Contract of Sale & Deposit Tracking

Q: Can the automation handle different contract formats from different solicitors?

Yes, the contract data extractor is trained to recognize variations in contract layout and terminology across different solicitors and document formats.

Q: Will existing contracts and deposits already in our spreadsheet be migrated?

Yes, your existing contract and deposit records are migrated into the automated system during setup so you have a complete historical record from day one.

Q: How does the system know when a deposit is overdue?

The automation calculates the deposit due date from contract terms and compares it against the current date. If no deposit has been received by the due date, an alert is sent automatically.

Q: Do we still need to manually create accounting entries for deposits?

No, the system automatically creates journal entries in your accounting software as deposits are received and verified, eliminating manual data entry.

Tracking exchanged contracts, deposits held, and outstanding conditions.

210 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Contract and deposit tracking requires finance teams to manually log contracts, monitor payments, and reconcile deposits against settlement statements. This scattered process across email, spreadsheets, and bank statements creates delays and reconciliation errors.

Automation extracts contract data directly from PDFs, monitors deposits in real time, and reconciles settlement statements automatically. Deposits are tracked end-to-end with instant alerts for overdue payments and flagged discrepancies.

Key features:

Extract contract data automatically from PDF documents using document recognition

Monitor bank deposits daily and match them to expected contract amounts

Calculate deposit due dates based on contract terms without manual entry

Reconcile settlement statements against payment records and flag discrepancies

Send automated alerts when deposits are overdue or mismatched

Update accounting records in real time as deposits are received and verified

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual daily deposit checks Finance team manually reviews bank statements and email daily to track incoming deposits, creating repetitive work and delays.	80%
2	Chasing overdue payments Staff spend significant time calling or emailing buyers and agents to request late deposits, with no automated tracking of follow-ups.	67%
3	Settlement reconciliation errors Manual comparison of deposits against settlement statements results in discrepancies that require time-consuming investigation and correction.	53%
4	Scattered contract data entry Contract details are manually typed into spreadsheets from PDFs, introducing typos and requiring duplicate filing in document storage.	40%
5	Delayed accounting records Journal entries and invoice records are created manually after deposits are received, delaying financial reporting and reconciliation.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.3/ 10

AI Fit Rating™

8.9/ 10

Automation Lift Index™

8.5/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Contract Receivedtrigger

Signed contract arrives via email or is uploaded. The automation detects the new file and extracts key details.

2. Extract Contract Data

The automation reads the contract PDF, extracts buyer name, property address, contract date, deposit amount, and deposit due date, then logs these into the tracking system.

3. File Contract in Drive

Contract PDF is automatically moved to the correct folder based on property address or buyer name.

4. Create Tracking Record

A new row is created with all extracted contract details and a calculated deposit due date.

5. Monitor Bank Deposits

The automation checks bank feeds or daily for incoming deposits matching the expected amount and buyer, then updates the tracking sheet automatically.

6. Flag Overdue Deposits

If a deposit is not received by the due date, the automation sends a alert to the finance team and logs the overdue status.

7. Reconcile Settlement

When the settlement statement arrives, the automation compares final deposit amounts against the contract and payment records, flags discrepancies for manual review, and updates the status.

8. Record

A journal entry or invoice is automatically created for the deposit received, linked to the property and buyer.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

528 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a deposit amount doesn't match the contract amount?

The system automatically flags the discrepancy and notifies the finance team for manual review. You can then investigate with the buyer or agent and update the record accordingly.

Can the automation handle different contract formats from different solicitors?

Will existing contracts and deposits already in our spreadsheet be migrated?

How does the system know when a deposit is overdue?

Do we still need to manually create accounting entries for deposits?

View more FAQs

Process pain:9.3/10

Mapped by:7 Companies

Map this to your business to get your exact numbers.

Map This Automation

No credit card required. It's free.

Page updated 10 August 2026