported by HousingWire, put the median brokerage EBITDA margin at 1.68% in 2025, so company dollar per retained agent is the profit line. If one retained producer or one recruited agent covers the fee in company dollar, it pays. If you can't name that number yet, find it before buying anything.
Is this different from your real estate team page?
Yes. The Real Estate page is for a team lead whose customers are buyers and sellers. This one is for the broker of record, whose customers are the agents.
Residential 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