What Offer Bot does
Offer Bot turns an MLS listing into a fully-formed offer document, sends it to the seller (or seller's agent) by email, collects signatures via eSign, and tracks the packet from draft all the way to completed. You build the templates once; running an actual offer takes ~30 seconds.
Time to first offer: ~20 minutes the first time (template setup), under a minute every time after. Result: a sent, trackable, signable offer packet attached to the property and the contact in your CRM.
How the screens fit together
Open Offer Bot from the sidebar. Tabs:
| Tab | What you do here |
|---|---|
| Home | Quick generate, recent offers, stats. |
| Offerbot Templates | Upload PDF templates and map MLS fields onto form fields. |
| Email Templates | The cover-email template the offer is sent with. |
| Offerbot Logs | Every offer ever generated, who got it, status. |
| eSign Templates BETA | Signature placement on PDF templates. |
| Agreements BETA | Live status of signing packets — draft, sent, viewed, signing, completed. |
| Reports BETA | Volume + close-rate rollups by template / agent / market. |
Step 1 — Build a PDF offer template
- Open Offerbot Templates → New template.
- Upload a fillable PDF of your standard offer (state-specific contracts, addenda, escalation clauses, etc.). The form fields in the PDF must already exist — Offer Bot does not draw new fields onto a flat PDF.
- For each form field, map it to either:
- An MLS field — list price, address, parcel number, year built, taxes, etc.
- A contact field — buyer's legal name, email, phone, mailing address.
- A computed field — offer price as a % of list, escrow dates relative to today, etc.
- A static value — hard-coded for every offer (e.g. "Cash" for financing type).
- Save. Repeat for each contract you commonly send.
Step 2 — Add signature fields (optional)
If you want the recipient to sign in-app instead of printing/scanning, open eSign Templates and place signature blocks on the PDF.
- Pick a PDF template you already mapped.
- Drag Signature, Initials, and Date blocks onto the PDF where they need to appear.
- Assign each block to a signer role (e.g. "Seller", "Buyer", "Broker").
- Save.
Now when an offer goes out using this template, the recipient sees a "Review & sign" link that opens the document with each block highlighted in turn — no printing.
Step 3 — Cover email template
Open Email Templates. The cover email is what the recipient sees in their inbox. Personalize the subject and body using merge tags like {{property_address}}, {{offer_price}}, {{buyer_name}}.
You can have multiple email templates and pick one per offer at send-time.
Step 4 — Send an offer
- From an MLS listing or property detail, click Generate offer.
- Pick the PDF template + the email template.
- Override any field — offer price, closing date, contingencies — in the popup.
- Pick the recipient (listing agent's email is auto-detected from MLS).
- Click Send. The packet is created in sent status.
The recipient gets the email + a unique link. Offer Bot logs every action: opened, downloaded, viewed, signed.
Track + chase
Open Agreements for live packet status:
| Status | Meaning |
|---|---|
draft | Never sent. Save it or delete. |
sent | Email left our servers. |
viewed | Recipient opened the link. |
signing | One or more signers have signed; others pending. |
completed | All signers have signed. PDF is final. |
declined | Recipient hit "decline" in the eSign UI. |
expired | Link timed out before signing. |
Use the Resend action to re-trigger the email without creating a new packet.
Reports BETA
The Reports tab rolls up:
- Offers sent per day / week / month.
- Open rate, view rate, sign rate.
- Average days from
senttocompleted. - Close rate (offer accepted & deal moved to "under contract").
Filter by template, sender, market, or date range.
Troubleshooting
| What you see | Likely cause | Fix |
|---|---|---|
| "Field is unmapped" warning when generating | The PDF has a form field your template never mapped. | Offerbot Templates → edit → finish mapping. |
| Email sent but recipient says they never got it | Spam filter; bad email address. | Check Offerbot Logs for the bounce reason. Resend to a different address. |
| "Document failed to render" | PDF was flattened (no editable fields) when uploaded. | Re-export from your contract software with form fields enabled. |
| Signer can't see the signature block | The block is on a page the signer hasn't scrolled to, or assigned to the wrong role. | eSign Templates → re-check assignment. |
| "Cannot create packet — template inactive" | Template was archived. | Offerbot Templates → un-archive or duplicate. |
FAQ
- Is Offer Bot legally binding?
- The eSign component uses ESIGN/UETA-compliant signing flows with audit trails. Whether the resulting document is enforceable still depends on the contract content + state law — that's your legal team's call, not ours.
- Can I edit the PDF after it's sent?
- No. Once sent, a packet is immutable. To change terms, mark the existing packet as cancelled and generate a new one.
- Does Offer Bot work outside the U.S.?
- The MLS field mappings are U.S./Canadian-MLS-shaped. International contracts can be loaded as templates but the auto-fill won't have data to pull from — you'd type values manually at send-time.
- Why is "Reports" labeled Beta?
- Methodology + filters are still being tuned. Numbers are real, but column definitions may shift.
- Can multiple agents share templates?
- Yes — templates are account-level by default. Per-user overrides will land in a future release.