App builder

Run a brokerage back office
that knows every license date and split.

Tell Netiva’s AI how your office runs and it builds a web app where you track agent licenses, review transaction files and apply each agent’s commission plan at closing.

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Starter prompt

Build a back-office web app for a 30-agent brokerage. Keep an agent roster with license number and type, expiration date, E&O coverage end date, status, plan and the date the agent’s cap year starts. Store plans with the agent split, an annual cap on company dollar, a transaction fee and a monthly desk fee. Agents sign in, open a file for each listing, buyer or lease deal and upload the required documents by type. The managing broker works a review queue, accepting or returning each document with a note. Show licenses expiring within 90 days and, for each closed file, a disbursement page that applies the agent’s split and cap.

Build it in Netiva Paste the prompt into a new workspace and adjust it to your business.
Overview

Who this brokerage back office is for

A managing broker answers for every license and every file that goes out under the brokerage’s name, yet the records often sit in three places: a renewal spreadsheet, a shared drive of contracts and a commission sheet only the office administrator can read. An agent’s license lapses, or a file closes without its agency disclosure, and nobody notices until an audit. A brokerage back office built with Netiva keeps the agent roster, license and E&O insurance dates, file review and commission plans together, so the admin works one queue and the broker sees what needs a decision today.

Key features

What your brokerage back office can do

  • Agent roster with license dates

    Every agent’s license number, license type, expiration date and E&O coverage sit in one grid, with saved views for renewals coming up, agents still onboarding and anyone missing a date.

    • License number and type — sales agent, broker associate or broker
    • Licenses and E&O coverage ending within 90 days, soonest first
    • Statuses from Onboarding to Active, Inactive and Transferred out
    • Each agent linked to the commission plan they signed

  • Transaction file review queue

    Agents sign in, open a file for each deal and upload documents by type. The broker works a queue of new uploads, accepting each or returning it with a note. The checklist is app logic, so adding a required form means asking Netiva for it.

    • A required-document checklist for listing, buyer, dual and lease files
    • Approval held back until every required document is accepted
    • Returned documents shown on the agent’s desk with the reviewer’s note
    • Reviewer and review time saved with each decision

  • Commission plans and caps

    Record each plan once. Split, cap and transaction fee apply at each closing and the disbursement page shows how much of the agent’s cap is already paid; the monthly desk fee shows on the agent’s desk.

    • Splits such as 70/30 or 80/20, with or without an annual cap
    • Company dollar tallied against the cap for each agent’s cap year
    • A disbursement breakdown to check before it goes to title or escrow
    • New plan assignments filled across many agents by the collection assistant

  • Renewal and review reminders

    Scheduled emails tell agents what the office needs from them and give the broker a morning summary, so renewals and returned documents don’t wait for someone to open a spreadsheet.

    • Expiry warnings to the agent and the office at intervals you choose
    • An email to the agent as soon as a document is returned
    • A daily digest of files waiting for review
    • A weekly list of closed files still missing a document
Data model

The collections behind it

Netiva keeps your records in built-in collections. Here’s a starting structure — the agent adapts it to your prompt, and you can change it any time.

Agents

Everyone licensed under the brokerage, with the dates the office has to watch.

  • Name (required) Text
  • Email (required) Also the address the agent signs in with Text
  • License number (required) With license type — sales agent, broker associate or broker — and issuing state Text
  • License expires (required) From the license record; terms vary by state Date
  • E&O coverage ends End date of the errors and omissions policy Date
  • Commission plan (required) Relation to Commission plans
  • Cap year starts Anniversary the cap resets on; blank for calendar-year plans Date
  • Status (required) Onboarding, Active, Inactive, Transferred out Text

Commission plans

The compensation terms agents sign, stored once and linked to each agent.

  • Plan name (required) Text
  • Agent split (required) Agent’s share in percent, e.g. 70 for a 70/30 split Number
  • Annual cap Company dollar paid before the agent keeps 100%; blank if uncapped Number
  • Cap year Calendar year or agent anniversary Text
  • Transaction fee Charged on each closed file Number
  • Monthly desk fee Desk or office fee billed monthly, not deducted at closing Number
  • Plan document The plan sheet agents sign File

Transaction files

One file per deal, with its review status and the numbers the disbursement page needs.

  • Property address (required) Text
  • Agent (required) Relation to Agents
  • File type (required) Listing, Buyer, Dual, Lease Text
  • Submitted on When the agent sent the file for review; the queue sorts by it Date & time
  • Review status (required) Open, Submitted, Needs changes, Approved, Closed, Canceled Text
  • Sale or lease price Number
  • Closing date Places the file in the agent’s cap year Date
  • Gross commission The brokerage’s commission on this side, as received Number

File documents

Each uploaded document and the reviewer’s decision on it.

  • Transaction file (required) Relation to Transaction files
  • Document type (required) Listing agreement, Buyer agreement, Purchase contract, Agency disclosure… Text
  • Document (required) File
  • Review result (required) Pending, Accepted, Returned Text
  • Reviewer note Paragraph
  • Uploaded by (required) Filled in from the signed-in agent Text
  • Reviewed by Text
  • Reviewed at Date & time

Required field. Types are Netiva collection field types.

Screens

Pages and screens to start with

A typical first version. Ask the agent for more, or annotate the preview to change any of them.

  • Review queue

    Documents waiting for review across every agent, oldest first, with accept and return buttons and a note box for returns.

    Your team

  • Agent roster

    Every agent with license number and type, expiration, E&O end date, plan and status, filtered by status and sorted by the next date due.

    Your team

  • Renewals

    Licenses and E&O policies ending in the next 90 days, grouped by month, with each agent’s email next to the date.

    Your team

  • Agent desk

    An agent’s own files, returned documents with the reviewer’s notes, their license expiration, monthly desk fee and how much of their cap is paid.

    Signed-in users

  • Compliance file

    One deal as the reviewer sees it: required documents with their review results, notes sent back to the agent and the numbers for the disbursement.

    Your team

  • Disbursement

    The breakdown for a closed file — gross commission, company dollar, fees and agent net — laid out to check before it goes to title.

    Your team
How it works

From prompt to a live brokerage back office

  1. Describe how your office runs

    Tell Netiva how many agents you have, which license types and commission plans you use and which documents each file type needs. It drafts collections for agents, plans, files and documents.

  2. Load your roster and plans

    Enter agents and plans in the collection grid, or ask the collection assistant to draft rows and tidy names and dates, then link each agent to the plan they signed.

  3. Test a file end to end

    In the live preview, submit a sample listing file as an agent, return one document with a note, then approve the file. Annotate the preview wherever the review screen needs changing.

  4. Publish and invite your agents

    Publish in one click, send agents the sign-in link and turn on the renewal emails. Every change is checkpointed, so you can roll back if a new checklist rule misfires.

Why Netiva

Netiva vs a traditional build

Building a brokerage back office with Netiva compared with a traditional build
Criterion With Netiva Traditional build
License renewal tracking A renewals list sorted by date, with emails to the agent and the office before each deadline A spreadsheet of expiration dates that someone has to remember to open
Commission disbursements A breakdown page that applies the agent’s plan and cap-year total to each closed file Splits, caps and fees worked out by hand on a worksheet for each closing
Getting started Describe what you need in chat and watch it take shape in a live preview Hire developers, or stitch together templates, plugins and a hosting plan
Content and data Built-in collections with nine field types, bound straight to your pages Set up and connect a separate database or CMS
Making changes Ask the agent; every change is checkpointed and reversible File a ticket, wait for a sprint, redeploy
Hosting and domain Global hosting and automatic SSL; connect a custom domain from the Starter plan Buy hosting, then install and renew SSL certificates yourself
Code ownership Clean production code you own and can export Locked into a template, plugin or agency setup
Examples

Ways teams use it

  • A 30-agent independent brokerage

    One office administrator reviews every file. New uploads land in a single queue, returned documents go back to the agent by email and the managing broker checks the approved list before the week’s disbursements go out.

  • A new brokerage moving agents to capped plans

    The broker offers a split with an annual cap. Each agent’s desk shows how much company dollar has been paid this cap year, so nobody has to ask the office when they’ll reach 100%.

  • A small office that handles sales and leases

    Lease files get a shorter document checklist than purchase files, and the renewals list keeps the leasing agents’ licenses and E&O policies from lapsing during the busy months.

Good to know

Before you build

  • Your state regulator sets the rules

    License terms, continuing education and record keeping vary by state. California, for example, issues four-year licenses, requires 45 hours of continuing education to renew and has brokers keep transaction records for three years. Build checklists from your state’s rules.

  • Check license status at the source

    The app tracks the dates you enter. It doesn’t verify licenses with the state unless a data source offers an API you connect, so confirm each agent’s status on the public license lookup your state’s real estate commission, department or division runs.

  • Money moves outside the app

    Netiva doesn’t hold escrow funds or pay agents. The disbursement page is a record to check and send to the title or escrow company; payouts, trust accounting and year-end tax forms stay with your bank and accountant.

  • Start with the roster you have today

    Nothing is imported from your old back-office system or spreadsheet for you. Enter current agents and plans in the grid first, then have agents open new files in the app as deals come in.

FAQ

Questions about building a brokerage back office

Can a brokerage back office warn agents before their license expires?

Yes. The app can send scheduled emails to the agent and the office administrator at intervals you choose, such as 90, 30 and 7 days before a license expiration or E&O end date. A renewals screen lists everything coming due. The reminders use the dates stored on each agent record, so update them after every renewal.

How does a transaction file move through broker review?

An agent opens a file, picks the file type and uploads documents against the checklist for that type. Each upload lands in the review queue as Pending. The reviewer accepts it or returns it with a note, and a returned document triggers an email to the agent, who uploads a corrected copy. When every required document is accepted, the broker marks the file Approved.

Can the app work out commission splits and caps at closing?

Yes, as logic you describe to Netiva. For a closed file, the disbursement page can take the gross commission, apply the agent’s split and transaction fee and stop charging company dollar once the agent’s cap-year total reaches the cap. Treat the result as a worksheet to check before anything goes to the title or escrow company, and keep your accountant’s figures as the final word.

Does it check license status with your state licensing agency?

Not on its own. The app tracks licenses from the numbers and dates you enter. Netiva apps can call REST APIs with keys stored securely, so if your state’s licensing agency or a license data provider offers an API, you can ask for a scheduled status check. Otherwise, verify each agent on the regulator’s public license lookup and record the date you checked.

Will it replace our transaction management and e-signature tools?

No. Keep drafting and signing contracts where you do today. The back office is where agents upload the signed documents, reviewers record each decision and the office keeps commission records. If your transaction management provider offers an API, you can ask Netiva to pull file details from it instead of typing them in.

Can we start free and move the back office to our brokerage’s domain later?

Yes. Build and test the back office on the free plan, with no credit card, using the live preview. When you’re ready to invite agents on your brokerage’s own domain, connecting it needs the Starter plan or higher. Netiva generates clean code you can export at any time, with no proprietary runtime. Compare current plans on the pricing page.

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Drafted with AI assistance from Netiva’s product pages and reviewed by the Netiva team. Example data models, screens and prompts are illustrative starting points, not customer projects.

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