Automate Real Estate Transaction Deadlines with Google Workspace

Stop relying on sticky notes. Build an automated system in Google Sheets that alerts you 48 hours before every inspection, appraisal, and financing deadline.

A missed Option Period deadline costs your client their earnest money-and costs you a lawsuit. Yet, most agents rely on a whiteboard in the office or a static checklist to track 15 concurrent deals.

You don't need a $500/month bulky CRM to track dates. You need a spreadsheet that watches the calendar for you.

The "Critical Date Monitor" Architecture

We will build a script that:

Scans your "Active Transactions" sheet every morning.
Calculates days remaining for Inspection, Financing, and Closing.
Emails you (and your TC) a "Daily Digest" of upcoming urgencies.

The Code: Passive Monitoring System

1. Setup

Create a Sheet named Transactions. Headers:

Col A: Property Address
Col B: Client Name
Col C: Option End Date
Col D: Financing Deadline
Col E: Closing Date
Col F: Status (Active/Closed)

2. The Script

Open Extensions > Apps Script.

// CONFIGURATION
const AGENT_EMAIL = "you@youragency.com";
const CC_EMAIL = "tc@youragency.com"; 
 
function checkTransactionDeadlines() {
  const sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName('Transactions');
  const data = sheet.getDataRange().getValues();
  const today = new Date();
  today.setHours(0,0,0,0);
  
  let alerts = [];
 
  // Skip header
  for (let i = 1; i < data.length; i++) {
    const row = data[i];
    const property = row[0];
    const status = row[5];
    
    if (status !== 'Active') continue;
    
    // Check specific columns for deadlines
    checkDate(row[2], 'Option Period', property, alerts, today); // Col C
    checkDate(row[3], 'Financing', property, alerts, today);     // Col D
    checkDate(row[4], 'Closing', property, alerts, today);       // Col E
  }
  
  if (alerts.length > 0) {
    sendDailyDigest(alerts);
  }
}
 
function checkDate(dateCell, type, property, alerts, today) {
  if (!dateCell) return;
  
  const date = new Date(dateCell);
  const diffTime = date - today;
  const daysLeft = Math.ceil(diffTime / (1000 * 60 * 60 * 24));
  
  // Alert if 2 days out, 1 day out, or Today
  if (daysLeft <= 2 && daysLeft >= 0) {
    alerts.push(`[${daysLeft} DAYS LEFT] ${property}: ${type}`);
  }
  if (daysLeft < 0) {
     alerts.push(`[OVERDUE] ${property}: ${type} was ${date.toDateString()}`);
  }
}
 
function sendDailyDigest(alerts) {
  MailApp.sendEmail({
    to: AGENT_EMAIL,
    cc: CC_EMAIL,
    subject: `⚠️ ACTION REQUIRED: ${alerts.length} Transaction Events`,
    body: `Here are your critical updates for today:\n\n${alerts.join('\n')}\n\nLogin to Sheets to update status.`
  });
}

3. Set the Trigger

Set a Time-driven trigger to run checkTransactionDeadlines every day at 7 AM.

Why This Beats Your Calendar

Your calendar is cluttered. An isolated "Action Required" email is impossible to ignore. This system acts as a backup safety net. Even if you forget to put the Financing Date on your GCal, the spreadsheet won't forget to remind you.

Need this synced to HighLevel or FollowUpBoss? Book a call. I build custom API integrations for top-producing teams.