auction-commission-sop

SOP: Auction Deal Commission Tracking

Last Updated: 2026-03-09 Applies to: All deals with “AUC” prefix in the wholesale pipeline (816046) Owner: TC / Dispo Team

Overview

Auction deals from Auction.com and Xome have commission structures embedded in the main contract (typically a ~69-page document). Commission data must be extracted and tracked in HubSpot so the team knows whether to request broker compensation from the bank.

Automated Steps (No Action Required)

These happen automatically when an AUC deal enters the pipeline:

1. auction_platform auto-populates from deal name (Xome or Auction.com)
2. auction_commission_status defaults to unknown
3. commission_request_status defaults to need_to_request
4. Gmail attachments (PDFs) are synced to HubSpot daily at 3 AM UTC

Manual Steps — When Deal Reaches Contract Stage

Step 1: Locate the Commission Disbursement Page

Open the main contract PDF in HubSpot (attached as a note on the deal timeline).

• Auction.com: Go to the last 2-3 pages. Look for “INSTRUCTIONS TO PAY BROKER COMMISSION”
• Xome: Check for a commission section. Xome’s default policy is “NO SELLER PAID COMMISSIONS” — if you see this, skip to Step 3

Step 2: Fill Commission Fields in HubSpot

In the deal sidebar, find the “Auction Commission” section and fill:

Field	Where to Find It
Auction Company Fee	”Fee paid to auction company” line
Auction Fee Paid By	”(X) Buyer” or “(X) Seller” checkbox
Listing Agent Commission	”Listing Broker Commission Amount”
Listing Agent Name	”Listing Broker Name”
Selling Agent Commission	”Selling (Buyer) Broker Commission Amount”
Selling Agent Name	”Selling Broker Name”
Total Broker Commission	”Total Broker Commission Amount”
Commission Status	Set based on findings (see below)
Commission Request Status	Set based on findings (see below)
Commission Notes	Any context (e.g. “Dion Rivera breakdown email 2/25”)
Auction OFR/Reference #	OFR number from contract (e.g. OFR06853887)

Step 3: Set Commission Status

Scenario	auction_commission_status	commission_request_status
Commission amounts listed in contract	in_contract	already_in_contract
Xome “no seller paid commissions”	not_applicable	no_commission_available
All broker commissions = $0 or N/A	not_applicable	no_commission_available
BRBC form submitted to bank	brbc_submitted	requested
Bank approved commission	approved	approved
Bank denied commission	denied	denied
Haven’t reviewed contract yet	unknown	need_to_request

Step 4: If No Commission — Consider BRBC

If broker commission = $0 or “Not Applicable” in the contract, consider submitting a BRBC (Buyer Representation and Broker Compensation) form to the bank/seller proactively before closing:

1. Prepare BRBC form with desired commission amount
2. Submit to the bank/seller contact
3. Update auction_commission_status to brbc_submitted
4. Update commission_request_status to requested
5. Add submission date and details to auction_commission_notes

Verification

The intake checker (dispo-intake-checker.js) will flag AUC deals that are missing:

• auction_platform
• auction_commission_status
• commission_request_status

Run manually: node scripts/dispo-intake-checker.js <dealId> auction_commission_review

Platform Cheat Sheet

Platform	Typical Commission	Buyer Premium	Contract Format
Auction.com	Varies — check disbursement page	0-5% of winning bid	~69 pages, disbursement at end
Xome	$0 (no seller commissions)	Usually $0	Shorter, no disbursement page
BidSpotter	Varies	Varies	Check contract
RERI	Check contract	Check contract	Varies