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

Updated September 5, 2026

My Transactions gives each Follow Up Boss deal a working room: the checklist, due dates, parties, documents, phase, and outstanding requirements in one place.

Before you start: your account needs Ace Trove, your admin must leave Transactions enabled, and you must be on the deal in Follow Up Boss. A paid seat alone does not unlock this tool.

Open your first room

  1. In the Companion, open My Tools → My Transactions. Use Today for due work or All transactions to choose a deal.
  2. If setup is needed, confirm the buyer or listing side, select a checklist template, check the key dates, and add the title company and lender if known. Review suggestions before saving.
  3. Read Next Up and the current phase. Complete a simple checklist item, attach the required evidence, or submit an approval item to your reviewer.
  4. Ask a specific question such as “What is still outstanding before clear to close?” and open its citations to inspect the supporting records.

Understand phases and requirements

The standard phases run from Pre-offer through Under Contract, Contingencies, Clear to Close, Closing, and Post-Close. On Hold and Fell Through are also available. Your team's template determines the requirements; older templates can use a single advisory phase.

  • Advisory: outstanding work is visible, but the gate does not stop the move.
  • Attested: provide the requested written reason to proceed with outstanding work. Ace records the reason, actor, and requirements present at the time.
  • Blocking: clear the named requirements or obtain a reviewer override. An agent cannot override a blocking gate. Use Ask them to release when you need your TC or admin to review the requested move.

Jumping ahead still checks the intervening gates. Due dates follow the deal's acceptance or closing date where the template uses those anchors. When an anchor is missing, the room explains the missing date instead of inventing a deadline.

Simple checklist items can be checked off. Approval items must be submitted and accepted by a permitted reviewer. A returned item includes a note explaining what needs correction; fix the issue and resubmit.

Add documents and request signatures

  1. Choose + Add document in Documents, or attach evidence from a checklist row.
  2. Take a photo, choose a PDF or image, or paste a labeled link to a file you already store elsewhere. The Companion shows the current upload limit and resizes photos. If a file is refused or too large, follow the displayed explanation and use the link option.
  3. Choose a checklist item, or leave No specific item for a general document. You can file a stored document under an item later.
  4. Mark This still needs a signature only when the uploaded file is unfinished. That flag is a tracking requirement; it does not send a signing invitation.
  5. For an eligible PDF, use the signature request action, confirm the signer and email, and review any signature placement. Check the result: a created link and a delivered email are separate outcomes. If Gmail is not connected or the party has no email, use the provided link fallback. If the result says Delivery is unconfirmed, check the sending Gmail account before sending the link again; a timeout can happen after Gmail accepts a message.

The signer opens a request scoped to that document, reviews it, completes the signing steps, and receives the resulting document with its audit trail. Team templates can help prepare your own documents; review suggested values before creating or sending anything. Ace does not include a state association form library or a multi-signer sequencing workflow.

Signed, awaiting review, accepted, and returned are different states. A signature does not by itself satisfy every review requirement. Corrected documents preserve version history, and accepted documents are superseded rather than deleted. Keep any separate brokerage archive or form-provider workflow your team uses.

Ask Ace about this file

Transaction Ask uses this room's checklist, gates, parties, document records, money, notes, timeline, and available deal activity. Follow its citations and read the room's explanation of what Ace cannot see. Available activity may include timestamps, counts, and recent message fragments; it is not a complete call recording, transcript, or communications archive. Missing activity is not proof that a conversation never happened.

Asking is read-only: it does not change the transaction or contact a client. An answer depends on the information available. If a limit or temporary service failure prevents an answer, the room and its ordinary tools remain available.

Update the deal in Follow Up Boss

The deal's primary agent can edit stage, price, projected close date, or commission and press Save to Follow Up Boss. Only supplied changes are written. Other deal members can still work the Ace checklist, parties, notes, and documents. Those room changes save in Ace and may appear in its activity or audit history; they do not replace the explicit deal-field save.

Troubleshooting

  • The tool or deal is missing: check Trove, the Transactions toggle, and your membership on the Follow Up Boss deal with your admin.
  • The room changed while you were editing: refresh and review the latest values before retrying. Another teammate may have saved a newer revision.
  • Save says “Review required — do not retry”: the Follow Up Boss outcome is uncertain. Check the deal there and ask your admin or support to reconcile it before another write. Do not use a reload to bypass the warning.
  • Earlier activity did not load: keep your current view and choose Show earlier again.
  • A request email did not send: check the recipient and connected mailbox. Use the copy-link fallback when no send was attempted. If delivery is unconfirmed, inspect the sending Gmail account first and contact support if the outcome is still unclear. Link creation alone is not delivery confirmation; a provider receipt is also not proof that the recipient opened the message.
  • A template cannot be replaced: work already completed or waived is protected. Ask your TC to review the template change and any available drift/sync options.

Last updated: September 2026

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