The Listing Accuracy System
Client identity withheld.
Results
5 of 40
New listings with a square-footage, permit or owner mismatch caught before going live
3
Lead-paint disclosures added for pre-1978 homes that weren't on the checklist
40 of 40
New listings with complete disclosure packets before going active
52
Inspection reports summarized in 90 days
~75 → ~20 min
Agent time to draft a repair request
6
Relisted homes with prior inspection findings ready to disclose
Company Profile
Company
Residential brokerage with many older-home listings. 35 agents, 1 managing broker, 2 TCs. ~300 closings a year and about 13 new listings a month.
Stack
MLS, county property and tax record access, transaction management platform, e-signature, CRM.
Operating Need
Make sure every listing is accurate and every required disclosure is made, before a buyer can find a problem.
The Challenge
A buyer had challenged the square footage on one of the brokerage's past listings after finding the county record showed far less, because a converted garage had never been permitted. The claim was settled, but the broker realized nothing stopped it from happening again. Listings went live on the seller's word, disclosure lists were built from memory, and inspection findings from deals that fell through weren't kept for the next buyer.
The Audit
We reviewed 40 recent listings against public records, their disclosure packets, and 30 recent inspection reports.
Patterns Found
- 4 of 40 recent listings had square footage that didn't match tax records
- 1 listing included an addition with no permit on record
- Disclosure lists were built by each agent from memory
- 2 pre-1978 homes were missing a lead-paint disclosure at listing
- Inspection reports ran 40–100 pages, and repair requests took over an hour to draft
- Findings from failed deals weren't saved for the next buyer
The brokerage didn't need more caution from agents. It needed every listing checked against the record and every required form made impossible to miss.
The Architecture
Three systems working as six parts, covering a listing from signing through inspection.
Listing Truth-Check
Compares the seller's name with public owner records, square footage with tax records, and additions with permits. Most listings pass in seconds.
Mismatch Report
When something doesn't match, writes a short report for the broker, like "Tax records show 1,850 sq ft. The listing says 2,300. Garage conversion with no permit found."
Disclosure Checklist Builder
Builds the exact disclosure list from the home's year built, location, HOA, septic or well and flood zone, and sends the seller the forms.
Disclosure Tracker
Checks every form comes back complete, signed and dated, and won't mark the listing ready until it does.
Inspection Report Summary
Groups every finding into safety, major, minor and maintenance, keeping the inspector's words and page numbers, and drafts the repair request.
Prior-Findings Record
Saves inspection findings on the seller's side, so if a deal falls apart, the next buyer is told what's required.
How the System Operates
The system checks, lists and summarizes. The broker decides what to do about every mismatch before a listing goes public.
- Mismatches go to the broker before a listing is published
- A listing isn't marked ready until every required disclosure is complete and signed
- Inspection summaries keep the inspector's own words and page numbers
How It Flows
- 1A listing is signed
- 2The AI checks public records and builds the disclosure list
- 3The broker resolves any mismatch, and the seller completes the forms
- 4Inspections are summarized and their findings saved on the listing
Repair requests are drafted for the agent to edit; nothing is sent without the agent's review.
Implementation
| Stage | Focus | Key Results |
|---|---|---|
| Stage 1 | Listing audit | 40 listings checked against records; disclosure gaps found |
| Stage 2 | Setup and approval | Record sources and disclosure rules configured with the broker |
| Stage 3 | Listing launch | Truth-Check and Disclosure Checklist live on every new listing |
| Stage 4 | Inspections | Inspection Summary and Prior-Findings Record live |
Ownership
Every check, disclosure and finding is saved on the brokerage's own listing records.
A truth-check report for every listing
A disclosure checklist and signed forms for every listing
Inspection summaries with page references
A record of prior findings for every relisted home
Operational Impact
Listings now go live only after they've been checked against the public record, so square-footage and permit problems surface before a buyer finds them. Every home gets the disclosures it actually needs, inspections are easier to act on, and findings from failed deals are ready for the next buyer. The broker has a clear record of the care taken on every listing.