Your Transactions in Ace: the Room, the Checklist, and Asking Questions

Requires Ace Trove. As of this update, My Transactions needs your account to have Ace Trove — not just a paid seat. If your admin hasn't enabled it, the tool shows a short explanation instead of an empty screen. Your admin can also turn Transactions off entirely for the team from Back Office settings (it defaults on once Trove is enabled).

What you'll have when you're done

• Every open deal you're on, shown as a room with its current phase and a gate that names exactly what's blocking the next one.
• A checklist with due dates computed from your acceptance and closing dates — not typed in by hand, and never guessed when a date is missing.
• A place to upload or link evidence (inspection reports, disclosures, receipts) and see whether a reviewer accepted or returned it.
• A box where you can ask Ace a question about this one file and get an answer that cites exactly where it came from.

Your first win, in about 5 minutes

1. Open My Transactions from the Companion's My Tools hub and pick an open deal.
2. If it's your first time on that deal, a short guided start runs: which side you're on (buyer or listing — Ace guesses from your pipeline names and says why, but you confirm), which checklist template to start from, your key dates, and a quick add for the title company and lender.
3. The room opens with a Next Up spotlight — the soonest unfinished item, its due date, and a one-tap Mark Done.
4. Try the Ask box: type a real question about the file (“what's still outstanding before clear-to-close?”) and read the answer's citations at the bottom.

Phases and the gate

Every room moves through phases: Pre-offer → Under Contract → Contingencies → Clear to Close → Closing → Post-Close, plus two off-ramps reachable from anywhere — On Hold and Fell Through. Your team lead sets what actually has to be true to cross each boundary (a checklist template built before this update runs under one open, advisory phase, so nothing that worked yesterday suddenly blocks you).

A gate has one of three strengths:

• Advisory — a heads-up. Crossing doesn't require anything.
• Attested — you can cross by checking a box that states you're accepting the risk. It's logged permanently with your name, the time, and what was outstanding — not a silent override.
• Blocking — you genuinely cannot cross until the outstanding items clear or a reviewer approves them. Every blocking gate names the real consequence it's protecting (your team lead can't set one with no stated reason) — so when you're stopped, you can see exactly why.

If you try to move past several phases at once, Ace checks every gate you'd cross, not just the one at the far end — so you can't skip around a blocker by jumping ahead.

The checklist

Each item has a due date resolved from your deal's acceptance or closing date, re-computed every time you open the room — move your closing date in Follow Up Boss and every closing-anchored item moves with it, with nothing to re-save. A missing anchor date means an honest “no due date yet, here's why” instead of a guess.

Most items you just check off. An item marked as needing approval instead goes to “submitted” and waits for your TC or admin to accept or return it with a note — a returned item tells you exactly what to fix, and re-submitting after a return keeps both versions visible rather than overwriting the record.

Documents

Two ways to attach evidence to an item:

• Link out to where the file already lives — your Drive, Dotloop, or Follow Up Boss. This is the original v1 behavior and still works for anything large or that needs a real signature.
• Upload a small file directly (PDF, PNG or JPEG, up to 700KB) for review. A re-upload after a return creates a new version rather than erasing the old one, and once a document is accepted it can't be deleted — only superseded.

This is evidence tracking, not a document vault: there's no e-signature and no long-term compliance archive. For anything that needs to survive years of broker record-retention, keep using your existing system and link to it from here.

Asking Ace a question about the file

The Ask box is scoped to exactly one transaction — the checklist, the gate, the parties, the documents, the money, the timeline, and your recent Follow Up Boss activity on that deal. Every answer names its sources, and just as importantly, names what it can't see: Ace never reads call recordings, transcripts, or full email/text bodies on any plan — the timeline shows counts, timestamps and the last message text where FUB exposes it, and the answer says so rather than pretending otherwise. Asking a question never changes anything in the room. It's metered on Ace Trove with a generous monthly allowance and a light hourly limit to prevent abuse; if you hit either, or the model is unavailable, the room still works — only the Ask box goes quiet for a moment.

Saving back to Follow Up Boss

Nothing syncs automatically. When you press Save to Follow Up Boss, Ace writes exactly four fields — stage, price, projected close date, commission — and only the deal's primary agent (the first agent listed on the deal in FUB) can do it. A teammate on the same deal can still work the checklist, add parties, and upload documents; their edits save on the Ace side immediately.

Frequently asked questions

I don't see My Transactions at all.
Either your account doesn't have Ace Trove yet (ask your admin), or your team's admin has turned Transactions off in Back Office settings.

Why can't I move to the next phase?
A blocking gate is naming an outstanding requirement. Open the gate panel — it lists exactly what's unmet and, if your team allows it, an attestation option that logs your override.

Can I switch checklist templates partway through?
Not once any item is done or waived — that protects the work you've already logged. Ask your TC to adjust the template instead.

Does the Ask box send anything or change my deal?
No. It's read-only by design — it can never mutate the room, and it never contacts your client.

Related articles

• Back Office: Commissions, Cap Tracking and Transactions
• Transaction Templates, Gates and Approvals for Team Leads/TCs
• What Is Ace Trove? Overview and Pricing

Last updated: August 2026