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Close a Deal

A funded deal moves the lead from IN_CONTRACT to CLOSED. Fire the transition on closing day — when the file actually funds, not when the closing is scheduled.

Steps

Section titled “Steps”
  1. Open the lead’s detail page from the IN_CONTRACT column.
  2. In the Lifecycle card, under Next step, click Closing complete. The button reads “Closing complete → Closed”.
  3. In the dialog’s Note field, add the closing date and any reference your brokerage uses (file number, MLS transaction ID, etc.). If the file funded before today, turn on This happened earlier… and set the real date.
  4. Click Closing complete.

Greg Schultz detail page in COMMITTED state, one transition away from CLOSED via the closing_complete event. This capture predates the current Lifecycle card. Today the move is the Closing complete button, and the closing date and file reference go in the dialog's Note field rather than separate form fields.

What changes after the transition

Section titled “What changes after the transition”
  • The card moves from IN_CONTRACT to CLOSED on the board.
  • The timeline records a Closing complete row, In Contract → Closed, with your note quoted under it and your name as the actor.
  • The legacy Lead.status projects to converted; legacy buyer_status projects to closed.
  • The lead becomes a past client. Active pipeline tactics no longer apply.

What this does NOT do

Section titled “What this does NOT do”

CLOSED has no outgoing state-machine transitions. The pipeline does not loop a closed lead back through QUALIFIED for a future transaction, and CLOSED does not self-loop on a closing anniversary. This is intentional.

What you might expectWhat actually happens
Anniversary touches re-enter pipelineThey don’t. Anniversary outreach is handled by the alerts system, separate from the pipeline.
A repeat client gets the same lead recordThey don’t. A repeat transaction starts a new lead record.
CLOSED self-loops every yearNo. The pipeline is for one transaction’s life.

A worked example

Section titled “A worked example”

Continue Marcus Williams’s arc. He went from QUALIFIED to COMMITTED (signed buyer’s agreement), then to IN_CONTRACT (offer accepted, escrow opened), and today the file funded. Click Closing complete on his card with the closing date, May 17, 2026, and your brokerage’s file reference in the note.

His card lands in CLOSED. The timeline is now a complete record of the deal from inquiry to funding: every touch you logged, every state change Scribe wrote, every signed document referenced. That timeline is what you hand to your broker for the file review.

Don’t fire it early

Section titled “Don’t fire it early”

A scheduled closing is not a complete closing. Wait until the file funds and the keys are handed over. Firing Closing complete prematurely makes the board lie, and there is no way back: once a lead is CLOSED the Lifecycle card only says “Closed. Nothing further to record here.” Rolling it back is a manual database-level fix, not a supported transition.

If the lead is a seller

Section titled “If the lead is a seller”

Closing works the same way on a seller lead. The card reached IN_CONTRACT through Offer accepted rather than Contract executed, and Closing complete is the same button with the same rule: fire it when the file funds, not when closing is scheduled. The legacy field that follows is the per-seller status, which projects to closed; a linked client’s per-buyer status is left untouched.

What about a repeat transaction?

Section titled “What about a repeat transaction?”

If Marcus calls you in three years to sell the house and buy another one, create a new lead record. The new transaction enters NEW at the top of the pipeline. His historical CLOSED record stays as the canonical history of the first deal, and the new lead inherits no state from it.

Section titled “Related”