Real Estate

SignNXT helps real estate agents, property managers, and brokers close deals faster with instant document signing, multi-party workflows, and mobile-friendly signing. Send unlimited documents to unlimited clients without per-document fees.

Common Real Estate Use Cases

SignNXT is perfect for these real estate workflows:

Workflow 1: Simple Lease Agreement

Scenario: You need a tenant to sign a residential lease agreement.

Step 1: Send the Lease

1. Click New Document
2. Upload your lease agreement PDF
3. Add the tenant as a signer:
   • Name: John Smith
   • Email: john.smith@email.com
4. Place signature and date fields
5. Add initials fields for each page (if required)
6. Add a personal message: "Hi John, here's your lease agreement for 123 Main Street. Please review and sign."
7. Set reminder (Professional plan) - e.g., every 2 days
8. Set expiry (Professional plan) - e.g., 7 days
9. Click Send for Signature

Step 2: Tenant Signs

1. Tenant receives email with signing link
2. Tenant can sign on any device (desktop, tablet, smartphone)
3. Tenant reviews lease agreement
4. Tenant signs and initials all required fields
5. Tenant submits signature
6. You receive email notification instantly

Step 3: Download Signed Lease

1. Go to Completed folder
2. Find the signed lease
3. Click Download Signed PDF
4. Signed PDF includes:
   • Tenant's signature and initials
   • Signature timestamp
   • IP address
   • Audit trail below signature

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Workflow 2: Multi-Party Purchase Agreement

Scenario: A purchase agreement requires signatures from buyer, seller, buyer's agent, and seller's agent.

Using Parallel Signing

For transactions where signing order doesn't matter:

1. Click New Document
2. Upload purchase agreement PDF
3. Add all signers:
   • Buyer - John Smith (buyer@email.com)
   • Seller - Jane Doe (seller@email.com)
   • Buyer's Agent - You (agent@realty.com)
   • Seller's Agent - Bob Johnson (bob@realty.com)
4. Place signature fields for each signer
5. Send for signature

How it works:

• All four parties receive emails simultaneously
• They can sign in any order
• Document is completed when all four sign
• Everyone receives completion notification

Using Sequential Signing

For transactions requiring specific signing order:

1. Create a Template (Professional plan)
2. Define roles in order:
   • Role 1: Buyer (signs first)
   • Role 2: Seller (signs after buyer)
   • Role 3: Buyer's Agent (signs after seller)
   • Role 4: Seller's Agent (signs last)
3. Place signature fields for each role
4. Set signing order

How it works:

1. Buyer receives email and signs first
2. After buyer signs, seller receives email
3. After seller signs, buyer's agent receives email
4. After buyer's agent signs, seller's agent receives email
5. Document is completed after all four sign

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Workflow 3: Bulk Lease Renewals

Scenario: You manage 50 rental properties and need all tenants to sign lease renewals.

Step 1: Prepare Tenant List

Create a CSV file with tenant information:

tenant_name,tenant_email,property_address,unit_number,monthly_rent,lease_start,lease_end
John Smith,john@email.com,123 Main Street,Apt 101,1200,01 Apr 2025,31 Mar 2026
Jane Doe,jane@email.com,456 Oak Avenue,Apt 205,1350,01 Apr 2025,31 Mar 2026
Mike Johnson,mike@email.com,789 Elm Street,Unit 5,1500,01 Apr 2025,31 Mar 2026

Required columns:

• tenant_name - Tenant's name
• tenant_email - Tenant's email

Optional columns (for merge fields):

• property_address - Property address
• unit_number - Unit/apartment number
• monthly_rent - Monthly rent amount
• lease_start - Lease start date
• lease_end - Lease end date

Step 2: Create a Campaign

1. Go to Campaigns page (Professional plan)
2. Click New Campaign
3. Upload your lease renewal PDF template
4. Upload your CSV file
5. Map CSV columns to signers:
   • Column: tenant_name → Signer Name
   • Column: tenant_email → Signer Email

Step 3: Add Merge Fields

Personalize each lease renewal:

1. Place merge fields on the PDF:
   • Property Address (merge_text) → property_address
   • Unit Number (merge_text) → unit_number
   • Monthly Rent (merge_number) → monthly_rent
   • Lease Start Date (merge_date) → lease_start
   • Lease End Date (merge_date) → lease_end
2. Place signature and date fields for tenant

Step 4: Send Campaign

1. Preview the first lease renewal
2. Set reminder frequency - e.g., every 3 days
3. Set expiry date - e.g., 30 days
4. Add a personal message: "Your lease renewal is ready for signature. Please review and sign by [date]."
5. Click Send Campaign

Step 5: Track Renewals

Monitor which tenants have signed:

1. Go to campaign dashboard
2. View statistics:
   • Total sent - All tenants
   • Completed - Tenants who signed
   • Pending - Tenants who haven't signed yet
3. Follow up with tenants who haven't signed
4. Download all signed lease renewals

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Template Setup for Real Estate

Save time by creating reusable templates for common real estate documents.

Creating a Lease Agreement Template

1. Go to Templates page (Professional plan)
2. Click New Template
3. Upload your lease agreement PDF
4. Enter template name: "Residential Lease Agreement"
5. Define roles:
   • Tenant - The renter
   • Landlord - Property owner or manager
6. Place fields for each role:
   • Tenant: Signature, Date, Initials (on each page)
   • Landlord: Signature, Date
7. Add merge fields for personalization:
   • Tenant Name (merge_text)
   • Property Address (merge_text)
   • Unit Number (merge_text)
   • Monthly Rent (merge_number)
   • Security Deposit (merge_number)
   • Lease Start Date (merge_date)
   • Lease End Date (merge_date)
8. Save template

Using the Template

When you need to send a lease agreement:

1. Go to Templates page
2. Click Use Template on "Residential Lease Agreement"
3. Map roles to real people:
   • Tenant → John Smith (john@email.com)
   • Landlord → Property Management Co (manager@property.com)
4. Fill merge fields:
   • Tenant Name: John Smith
   • Property Address: 123 Main Street
   • Unit Number: Apt 101
   • Monthly Rent: 1200
   • Security Deposit: 1200
   • Lease Start Date: 01 Apr 2025
   • Lease End Date: 31 Mar 2026
5. Send for signature

Time savings: 90% faster than creating from scratch each time.

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PDF Override for Custom Properties

Scenario: You have a lease template with pre-placed fields, but each property has a custom lease with different terms.

How PDF Override Works

1. Create a template with field positions
2. When using the template, click Override PDF
3. Upload a new PDF (custom lease for this property)
4. Fields automatically position on the new PDF
5. Send for signature

Use cases:

• Properties with custom lease terms
• Different lease agreements for different property types
• Updated lease agreements with new clauses
• Property-specific addendums

Time savings: 90% faster than placing fields manually on each custom lease.

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Best Practices for Real Estate

1. Folder Organization

Create a clear folder structure:

Real Estate Documents/
├── Active Leases/
├── Signed Leases/
├── Purchase Agreements/
├── Disclosures/
├── Listing Agreements/
└── Archived/

2. Template Library

Build templates for frequently used documents:

• Residential lease agreement
• Commercial lease agreement
• Lease renewal
• Purchase agreement
• Listing agreement
• Buyer representation agreement
• Property disclosure statement
• Tenant application

3. Reminders & Expiry

For time-sensitive transactions:

• Set reminders every 1-2 days
• Set expiry date (5-7 days)
• Monitor pending documents daily

For lease renewals:

• Send 60-90 days before expiry
• Set reminders every 5-7 days
• Set longer expiry (30 days)

4. Mobile Signing

Most clients sign on mobile devices:

• Viewing properties on the go
• Signing during property tours
• Quick signatures from anywhere

5. Audit Trails

Every signed document includes:

• Signer name and email
• Signature timestamp
• IP address
• Certificate of Completion

Keep these for:

• Legal compliance
• Transaction records
• Dispute resolution
• Audit requirements

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Multi-Party Signing Scenarios

Scenario 1: Buyer + Co-Buyer

Both buyers need to sign:

1. Add both as signers
2. Use parallel signing (both receive email simultaneously)
3. Either can sign first
4. Document completed when both sign

Scenario 2: Tenant + Co-Tenant + Guarantor

Three signatures required:

1. Add all three as signers:
   • Tenant
   • Co-Tenant
   • Guarantor (parent or sponsor)
2. Use parallel signing
3. All three receive emails simultaneously
4. Document completed when all three sign

Scenario 3: Buyer → Seller → Agents

Sequential signing for approval:

1. Use sequential signing template
2. Set order:
   • Role 1: Buyer
   • Role 2: Seller
   • Role 3: Buyer's Agent
   • Role 4: Seller's Agent
3. Each party signs in order
4. Document completed after all four sign

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Team Collaboration for Real Estate

Assign Workspace Roles

For real estate agencies:

• Admin - Broker/Owner (full access)
• Member - Agents (create and send documents)
• Member - Administrative staff (view-only via folder permissions)

Use Shared Folders

1. Create "Active Transactions" folder
2. Add all agents with Edit access
3. Agents can send documents to their clients
4. Broker can view all transactions

Agent-Specific Folders

Create folders for individual agents:

• Agent 1 - John's Listings
• Agent 2 - Sarah's Transactions
• Shared - Agency-wide documents

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Security & Compliance

SignNXT provides real estate professionals with:

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Troubleshooting Common Real Estate Scenarios

Client Hasn't Signed After Multiple Reminders

Solution:

1. Check if email went to spam folder
2. Call the client to confirm they received it
3. Resend the signing link manually
4. If urgent, meet in person with mobile signing

Wrong Property Address in Lease

Solution:

1. Void the document (if not yet signed)
2. Correct the property address
3. Resend the lease
4. If already signed, create an amendment

Need to Add Another Signer

Solution:

• SignNXT doesn't support adding signers after sending
• Void the current document
• Create new document with all signers
• Send for signature

Transaction Fell Through

Solution:

1. Void the pending document
2. Move to "Archived" folder
3. Document remains in your records with "Voided" status

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