Pre-Close Deal Tracking

Pre-Close Deal Tracking

Workflow purpose

Keep every deal from PSA signature through funding on schedule: track the closing checklist row-by-row, show the key-date countdown, catch contingency removal evidence gaps before they become escrow delays, and escalate when lender deliverables are at risk. The workflow does not execute closing actions — the deal team does. Its job is to surface the countdown and the gaps consistently so the human decisions are timely.

Trigger conditions

• Explicit: "closing checklist for DP_DEAL_019", "daily close tracking for next week's closes", "what's open on this deal", "key-date countdown".
• Implicit: deal enters under_psa, under_dd, under_financing, or pre_close in Dealpath; a deal_key_date approaches within the overlay alert band (e.g., DD-period-end within 5 days).
• Recurring: weekly for all deals past under_psa; daily for deals within the overlay-defined closing window (typically 5-10 business days before expected_close_date).

Inputs (required / optional)

Outputs

Required context

asset_class=residential_multifamily. Deal grain: either a single deal_id or a list of deal_ids within a portfolio or fund scope. org_id required for approval-threshold bands. Segment and form_factor used only for overlay selection (closing-checklist template varies by deal_type and segment). jurisdiction relevant for tax-lookback day count and legal-entity setup bands.

Process

1. Freshness + DQ gate. Evaluate Dealpath dq_rules.yaml. dp_freshness_deals blocker halts the run for affected deals. Log dp_handoff_lag warnings for recently closed deals.
2. Scope. Resolve the deal list: either a named deal_id, all deals past under_psa, or all deals within the overlay-defined closing window.
3. Key-date countdown. For each deal, pull every deal_key_date row. Compute key_date_days_remaining per row. Flag any date within the overlay alert band (yellow) or past date without recorded achievement (red).
4. Closing-checklist composition. Load overlay-defined checklist template per deal type and segment. For each row, read Dealpath deal_milestone state; resolve to one of open / complete / waived / blocked. Attach evidence pointer when present; surface missing-evidence rows explicitly.
5. Contingency tracking. Enumerate open contingencies with their evidence requirement and responsible party. For each, flag if past its removal deadline or if evidence is missing.
6. Escrow status. Surface escrow account status (opened / funded / pending), earnest-money posted state, and any hold-back or reserve requirements. Defer to reference if the adapter does not carry it; surface the gap.
7. Lender deliverable tracking. For each item on the lender schedule, resolve state from milestones and deal_document references. Compute lender_deliverable_status_score (overlay-defined).
8. Tax lookback + legal entity readiness. Compute days remaining on tax lookback; flag legal entity setup status (warn if not_started past overlay band).
9. Closing certainty. Composite closing_certainty_score from open-contingency count, key-date countdown, lender deliverable score, and escrow status. Overlay-tunable weighting. Publish with proposed: true.
10. Escalation. If any key date breach is imminent, any open contingency is past deadline, or any lender deliverable is blocked, compose escalation draft (email_draft, draft_for_review) to deal_team_lead and investments_lead.
11. Price change / retrade screen. If Dealpath records show a requested price adjustment, extension, or seller concession request, open a retrade line item and cross-link to workflows/pipeline_review/ retrade list.
12. Compose per-deal memo. Three sections: (a) state of play, (b) what's open in the next 72 hours, (c) escalations sent / pending. Every claim cites a metric slug or evidence reference.
13. Closing-week dashboard. Roll all deals in close_window_days into one view; at-risk flags per deal; capital-funding sequence noted.
14. Confidence banner. Adapter as_of_date, overlay status, dq outcomes, any fallback behavior invoked.

Metrics used

See frontmatter metrics_used. All metric slugs for this workflow are proposed (proposed: true) — no pre-close metric has landed in _core/metrics.md yet. Every output carries the proposed flag on each metric.

Reference files used

• reference/connectors/adapters/dealpath_deal_pipeline/normalized_contract.yaml
• reference/connectors/adapters/dealpath_deal_pipeline/dq_rules.yaml
• reference/connectors/deal_pipeline/schema.yaml
• reference/connectors/master_data/asset_crosswalk.yaml
• reference/normalized/approval_threshold_defaults.csv
• reference/normalized/close_calendar__portfolio.csv

Escalation points

• Key-date breach imminent (within overlay alert band): deal_team_lead -> investments_lead.
• Open contingency past deadline: deal_team_lead -> investments_lead -> asset_management_director.
• Lender deliverable blocked: deal_team_lead -> investments_lead -> finance_systems_team.
• Retrade / price-change request surfaced: deal_team_lead -> investments_lead -> executive.
• DQ blocker from Dealpath: data_platform_team -> investments_lead; affected deals paused.

Required approvals

None for the tracking pack itself. Any closing-week action (PSA extension, deposit release, price adjustment, contingency waiver) opens its own ApprovalRequest via the originating workflow — this pack surfaces the gap but does not execute.

Failure modes

1. Marking a checklist row complete without evidence pointer. Fix: evidence required or row stays open.
2. Using a closing-checklist template that does not match the deal type. Fix: overlay selection checks deal_type and segment; mismatch refused.
3. Reporting days_to_close without surfacing imminent key-date breach. Fix: imminent breaches flagged before overall countdown is published.
4. Silently defaulting escrow status when reference is absent. Fix: absent state surfaces as unknown with warning, not a clean status.
5. Composing an escalation draft without draft_for_review tag. Fix: every email output carries draft_for_review until overlay permits auto-send.
6. Claiming funding on partial closing (equity closed but debt pending). Fix: funding claimed only when both tranches record; split state reported explicitly.
7. Surfacing contingency as waived without policy reference. Fix: waiver requires overlay policy reference and approval_request link.

Edge cases

• Stalled deal (post-PSA, no DD progress): deal shows extended days in under_dd — flagged with owner and last activity; escalation draft composed.
• Retrade request: seller or buyer requests price adjustment after PSA — surfaced on retrade list with evidence pointer; cross-link to pipeline_review retrade screen.
• Declined-then-resurrected deal: deal previously dropped that returns to active — key-date countdown restarts from new LOI; prior-decision pointer retained.
• Deal renamed after IC: name change logged via dp_renamed_after_approval; closing checklist reads canonical deal_id regardless of display name.
• Multi-asset deal (portfolio acquisition): one deal, multiple target properties — closing checklist enumerates per-asset contingencies (title, survey, PCR, Phase I) while keeping single financing key dates.
• Cross-fund allocation: deal split across funds — capital sequence noted per fund; per-fund funding state tracked.
• Debt market shift mid-close: lender indicates term adjustment inside closing window — surface immediately; cross-link to pipeline_review debt variance and escalate.
• Partial closing: equity closes before debt (or vice versa) — two positions recorded; closing_certainty_score reflects the partial state; no "closed" claim until both record.
• Condition unresolved at close (ic_approved pending conditions): open condition within resolution_deadline — if deadline lapses before close, escalate per approval_matrix; block closed transition until resolved.
• Late legal entity setup: legal_entity_id not populated post-close beyond overlay lag — flagged as dp_handoff_lag warning; cross-link to acquisition_handoff when that workflow exists.
• Escrow holdback: reserved funds post-close (repairs, compliance, litigation) — tracked as a separate line item with release trigger.

Example invocations

1. "Build the closing checklist snapshot for DP_DEAL_019. What's open this week?"
2. "Daily close tracking for all deals closing next week. Flag at-risk deals."
3. "Key-date countdown for DP_DEAL_022. Where are we on lender deliverables?"
4. "What contingencies are still open on DP_DEAL_004 and who owns each?"
5. "Draft an escalation to the investments lead — DD period ends tomorrow on DP_DEAL_027 and the roof scope is unresolved."

Example outputs

See examples/example_pre_close_deal_tracking_output.md for the full artifact shape.

Output — Closing dashboard (abridged, DP_DEAL_019)

Deal. DP_DEAL_019 — 248-unit garden acquisition, Charlotte, expected close 2026-04-22.

Key-date countdown.

• LOI expiry: achieved 2026-02-10.
• PSA expiry: achieved 2026-03-05.
• DD period end: 2026-04-18 (3 business days remaining). Within alert band. Flag.
• Financing contingency: 2026-04-19 (4 business days remaining). Within alert band.
• Close target: 2026-04-22.
• Tax lookback: 2026-04-15 (today — compliant).

Open contingencies. 3.

• Title commitment review: evidence pending; responsible L. Garcia; deadline 2026-04-17.
• Survey acceptance: evidence received; pending legal sign-off.
• Phase I ESA: cleared; evidence on file.

Lender deliverables. 8 items; 6 complete, 2 pending (insurance binder, entity certificate of good standing). lender_deliverable_status_score = 0.75 (proposed). Within overlay band but trending tight.

Escrow. Earnest money posted; final deposit required by 2026-04-21.

Closing certainty. closing_certainty_score = 0.82 (proposed). On track conditional on title commitment review by 2026-04-17.

Escalation. Draft composed (draft_for_review) to deal_team_lead: title commitment review flag.

Confidence banner. dealpath_deal_pipeline@2026-04-15 (sample), close_calendar__portfolio@2026-03-31 (starter), approval_threshold_defaults@2026-03-31 (starter).