Free Notion Template for Real Estate Deal Tracker 2026
Track property deals from lead to close with automated status updates, commission calculations, and client-ready progress reports. Built for working agents.
Track every deal from initial contact to closing day with automated commission calculations and client-ready status reports. This template eliminates the spreadsheet juggling and missed follow-ups that cost you deals. Not for teams managing hundreds of transactions — built for individual agents handling 15-30 active deals.
What this template does
Replaces the chaos of scattered notes, Excel sheets, and phone reminders with one dashboard that shows exactly which deals need attention today. When you open it Monday morning, you see 3 filtered views: deals closing this week, deals waiting on documents, and deals going cold. After one week of use, the Commission Pipeline view shows your projected earnings for the next 90 days based on deal probability and close dates.
Template structure
Deals Database
- Property Address (Title): 123 Main St, Unit 4B. Leave empty and the deal won’t appear in client reports
- Deal Type (Select): Buyer representation / Seller representation / Dual agency. Drives commission calculation formulas
- Client Name (Text): Sarah Chen. Full name as it appears on contracts — feeds into document templates
- List Price (Number): 485000. Update when price changes to keep commission projections accurate
- Deal Status (Select): Lead / Under contract / In escrow / Closed / Dead. Change to Under contract only when you have signed paperwork
- Probability (Select): 25% / 50% / 75% / 90%. Multiply this by commission to forecast monthly income
- Expected Close Date (Date): 2026-07-15. Drives the This Week closing view and follow-up reminders
- Commission Rate (Number): 2.5. Percentage points, not decimal — formula converts automatically
- Projected Commission (Formula): Calculated from List Price × Commission Rate × Probability. Updates live as deals progress
- Last Contact (Date): 2026-06-12. Update after every call, text, or email to track relationship temperature
- Next Action (Text): “Send pre-approval letter to listing agent”. Specific task, not generic “follow up”
- Notes (Rich Text): Buyer wants move-in ready, no HOA fees, near good schools. Client preferences that affect showing strategy
How to use it week by week
- Monday 9 AM: Open the This Week view, call every client with a deal closing in the next 7 days to confirm document status and walkthrough timing
- After each client interaction: Update Last Contact date and Next Action field immediately — waiting until evening means you forget critical details
- When deal status changes: Move Deal Status forward only when you have documentation — signed contract for Under Contract, executed docs for In Escrow
- Friday 4 PM: Send the Monthly Pipeline view (filtered to your deals above 50% probability) to your broker or accountability partner
- Month-end: Export the Closed Deals view to calculate actual vs projected commission for performance tracking
Get your free copy
Duplicate this template for free — opens in your workspace in under 30 seconds. Rename the top-level database to match your brokerage name before adding any records.
Frequently Asked Questions
Why does the Projected Commission formula show $0 for some deals?
The formula multiplies List Price × Commission Rate × Probability. If any of those three fields are empty, the result is zero. Check that Commission Rate is entered as a percentage (2.5, not 0.025) and Probability is selected from the dropdown options.
How do I handle deals where the list price changes multiple times?
Update the List Price field each time — the Projected Commission formula recalculates automatically. The template doesn’t track price history, so add significant changes to the Notes field if you need them for CMA comparisons later.
Can I add fields for specific lending requirements or inspection dates?
Yes, but avoid adding more than 5 custom fields or the weekly workflow becomes unwieldy. Consider using the Notes field for information you reference less than weekly, and only create new fields for data that needs to appear in filtered views.
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