eXp Canada Provincial Agent Centre
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Canada Provincial Agent Centre

Internal Resources

Listings and Sales (BC)

Listing Steps

  • Please note that Listing Contracts must be uploaded to Skyslope within 48 hours of being fully signed and active on the MLS.
  • To avoid delays,  any paperwork that requires a Managing Broker to sign must be sent for electronic signatures. (Clients must sign it first).
    • List of Emails per Board at the bottom of this page.
    • Once the form is fully signed by all parties, please upload a copy to your existing Skyslope file for staff to review.
  • Re-Listing a property on the MLS requires a separate Skyslope file. (New MLS # = New Skyslope file)
  • Properties cannot be terminated and re-listed if you have not uploaded your documents for the the original listing to Skyslope for review.
  • All paperwork review is processed by admin during regular office hours, Monday to Friday, not including STAT holidays.
  • FINTRAC forms must be left for review in our secure site: Fintracker.ca or the Fintracker App. Please do not upload your FINTRAC forms to Skyslope.
    • More FINTRACKER info here.
  • If you have a question about a listing file, please email: [email protected]
  1. Prepare Listing Documents in Webforms:
    Contract, PNC, DORTS, any accompanying disclosure.
  2. Listing Contract MUST be signed by clients & agent FIRST. (You can set the signing order).
  3. Send the documents to your Managing Broker for electronic signature
    • Click here for the MB’s Signature Emails by board
  4. Use Broker Load OR Email Copies of your signed documents to your Board MLS Dept. Contact info below.
    (A.I.R agents please Broker load to Matrix or Xposure only. Do not send directly to the board. See note in step 6)
  5. Upload all related listing documents to Skyslope
    • DORT, PNC, FINTRAC, PDS etc.
    • Title search – If the signing name differs from Title
      • POA, death certificate
      • Corp – director doc, etc.
    • Single houses, duplex, ½ duplex under 10
    • Document proving it can be sold
      IE: copy of warranty, owner builder disclosure
  6. **A.I.R. Agents only:  Once your file is uploaded to Skyslope the Listing Analyst will review the MLC. If approved, we will activate your listing immediately. **You no longer need to email our team to notify us about activations UNLESS you require a delayed activation.
    To request a delayed activation please email [email protected], and write a note on the checklist beside the MLC, “Please hold Activation until further notice.”

If not using Broker Load, Email your FULLY SIGNED Listing Documents to your Board MLS Dept and upload to Skyslope:

FVREB: [email protected]
CADREB: [email protected]
GVR (Previously REBGV):
     New Listings & Inquiries: [email protected]
     Listing Amendments: [email protected]
VREB: [email protected]
VIREB: [email protected]
BCNREB: [email protected]

A.I.R. Agents only: Notify [email protected] after you’ve loaded your docs to Skyslope.

For Data Input Changes, or trouble with listings showing on the site contact AIR directly: [email protected]

*NOTE: AGENTS OPTING TO ‘BROKER-LOAD’ THEIR LISTINGS ARE NOT REQUIRED TO EMAIL DOCS TO THEIR MLS DEPT, UNLESS REQUIRED BY YOUR BOARD.

Please note all listing activations, price changes, sales reports will ONLY be done during office hours:
Monday to Friday
9 a.m. to 5 p.m.

Key Points:

  • Decide who will be the main listing agent and co-listing agent
  • Make sure all docs reference BOTH brokerages and all agents names (Other than listing contract)
  • On the Co-list form, be exact as to how the fees are split, if any
  • To remove an agent and brokerage from the deal all parties must agree, not just the seller.
  • Multiple Listings Contract – can NOT have both brokerages on it


Main Listing Agent (Primary)

  • In charge of uploading listing to MLS
  • Only person that can submit and make change to MLS
  • Agent must open a Skyslope file for the brokerage to review.
  • Agent’s name must be on all client disclosures
  • FINTRAC forms must be submitted to eXp.


CO-Listing Agent (Secondary)

  • Agent must open a Skyslope file for the brokerage to review. (this is not a ‘Referral’, so all paperwork must still be handed in to the brokerage no matter what side you represent)
  • Agent name must be on all DORT, PNC, DOER. This can be done on the same form or on a separate form.
  • FINTRAC forms must be submitted to eXp.
    • exception: If co-listed between 2 eXp Agents, only one agent needs to submit forms via Fintracker.
  • eXp will invoice the Primary Brokerage for your portion of the referral. The Primary office will convey instructions to lawyers.

**There are 2 different co-listing forms, make sure you use the right one! ​

CO-LISTING FORM – JOINT REPRESENTATION

  • This is the commonly used one where all the Sellers are working together with all the agents
  • With this form, make sure you are very EXACT on what the fees are and how it would be split, a simple 50/50 might end you with a very big bill
    • ie Advertising: 50/50 all advertising must be agreed upon to be applicable. (This is where I see the most argument)


CO-LISTING FORM – SEPARATE REPRESENTATION

  • This is often used during a divorced situation
  • This is where each Seller receives separate and independent advice from their own agents
  • When this type of listing becomes a transaction, please communicate very clearly to the transaction team who the lawyer’s/notary’s will be. In divorce situations, they each seller typically has separate legal representation.

 

Multiple Listings Contract – can NOT have both brokerages on it

Sales Steps:

TRANSACTION/CONVEYANCE EMAIL: [email protected]

YOU HAVE AN ACCEPTED OFFER – WHATS NEXT

All accepted offers must be submitted to the office within 48 hours of acceptance.

**If you are new to exp, please note in SS that it’s your first transaction so we can support you better!***

Open a SKYSLOPE file:

  • If you’re on the Listing side, open your listing in Skyslope and click on Accepted Offer button, follow the prompts.
  • If you’re on the Buying side, click on the Create Transaction button in Skyslope and follow the prompts.
  • Select the Checklist Type for the side YOU represent.

Upload all sales documents to Skyslope as per the Checklist Type you’ve selected.

If anything doesn’t apply, leave it blank or write “N/A” beside the item.


All Commission Splits and Referrals must be noted on the deal sheet.

Important:  If there’s something important you wish to relay to the transaction team after your file has been reviewed, please communicate this via email, phone or WPChat because staff are NOT notified by notes being written on on the checklist. 

For all Unaccepted Offers please upload them in Skyslope with the deal. There’s a spot on the Checklist specifically for these called, “UNACCEPTED MULTIPLE OFFERS” so they shouldn’t be uploaded to the same spot as the primary accepted offer.

  • Please try to upload ALL unaccepted offers as one file. You can include the DSER forms with the offers.
  • The file MUST be named “UNACCEPTED OFFERS”.

 

 

Note: FOR REBGV, FVREB & CADREB

Be sure to upload your signed Disclosure of Multiple Offers Presented form. This can be uploaded to the same spot on the checklist as your unaccepted offers.

Backup-Offers cannot share a Skyslope file, and Skyslope does not allow for multiple deals to be attached to one listing.

  1. Open a duplicate Skyslope Listing, and add the word “Backup” to the end of the Street Name field so that Skyslope doesn’t prevent you from saving the file. (It flags duplicates).
    • Do not upload listing documents here, they can remain with your original listing file, unless this one becomes the primary offer.

  2. Click the Accepted Contract button to prompt the deal portion.

  3. Upload all sales docs to the checklist, as normal.

  4. If the first (primary) offer collapses. Be sure to follow the steps mentioned below for Collapsed Sales (this involves clicking the Cancel Transaction button on the first offer).
    • Now the back-up offer will become the primary.
    • Please write a note on the checklist of the Back-Up deal to notify the transaction team that it is now the Primary offer.

Upon Subject Removal, upload ALL remaining Sales Documents to Skyslope

  • Subject removal, copy of deposit, and any new addendum documents to Skyslope. (The checklist will reflect what is pending.)
  • Upload the Lawyer Form to the designated spot on the checklist. 

 

If eXp Realty holds the deposit:
Take a picture of the cheque before depositing.
Important: Always ensure a Skyslope file has been opened prior to depositing your clients funds. This is very important, to avoid unidentified deposits.

Refer to information on the FTNI app depositing your clients bank drafts.

 


DISCLAIMER: Each individual transaction is unique and the above list is a general guideline to help you prepare but is by no means the final requirement. Each agent will be alerted on the final compliance aspect upon reviewing each file.

If subjects are not removed and funds have not been deposited:

  1. Click the Cancel Transaction button in Skyslope.
  2. Upload a Collapse of Sale form to the Checklist
  3. Complete any remaining relevant checklist items.

 

If conditions are not removed and funds have been deposited in eXp’s account:

  1. Click the Cancel Transaction button in Skyslope.
  2. Upload a Collapse of Sale with Deposit form.
  3. Upload a copy of the clients bank details / VOID Cheque so eXp can return the deposit.
  4. Ensure the FINTRAC Receipt of Funds form has been submitted via Fintracker, if on the Buyers side.
  5. It’s helpful for our team if you also give us a heads up in this scenario so we can process the collapse and notify the payouts team to return the deposit faster. [email protected]
(A deal has collapsed AFTER conditions have been removed and the sale has already been reported to the MLS)

Upload the relevant forms to Skyslope and notify the transaction team ASAP:

  1. Fill out the General Release and Authorization form from Webforms – this will determine who the deposit will go to and all parties must sign.
  2. Fill out the [MLS] Collapsed Sales Report form from Webforms, email to Managing Broker to sign electronically, and then email it to your RE Board and upload a copy to Skyslope.
  3. Click the Cancel Transaction button in Skyslope.
  4. It’s helpful for our team if you also give us a heads up in this scenario so we can process the collapse and notify the payouts team to return of deposit faster. [email protected]
  5. Advise your Managing Broker ASAP of any potential conflicts. ie: any party refusing to sign the release form, disagreements over who the funds should be released to.

Click here for eXp Sales Report Form

Once filled out please upload a copy to your Skyslope Checklist.

BC – A.I.R. (includes KADREA & KREB) – Notify [email protected] after you’ve uploaded your completed Sales Report form to Skyslope and let them know your SR is ready to process.

To use the Standard Sales Report form in Webforms:

Fill out the form, have an MB sign (if applicable), upload a copy to Skyslope, and email it to your MLS Dept along with a copy of the CPS, SR and any date/price change addendums:

FVREB: [email protected]

CADREB: [email protected]

GVR (formerly REBGV): [email protected]

BCNREB: [email protected]

VIREB & VREB: Agents Report the sale in Matrix directly. If they don’t report in Matrix, they need to obtain the Board Sales Report form in Webforms. Note: if reporting in Matrix, attach the full detail pending sale MLS sheet to the SkySlope checklist in lieu of the Sales Report.

Deal Sheets and Lawyer Forms

Deal Sheet - Standard eXp
Deal Sheet - REFERRALS
Lawyer Form for Skyslope
REFERRAL STEPS - Please read carefully before opening a Skyslope File.
Agent Referral Form
Disclosure of Referral to be Received
Disclosure of Referral to be Paid

eXp is expecting Incoming Referral Fees from an Outside Brokerage

NOTE: ‘Outside Brokerage’ includes eXp agents from OTHER provinces than your own.

  1. When an eXp agent has referred a client to an Outside Brokerage, please wait until you’ve been notified that there’s a FIRM deal before opening a Skyslope file.
  2. Open a Skyslope Transaction using the Referral type checklist.
  3. The Address and Clients name are mandatory, however all other fields can be approximate since you do not retain a copy of the contract.
    1. Enter $1.00 as the purchase price and commission.
    2. Enter “N/A” for any fields that are unknown.
  4. Upload your Referral Deal Sheet, Referral Agreement, Referral Disclosure and any misc docs that are relevant to the Skyslope checklist.
  5. Our Conveyance team will review the file and send an invoice to the outside brokerage, and then transfer the file into the Payouts queue. The Payouts team will follow up with the Outside Brokerage for your commissions. 

Internal Referrals from eXp Agents within the Same Province.
**Please do NOT open a Skyslope file for Internal eXp Referrals. 

  1. Ensure you have signed a Referral Agreement in place and remind the primary agent to include you on their Deal Sheet when they open a Skyslope file.
  2. Agents are welcome to email the central conveyance team to inquire if your name has been added to the Referral deal to ensure you receive your portion of commission at closing.

SERVICE FEES (Marketing Fee, Admin/Listing Fee, CMA)

Open a Skyslope transaction using the checklist type:  BC – Fee for Service / Other

    1. Open a Skyslope transaction using the checklist type:  BC – Fee for Service / Other
    2. The Address and Clients name are mandatory so we know who to invoice, however all other fields can be approximate, or write “NA” if not applicable.
    3. Upload your Deal Sheet, and relevant supporting documents.
    4. Our Conveyance team will review the file and send an invoice to the appropriate party, and then forward the file to the Payouts queue.

The eXpert Care Desk is available 24/7 to help you with any issue, big or small.

Phone: (833) 303-0610
Email: [email protected]

The eXpert Care Desk is available 24/7 to help you with any issue, big or small.

Call or Text: (833) 303-0610
Email: [email protected]