The trade record is a transaction summary document used for regulatory compliance, broker review, and agent sign-off. BackOffice generates two versions - one for the broker and one for the agent - each showing the appropriate level of financial detail.
Broker Trade Record vs. Agent Trade Record
BackOffice generates two versions, each accessible from the Actions menu on the Finances tab.
The broker version is the complete financial picture. The agent version shows only what's relevant to the agent - it protects brokerage financial details while giving the agent a clear record of their commission.
Version | Contains | Purpose |
Broker trade record | Transaction details, deposit, full financial information, agent's commission portion, and all bank account activity (trust, commission trust, transfers to operating) | Broker's complete record of the deal for compliance and internal review |
Agent trade record | Deposit, income (agent's commission), and agent payout calculation. No bank account activity | Agent's record of their earnings and deductions on the deal |
What's on the Broker Trade Record
Based on a typical transaction, the broker trade record includes:
Transaction details - property address, sale price, closing date, parties
Deposit information - trust deposit amount and status
Financial summary - commission breakdown, income, expenses, and net income
Agent's commission portion - the agent's split, deductions, and net payout
Bank account activity - every fund movement:
Trust account activity (received deposit, applied to invoice, transferred out - balance zero)
Commission trust activity (funds received, bills paid, transferred out - balance zero)
Transfer to operating account (broker's portion of proceeds)
How do I generate a trade record?
Open the transaction > Finances > Actions
Select Broker trade record or [Agent name] trade record
Review the generated document
The trade record pulls all data directly from the transaction's financial records - there's nothing to fill in manually.
Once generated, you can:
Send for eSign directly from the document window for electronic sign-off
Download a PDF copy locally
Print the document
Send to email list of needed recipients
Save to unsorted folder of your tranasction and include as part of a checklist workflow
Setting up the broker signature workflow
Create a checklist task - add a "Broker Trade Record Review" step to your closing checklist
Assign to the broker - set the managing broker as the assignee
Save the trade record to unsorted - this attaches it to the transaction documents
Add to the checklist task - link the document to the checklist step
How It works for the broker
When the broker logs in and goes to their To-do list, they see all transactions where a trade record requires their review. They can review and sign multiple deals at once - this is especially convenient for brokers managing high transaction volumes.
This approach gives you:
Consistent review process across all transactions
A queue-based workflow so brokers can batch their reviews
E-signature audit trail with timestamps
No transactions slipping through without broker sign-off