Open a New Exchange — manual intake wizard

Entry state First run — the office has never opened a file

Exchanges

What a coordinator sees on day one at a new QI office, before any file exists.

0 files

No exchanges yet

Files reach this console three ways. Manual intake is always available; the other two are switched on per office by a platform admin.

Manual intake Available

A coordinator opens the file from a call, a referral or a walk-in. This wizard.

CRM feed Not connected

Deals push in from your CRM and land in the intake queue for triage before a file is opened.

Exchanger self-signup Off by policy

The exchanger starts their own file in the consumer app; it arrives here unassigned.

Entry state Resuming — drafts in progress

Unfinished intakes

A draft holds every answered field and nothing else — no exchange record, no reference number, no workflow. Resuming returns you to the step you left.

3 drafts

Draft	Type	Reached	Last saved
Whitmore Living Trust 4180 Old Mill Road, Sonoma CA · started by Tom Bottenberg	Forward delayed	Step 4 of 7 Relinquished property	12 seconds ago autosaved
Okonkwo Holdings LLC — second file Parcel not yet under contract · started by Sandra Osman	Reverse (EAT)	Step 2 of 7 Exchanger & parties	Aug 17, 4:41 PM 2 days ago
Untitled draft Type chosen, nothing else · started by Tom Bottenberg	Improvement	Step 1 of 7 Exchange type	Jul 29, 9:02 AM 21 days ago

Drafts live in the database, not in the browser. Autosave writes on every field blur and on every step change, and each write is audit-logged against your user. A draft older than 90 days is flagged for cleanup — it is never silently deleted.

Step 1 of 7 Exchange type — the choice that shapes every step after it

What kind of exchange is this?

Pick the structure the exchanger is actually doing. It sets which clocks exist, when they start, and which documents the file will need. You can change it until the file is opened — after that it is an amendment with an officer approval.

Required

Structure

Plain English first, statute second — the consequence line is what the exchanger will be told.

Forward delayed Most common They sell first, then buy. Both clocks start the day the sale closes — 45 days to identify replacements, 180 days to finish buying. Reverse — parked with an Exchange Accommodation Titleholder (EAT) Adds step 4b They buy first. An EAT holds title to one side while they sell the other. The clocks start when the EAT takes title, not at their sale — and the parking agreement has its own 5-business-day deadline. Improvement / build-to-suit Adds step 4b Exchange proceeds pay for construction on the replacement property while an EAT holds title. Only improvements actually completed within the 180 days count toward the exchange value. Simultaneous Rare Both closings happen the same day through the QI. No 45-day window and no 180-day window to manage — but if the two closings separate by even a day, this becomes a forward delayed exchange and the clocks start.

Choosing reverse or improvement changes the rest of this wizard. Step 4b appears in the rail and three things move:
· Step 4 asks for the parked property first — the relinquished sale may not be under contract yet.
· Step 4b collects the EAT entity, the parking date and the Qualified Exchange Accommodation Agreement, which must be signed within 5 business days of the EAT taking title.
· Step 7 arms a 5-business-day QEAA watcher on top of the 45/180 watchers, and the clock preview re-anchors to the parking date.

Step 2 of 7 Exchanger & parties — the same-taxpayer rule made visible

Who is doing the exchange?

The taxpayer that sells must be the taxpayer that buys. Everything on this step exists to make that match exact before a single document is drafted.

1 warning

This exchanger may already exist. Two records match on contact email and tax-ID hash. Matching compares hashes — a tax ID is never displayed or compared in the clear.

Existing record	Status	Why it matched
EX-2025-000914 Whitmore, Judith A.	Completed closed Nov 12, 2025	Email exact · tax-ID hash exact name similarity 96%
EX-2026-000118 Whitmore Living Trust	Open · day 61 of 180 coordinator: Sandra Osman	Name similarity 88% no tax-ID match

Keeping them separate asks for a one-line reason and is written to the audit log. Two files for one taxpayer with overlapping 180-day windows is a reporting problem later, not now.

The exchanger of record

This is the entity that will sign the Exchange Agreement and appear on the IRS Form 8824.

Legal vesting name *

Type this character for character as it appears on the deed. If the deed says the trust and the exchange agreement says the individual, the IRS can treat it as two taxpayers and the deferral fails. Middle initials, "Trustee of", the trust date — all of it.

Entity type *

Drives which signature block the Exchange Agreement generates.

Trust date *

Matches the date inside the vesting name.

Primary contact name *

Email *

Used for the identity link and, if you invite them, the portal.

Mobile

Optional. Enables SMS reminders on the identity link.

Tax identification

Not keyed in here. Full tax ID and date of birth are captured inside the identity check and stored encrypted in profiles_sensitive. This console only ever shows the last four.

Additional parties

Anyone who signs, advises, or must be screened. Roles decide who gets which document and who is screened against the OFAC list on the next step.

Name	Email	Must sign	Screened
Alan R. Whitmore Spouse · co-trustee	alan.whitmore@example.com	Yes — own signature	Queued
Denise Park, CPA Park & Alvarado LLP	denise.park@example.com	No	Queued
Marcus Vance Estate attorney	Finish the address — everything after the @ is missing.	No	Blocked

Every signer signs for themselves. A co-trustee marked must sign gets their own envelope and their own audit trail. There is no "sign on behalf of" anywhere in this product — an electronic signature is only valid with the signer's own intent (eSign Act / UETA).

Step 3 of 7 Identity & AML — the first gate, opened here

Start identity verification

Nothing else in the file moves until the exchanger proves who they are. Starting it now — before the property, before the escrow account — is why it rarely becomes the thing holding up a closing.

Blocks everything downstream

Until identity clears on the exchanger: no document may be sent for signature, no funds may be received into the escrow account, and no wire instructions may be issued. The file opens and shows a Gated badge. That is the designed behaviour, not an error state.

How will Judith complete it?

All three routes end in the same place: the exchanger completing the verification themselves, in their own name, with their own liveness capture.

Send a verification link Default Email plus SMS to the contact details on step 2. The link expires in 7 days and re-sends itself twice before escalating to you. Typical completion: under 4 minutes.

Emailjudith.whitmore@example.com SMS(707) 555-0148 Send nowOtherwise it sends when the file opens

Assisted session — you stay on the phone For an exchanger who wants a hand. You schedule a call and walk them through it while they hold their own phone and their own ID. You never take their credentials and you never complete a step for them. In person at the office They complete the same vendor flow on an office tablet, signed in as themselves. The captured evidence, the decision and the timestamp belong to the vendor record either way — the venue changes, the proof does not.

There is deliberately no "mark as verified" control on this screen. A coordinator cannot assert identity on an exchanger's behalf, in any of the three routes, for any reason. If verification fails or stalls, the paths available to you are: resend, switch route, schedule a call, or open a documented exception case for an officer to decide — never a checkbox.

Sanctions screening — every named party

Queued the moment the file opens, then re-run automatically before every disbursement. Screening is not optional and not per-party configurable.

Party	Role	Lists	Status
Whitmore Living Trust entity + named trustees	Exchanger of record	OFAC SDN · consolidated PEP · adverse media	Queued
Judith A. Whitmore trustee	Signer	OFAC SDN · consolidated PEP · adverse media	Queued
Alan R. Whitmore co-trustee	Signer	OFAC SDN · consolidated PEP · adverse media	Queued
Cascade Title added on step 4	Closing agent · payee	OFAC SDN · consolidated	Pending party details

A possible match does not stop the intake — it opens a case with a documented disposition, reviewed by an officer. What it does stop is money: a payee that has not cleared screening cannot be part of an approved disbursement.

Step 4 of 7 Relinquished property — where the clocks get their anchor

The property being sold

Enter the sale as it stands today. The 45-day and 180-day dates below update as you type, and are re-stamped automatically from the settlement statement when the sale actually closes.

Current step

Property address *

Sonoma County · APN 045-210-018. County and state drive the state-QI rules applied on step 5.

Property type *

Held for investment or productive use in a trade or business — the exchanger's CPA confirms this, not us.

Contract sale price *

Gross contract price. Payoffs and prorations come off the settlement statement later.

Expected closing date *

20 days out. This is an estimate — the clocks below are provisional until it closes.

Contract executed on

The assignment must be in place before the closing, not after. This date drives the drafting queue.

Closing agent (title / escrow) *

Added to the party list and screened as a payee.

Closing agent contact *

Receives the assignment package and the document requests.

Buyer & buyer's counsel

The buyer must receive written notice of the assignment on or before closing. Adding them here means the notice drafts itself.

Provisional deadlines Provisional until the sale closes

These are the two dates the whole exchange turns on. Shown here so the exchanger hears them on the first call — not so anyone treats them as final.

Anchor — day 0 is the day the relinquished sale closes: currently Tue, Sep 8, 2026. Calendar days · no weekend or holiday shift

45th day — identify replacements

Fri, Oct 23, 2026

65 days from today · 45 days after closing

The identification must be in writing, signed, and delivered to us by 11:59 PM local time on that day. There is no grace period and no extension request.

180th day — close the purchase

Sun, Mar 7, 2027

200 days from today · 180 days after closing

Falls on a Sunday. These are calendar days — the deadline does not roll to Monday. Plan the closing for the Friday before.

The exchange period ends on the earlier of the 180th day or the due date of the return for the year of the sale (extensions included). For a September 2026 closing the 180th day lands first, so Mar 7, 2027 governs. We surface the comparison on the file and flag it when the return date would win — your exchanger's CPA advises on it; we do not.

Nobody moves these dates by hand. When the recorded closing date differs from the estimate, the deadline workflow re-stamps both clocks and writes an audit entry. A statutory date can only be adjusted by an approved override with a legal basis on file — a federally declared disaster notice, for example — and that override needs a second officer.

Step 4 of 7 · draft saved automatically

Step 4b · conditional EAT parking & QEAA — only for reverse and improvement

Parking arrangement

Appears only when step 1 is reverse or improvement. This step is why the type question comes first — a reverse exchange has a deadline that starts before the sale does.

Hidden for forward delayed

Exchange Accommodation Titleholder *

A single-purpose entity per parking arrangement — never a shared one.

Which side gets parked? *

Changes which document set drafts and which clock anchors where.

Expected parking date (EAT takes title) *

Day 0 for every clock on a reverse file — not the relinquished sale.

Lender consent required?

Lenders must agree to lend to the EAT. This is the usual reason a reverse slips.

QEAA signed — 5 business days

Fri, Sep 11, 2026

5 business days after Fri, Sep 4 parking

The Qualified Exchange Accommodation Agreement must be executed within five business days of the EAT taking title. Miss it and the safe harbour is gone. Business days here — unlike the 45 and 180.

45th day — identify the property to sell

Mon, Oct 19, 2026

45 calendar days after parking

On a reverse, the 45-day window identifies the relinquished property. The 180-day window to unwind the parking runs from the same anchor.

Improvement exchanges add one more rule to this step: only improvements completed and paid for within the 180 days count toward the replacement value. The construction draw schedule is set up on the file after it opens, not in this wizard.

Step 5 of 7 Escrow & fees — where the money will sit

Qualified escrow & fee schedule

The exchanger never touches these funds. Choosing the account here is what makes that structurally true rather than a promise.

California file

Where the proceeds are held

Segregated accounts only on this file — see the state note below.

Segregated qualified escrow — Harborline Bank, N.A. Office default One account, this exchange only, in the exchanger's name with the QI as escrow holder. Dual-control on every outbound instruction. Interest is tracked to this file. Segregated qualified trust — Harborline Bank, N.A. Same protections under a trust instrument instead of an escrow agreement. Used when the exchanger's counsel asks for it; adds two days to setup. Pooled / commingled account Not offered Not available on this file, and not available as an office setting. Exchange funds are never commingled with other exchangers' funds or with operating cash. Exchanger-directed institution Officer approval The exchanger names the bank. Allowed, but it goes to an officer first: the account must still be a qualified escrow with the QI as escrow holder and dual control intact. Naming the bank is not the same as controlling the funds — the exchanger still cannot direct a withdrawal.

California property. State QI rules for California require exchange funds to be held in a segregated account or covered by the bonding and insurance program on file, plus prudent investment standards on the funds. Pooled options are disabled for this file automatically — the rule follows the property, not the office.

Fee schedule

The office default. Any change here is an officer approval, and whatever is set is what prints in the Exchange Agreement the exchanger signs.

Item	Amount	Charged
Exchange setup fee Includes the first replacement property	$1,250.00	At the relinquished closing
Additional replacement property Each one after the first	$350.00	At each replacement closing
Outgoing wire	$35.00	Per wire
Interest on the escrow balance Disclosed in the agreement, tracked per file	Credited to exchanger	Paid out at exchange close

Constructive receipt — the rule this whole structure exists to satisfy. From the moment funds arrive until the exchange ends, the exchanger may not receive, pledge, borrow against or otherwise obtain the benefit of them. There is no control in this product that lets them, and none can be configured on. Every disbursement out of this account needs two people: whoever proposes it cannot be the one who approves it.

Step 6 of 7 Assign & invite — who runs the file, and whether the exchanger logs in at all

Assignment and operating mode

Mode decides who does the work — never what the file contains. A coordinator-led file is complete and compliant with the exchanger never touching a keyboard.

Changeable any time

Assigned coordinator

Load is shown so a busy queue is a visible decision, not a surprise next week.

Tom Bottenberg You 14 open files 2 clocks inside 10 days Sonoma / North Bay · handles trust and estate files. Sandra Osman 9 open files No clocks at risk QI officer · can approve disbursements she did not propose. Priya Raman 17 open files 1 clock at risk Commercial and multifamily files. Leave unassigned Lands in the unassigned group on everyone's queue. Fine for after-hours intake; not fine for a file with a closing 20 days out.

Backup coordinator

Covers deadlines when the assigned coordinator is out; countersignature stays with a QI officer.

Disbursement approver pool

Four-eyes is not configurable per file. Whoever proposes a disbursement is removed from its approver list automatically, including the assigned coordinator.

Operating mode

The same file, three ways to run it. Most files start coordinator-led and open up later.

Coordinator-led Default The QI does everything. The exchanger watches — or never logs in at all. Their view, if they do, is read-only: no upload prompts, no task list, no "action needed". QI 92%Exchanger 8% Hybrid — ownership set per step Most common over time The exchanger does what they are good at; the QI absorbs the rest. A step the QI owns reads as handled by your QI on their side — never as an incomplete item on their list. QI 58%Exchanger 42% Self-serve Consumer app The exchanger drives their own hubs; the QI officer supervises and countersigns. Requires the portal invitation below. QI 26%Exchanger 74%

Portal invitation Optional

Send a portal invitation to Judith Currently off — coordinator-led

Leaving this off produces a complete file. Coordinator-led is a first-class end state, not an unfinished setup. The file will not show a "pending invitation" badge, will not nag you weekly, and will not count as incomplete anywhere. Turn the invitation on later in one click if the exchanger asks for access.

Identity verification is separate from the portal invitation and is not optional. The verification link on step 3 goes out either way — an exchanger who never logs into the portal still verifies their own identity themselves.

Step 7 of 7 Review & open — the moment the machine starts working

Review, then open the file

Nothing below has happened yet. Opening the file creates the exchange record, sends what is listed as sending, and arms the watchers.

Will open gated

File

Reference: EX-2026-000246
assigned when you open it
Type: Forward delayed
Exchanger: Judith A. Whitmore, Trustee of the Whitmore Living Trust dated March 3, 2011
Revocable living trust · matched to title vesting
Other parties: 3
1 signer · 2 advisors, read-only
Duplicate check: Linked to EX-2025-000914
same taxpayer, prior completed exchange

Property, money & clocks

Relinquished: 4180 Old Mill Road, Sonoma, CA
Residential rental · $1,875,000.00
Expected closing: Tue, Sep 8, 2026
Cascade Title — Sonoma
45th / 180th day: Fri, Oct 23, 2026 · Sun, Mar 7, 2027
provisional until the sale closes
Escrow: Segregated qualified escrow — Harborline Bank, N.A.
Fees: $1,250.00 setup
+ $350.00 per additional replacement · $35.00 per wire
Assigned: Tom Bottenberg
Coordinator-led · no portal invitation · backup Sandra Osman

What we will do automatically the moment you open this file

Same workflow templates the file's Tasks tab shows once it is open. Nothing here is a stub description — it is the list that will run.

Workflow	Fires	On open
Welcome & onboarding sequence exchange.onboarding	Immediately coordinator-led with no invitation, so the exchanger email is suppressed	Runs — to your queue
Identity verification link kyc.verification.request	Immediately, then re-sends at day 2 and day 5 escalates to you at day 7	Sends
Sanctions screening — 4 parties aml.ofac.rescreen	Immediately, then before every disbursement	Queued
45-day and 180-day watchers deadline.watch · fires at T-10, T-3, T-1	Armed on the provisional dates re-anchors automatically from the recorded closing date	Armed — provisional
Settlement statement & title report chase document.request · 3-day cadence	Starts 5 days before the expected closing addressed to Cascade Title	Scheduled Sep 3
Exchange Agreement & assignment envelope esign.envelope.send	Drafts now, sends when identity clears each signer gets their own envelope	Held — identity gate
Weekly file check-in exchange.checkin.schedule	Every Monday coordinator-led, so it routes to you and not the exchanger	Scheduled

Gates on this file

Two are open. That is normal for a brand new file.

Legal vesting captured and matchedSame taxpayer on both sides of the exchange

Relinquished property and closing agentClocks have a provisional anchor

Segregated qualified escrow selectedHarborline Bank, N.A. · dual control

Identity verification — not startedLink sends on open. Only Judith can clear this.

Exchange Agreement — unsignedEnvelope drafts now, held until identity clears

What opening the file does not do

Stated plainly so nobody assumes coverage that is not there.

· It does not confirm the property qualifies — that is the exchanger's CPA.
· It does not open the bank account; setup is confirmed by the escrow team within one business day and the file shows escrow pending until then.
· It does not notify the buyer. The notice of assignment drafts once buyer details exist.
· It does not lock the exchange type. Changing it after opening is an amendment with an officer approval and an audit entry.

This file will open in a gated state. Gated means no envelope goes out, no funds are accepted and no wire instructions are issued until identity clears. The exchanger can be called, emailed and talked to; the file simply cannot move money or paper first.

Opening the file writes an audit entry attributed to Tom Bottenberg.

Build contract — manual exchange onboarding

1 · Type first, because type changes the wizard. Step 1 is not a dropdown on a form — it decides whether step 4b exists, where day 0 sits, and which watchers arm at step 7. Reverse and improvement add the 5 business day QEAA clock, which is the only business-day deadline in the product; 45 and 180 are calendar days and must never be rendered with business-day math.
2 · Identity is step 3, not step 6. KYC is the first gate and this wizard opens it before the property and before the escrow account. There is no control on any of the three routes that marks identity verified by proxy, and none may be added — not disabled, not permission-gated, not present. A stalled verification offers resend, switch route, schedule a call, or a documented exception case for an officer. If a future ticket asks for "coordinator override on KYC", the answer is the exception case, which records who decided and why.
3 · Every signer signs for themselves. Roles on step 2 drive envelopes, one per signer, each with its own audit trail. No "sign on behalf of" affordance exists anywhere in the product (eSign Act / UETA intent requirement).
4 · Provisional clocks look provisional. The step-4 preview computes from the expected closing date and is labelled as provisional in the same eyeful as the dates. It is rendered neutral, never green — green means satisfied, and an unmet or overdue clock must never render as a satisfied state anywhere in this product. The authoritative dates are stamped by deadline.watch from the recorded closing date; no user edits a statutory date. An adjustment requires an approved four-eyes override with a legal basis on file.
5 · The exchanger never touches the money. Step 5 offers segregated qualified escrow only; pooled is not an option and is not a configurable one. Exchanger-directed institutions are allowed with officer approval and still cannot produce exchanger control. Four-eyes on disbursement is not per-file configurable: the proposer is removed from the approver list by the system, including the assigned coordinator.
6 · Coordinator-led is a finished file. The portal invitation on step 6 is optional and off by default. A file with no invitation must never render a pending-invitation badge, an incomplete meter, or a nag — mode changes who does the work, never what the file contains. Identity verification is separate from the invitation and is never optional.
7 · Duplicate detection compares hashes, never plaintext. The step-2 match runs on email and tax-ID hash; a tax ID is never displayed beyond the last four and never leaves profiles_sensitive. Choosing "different taxpayer" requires a reason and writes an audit entry. Full tax ID and date of birth are collected inside the identity check, never keyed into this form.
8 · Drafts are server-side. Autosave writes to the database on field blur and step change, audit-logged per write — never localStorage, which is business state and a rejection. A draft holds answered fields only: no exchange record, no reference number, no armed workflow until step 7.
9 · Step 7 lists what will actually run. The workflow table names real Vectr templates (exchange.onboarding, kyc.verification.request, aml.ofac.rescreen, deadline.watch, document.request, esign.envelope.send, exchange.checkin.schedule) and their held/armed state. If a workflow is held by a gate, the row says so. The "what this does not do" block is part of the contract, not decoration.
10 · Provenance. This surface does not exist in the app. createExchange() accepts { name, orgId, exchangeType } today — every other field here needs schema, API and RLS work, and the wizard's trigger into Vectr is unbuilt. The two dashed pills on the page mark the specific claims that are simulated: title-vesting extraction, and the workflow trigger. Nothing else on this page implies a capability the platform lacks.
Both themes are designed, not derived. All names, addresses, amounts and references are synthetic demo data; no real tax ID or date of birth appears anywhere. Demo date: Wed, Aug 19, 2026.