TC Services
Simplify your business — amplify your time
TC Services
As a member of the CEO Agent Academy and part of the REAL family, you get more than great coaching — you get hands-on help. Our in-house TC Services, led by licensed expert Jessica Venable (licensed in Oregon, serving listings + transactions in Oregon + Washington), takes listing + transaction coordination off your plate. No hiring, no payroll, no onboarding stress — just seamless support built into your RG+Co. experience.
Not in Rebecca's REAL network? TC Services + Staging Services are still available to you — pick the option that fits where you are right now.
Signing up a team? Email rebecca@rebeccagreen.co for a team discount code — $197/mo per agent.
New to TC Services?
Here's everything you need to know to get started.
First, the must-haves
Before our team can run your listings + transactions, you and everyone on your team need these tools set up:
- Gmail — all team members must be Gmail users.
- zipForms — for contract creation.
- DocuSign — all signatures are handled in DocuSign. This is required.
- Dropbox — centralized storage, shared with our team.
- Sphere — auto-builds your timeline + syncs dates to calendars. Specific customization + setup required.
Set it up yourself — or have us do it
Set It Up Yourself (DIY) → Order Done-For-You Setup · $597Want the big picture first?
New here? Start with the CEO Agent OS to see how the whole process fits together, including all of the email templates that will be used by your TC team.
Already using TC Services?
Quick access to the things you need.
Order Forms
Sphere Set-Up Order · $597 Listing Order Form Transaction Order FormSphere Checklists
What does TC Services actually do on each deal?
Good question. Here's the full breakdown — open either accordion to see exactly what our team handles and what stays with you as the broker.
You have a fully executed Listing Agreement
TC Services can help get you organized. Here's what we'll handle once you submit the Listing Order Form:
- Save the completed listing paperwork and file it in your Dropbox — or email it to collectivetcservices@gmail.com. TC Services can create the Dropbox folder for you if it doesn't exist yet.
- Start a listing and upload your documents to Bolt/ReZen.
- Notify you of any missing documents, initials, or signatures.
- Add your clients to Sphere (including any information you provide) and start a Sphere transaction record. Not a Sphere user yet? Watch an overview here, or sign up for an account here.
You have a fully executed Sale Agreement
Congratulations — you have a deal. Here's what to do first, and what our team takes from there.
TC Services will handle
- Separate, rename, and review docs for any missing signatures
- Reconcile and notify the broker of any missing required documents — TC Services cannot draft contract documents or addenda, but will coordinate obtaining all necessary signatures once documents have been prepared by the broker
- Change the status in the MLS to pending (if representing the seller)
- Turn off Showing Time/Align Showings (if your seller)
- Turn off ListTrac Seller Reports (if applicable)
- Process the transaction — create a Sphere timeline, contact sheet, and note any important contract details
- Email or upload all fully executed transaction documents to Bolt/ReZen
- Send opening emails using the RG+Co. templates: "Congratulations on Your Pending Sale" (for buyer/seller), "Accepted Offer" (to cooperating agent), "Opening Escrow," and "Accepted Offer" (to lender, if applicable)
- Request any incomplete or missing documents from the cooperating agent or client (as directed by broker)
- Continue to follow up on anything outstanding until received
- Send the escrow file number to clients using the "Escrow File Number" template once received
- Upload earnest money receipt to the Universal Folder and add the date to the timeline
- If applicable, send the "Smart Home Feature(s) List" template to request and deliver a list of smart home features
- When the Seller's Property Disclosures are received and reviewed by broker, add the property disclosure review contingency period to the timeline
- Once broker approves, deliver the seller's property disclosure using the "Seller's Property Disclosure Delivery" template
- When HOA docs are received and approved by broker, send to buyer or cooperating agent using the "HOA Document Delivery" template; notify seller of delivery to coop using the "HOA Document Delivery Notification to Seller" template
- When the preliminary title report is received, save to the Preliminary Title Report subfolder, add the revocation period date to the calendar + timeline, and send to client and cooperating broker using the "Preliminary Title Report + CC&Rs Delivery" template
- Track down and send repair receipts to applicable parties using the "Proof of Repair Completion" template per broker instruction
- Send invoices to be paid out of close to the escrow agent per broker instruction
- Schedule appraisals and confirm with the lender per broker instruction
- Confirm delivery of closing disclosure
- Send the "Preparing to Close" template to clients about 10 days before closing
- If a post-close occupancy agreement is in place, send the "Proof of Insurance (Request)" template to the seller, then deliver confirmation to the buyer using the "Proof of Insurance (Delivery)" template
- Do a final reconciliation of documents — request/send anything outstanding to appropriate parties
- Order sign removal per broker instruction
- Coordinate staging removal per broker instruction (if applicable)
- Send the cooperating agent the "Preparing to Close (For Cooperating Agent)" template 5 days before closing
- Once escrow sends notification of recording, send the "Client Closing Notification" template to client (after broker confirms they've communicated with the client)
- Update client contact record in Sphere — new address, housiversary, notes, etc.
- Send or upload any remaining final documents to Bolt/ReZen to close out the file
- Change the MLS status if representing the seller
- In Sphere, input Buyer and Seller Contribution amounts and the commission split between agents involved — broker verifies commission splits in Sphere and validates commission in Bolt/ReZen
You still handle (broker tasks)
- Review Seller's Property Disclosures for completion and notify TC Services they can be delivered
- If applicable, reconcile HOA Documents and notify TC Services they can be delivered
- Optional Send the "Scheduling a Home Inspection" email template to your buyer (unless already discussed)
- Order inspections
- Optional Discuss the home inspection with your buyer and follow up with the "Buyer Home Inspection Recap" template
- Verify smoke and carbon monoxide installation per contract
- Advise all parties on any scheduled repair estimates using the "Repair Estimate Scheduling" template
- Complete repair negotiations
- Confirm all repairs are complete and reconcile repair receipts/photos (TC Services can deliver these once directed)
- Optional Send the "Home Insurance Recommendations" template to your buyer
- Optional Review the settlement statement (TC Services is happy to provide a cursory review based on contract terms)
- Coordinate key exchange with the cooperating agent and/or client
- Enter company split amounts and expenses in Sphere (if you wish to track those details)
- Remove the lockbox from the property (if representing the seller)
- Request a client referral/review
- Send a thank-you card to your client and the cooperating agent
- Update client info in all systems other than Sphere
Do it yourself
For DIY setup, begin here
Setting up Sphere yourself? Work through every step below before your first listing or transaction. (Rather have us do it? The done-for-you option is $597 — order it here.)
1. Invite TC Services to your Sphere team + set permissions
This only needs to be done once, by anyone on your team using Collective TC Services:
- Log into Sphere
- Click the "Team" icon on the left
- Click "Team Settings" in the upper right
- Paste in CollectiveTCServices@gmail.com and press "Send Invite"
Once Collective TC Services accepts, set their permissions in "Team Settings":
- Transactions — Edit
- Sales Metrics — None
- Contacts — Edit
- Calendar — View
- Notification — View
Adding Transaction Contract Fields
We use over 50 additional fields to process and manage listings and transactions beyond the default settings in Sphere. Many of these fields are specific to Oregon or Washington contracts. Sphere allows you to add these fields to user accounts. REMINDER: Additional fields must be added before Collective TC Services can assist with any transaction.
If you are an OREF and/or Washington forms user, instructions for adding such fields can be viewed here. If you are an Oregon Realtor Forms and/or Washington forms user, instructions for adding such fields can be viewed here. Each user involved in a transaction must ensure these fields are properly set up.
Creating a New Transaction Checklist in Sphere
Why is this necessary? To ensure everyone can follow the listing and/or transaction's flow and monitor its progress seamlessly. The custom checklists are designed to align with the Email Templates and with the additional contract fields, creating a cohesive and efficient system for managing each step of the process.
For comprehensive instructions on how to complete this set-up, click here for transactions and click here for listings. Each user involved in a listing or transaction must ensure that the custom checklists are properly set up.
Everything you need to get started
Read all of this before your first listing or transaction. Each section opens for the full detail — work through them top to bottom and you'll be ready to go.
System requirements
Gmail
All team members need to be Gmail users.
DocuSign
All signatures are handled through DocuSign. Make sure you and your team are set up before your first transaction.
Dropbox
You need to be a Dropbox user for centralized storage. Our TC team will set up your Dropbox folder structure for you once you sign up for TC Services. To learn more about how we use Dropbox, click here.
Sphere
You need to be a Sphere user. Why? It lets us stay efficient — Sphere auto-generates a timeline for each transaction and auto-populates all timeline dates to both your calendar and the TC Services calendar. Not a Sphere user yet? Watch an overview here, and when you're ready, click here to sign up for an account.
MLS access (transactions)
TC Services requires access to your MLS account for transactions — either by sharing your login or by creating an Assistant Subscriber account for TC Services through the MLS ($50/quarter). The necessary form can be found here.
Split Check payment (if applicable)
If you're paid via "Split Check" (paid directly from escrow, usually on the day of recording), opt in within ReZen/Bolt ("Home" icon → "Tax & Payout Settings" → "Direct Deposit Option for Commissions" → "Opt-in to Split Check"), then provide your banking info using this Word document to collectivetcservices@gmail.com.
Email templates
We can't customize emails for transactions, but we communicate with clients using the RG+Co. Email Templates you already have access to in the CEO Agent OS. That lesson can be viewed here:
View the Template Libraries lessonCost
Transaction Services — $600 per transaction, payable upon closing.
Should a deal terminate, $300 is invoiced upon termination.
Listing Services — additional $100 per listing.
Paid at closing or upon expiration/termination/cancellation of the listing.
Done-For-You Sphere Setup — $597.
The process — once you're set up
Just a few clicks and you're ready to go:
- Once you have a fully executed sale agreement, complete the Collective TC Services transaction order form to notify our team of the transaction.
- For a listing, complete the listing order form.
"Bringing Jessica onto my team has been nothing short of a game-changer. She didn't just take tasks off my plate — she helped implement the CEO Agent Academy system. My inbox is manageable, my files are in order, and I've reclaimed time — to grow my business and, even more valuable, time with my family."— Amy Cerruti
Marketing, admin, or other ops tasks on your plate?
Explore Hand It OffWho this is available to
Three things need to be true. TC services are intentionally limited to keep quality high and support personal. If all three apply to you, you're already most of the way there — Academy membership is the last step.
You're licensed in Oregon or Washington
TC services are currently available to agents operating in OR and WA only. Our team is trained and licensed to support transactions in both states.
You're with REAL
This service is available to agents in our REAL network. If you're not yet with REAL and want to learn more about making the move, Rebecca can walk you through it.
You're a CEO Agent Academy member
Academy membership for agents in our REAL network is $297 a year and unlocks TC services. With REAL but not in our network, services can be unlocked for $297/mo.
This is a 12-month subscription that unlocks TC Services + Staging Services for agents with REAL but not in Rebecca Green’s network. Sphere customization setup is separate. It can be ordered here or you can view the DIY instructions here.
Signing up a team? Email Rebecca at rebecca@rebeccagreen.co for a team discount code that drops each agents rate to $197/mo.
This unlocks TC Services + Staging Services for agents with REAL but not in Rebecca Green’s network plus done-for-you needed Sphere customization spread across your 12-month subscription. No upfront setup fee.
Signing up a team? Email Rebecca at rebecca@rebeccagreen.co for a team discount code that drops each agents rate to $247/mo per agent.
