Ambience Homes Agent Process Guide - PSA to Closing

🏡 Ambience Homes Agent Process Guide

Process Overview

⏱️ Timeline from PSA to Closing

  • Pre-Sales: Approximately 10 weeks
  • Spec Homes (Near/Complete): 4-6 weeks

📊 Visual Process Flow

PSA to Closing Journey

Customer Intake
→
PSA Execution
→
Earnest Money
→
Final Selections
→
Construction
→
Inspection
→
Orientation
→
Closing
→
Keys @ 5PM

Transaction Types

  • New Construction Pre-Sales
  • Spec Home Sales
  • Rental/Investment Property Sales

Key Parties

  • Seller's Agent (Ambience Homes representative)
  • Buyer's Agent (if applicable)
  • Buyer(s) - Primary and Secondary
  • Escrow Company - Automatically notified
  • Buyer's Lender - Notified upon PSA execution
  • Preferred Lender - Receives notification to reach out

⚠️ Critical Process Rules

  • Keys delivered at 5:00 PM on funding/recording day ONLY
  • NO early occupancy allowed
  • Earnest money due immediately (WA: to escrow, OR: collected via PSA)
  • Final selections required BEFORE house starts construction

🌟 Quick Start Resources

New to the process? Start here:

PSA Execution Process

📋 Pre-PSA Requirements

  1. Customer Intake Form - Must be completed first
  2. Lot Reservation Form - For pre-sales if buyer not ready to sign
  3. Verify Lot Inventory - Check premiums, available plans
  4. Apply Coupon Codes - Via Master Coupon Code form

PSA Workflow Steps

1

Seller's Agent Initiates

  • Select lot and floor plan
  • Apply any concession codes
  • Verify lot inventory accuracy
  • Update lot in system if needed
  • Fill out PSA form
  • Click "Send to Buyer's Agent" (if applicable) or "Send to Primary Buyer"
2

Buyer's Agent Reviews (if applicable)

  • Receives email with form link
  • Adds buyer details (name, email)
  • Reviews all information
  • Clicks "Send to Primary Buyer"
3

Primary Buyer Completes

  • Receives email with form link
  • Fills any missing fields
  • Reviews all terms
  • Oregon only: Pays earnest money via credit card
  • Signs electronically
  • Clicks "Send to Secondary Buyer" or "Submit Offer"
4

Secondary Buyer Signs (if applicable)

  • Reviews entire PSA
  • Signs electronically
  • Clicks "Submit Offer"
5

Builder/Seller Accepts

  • Anthony receives offer notification
  • Must be logged in to accept (security feature)
  • Reviews for accuracy
  • Accepts and signs
  • System sends all notifications

📧 Automatic Notifications

  • All parties receive executed PSA and receipts
  • Escrow receives documents + HPA form (OR) + builder warranties (FHA)
  • Lender notified of transaction
  • Preferred lender notified to reach out
  • Buyer's agent receives feedback request
  • Selling/buying firms receive documents

⚠️ Important PSA Notes

  • For 3+ buyers: Use addendum process, then DocuSign for additional signatures
  • Plot map must be signed by buyer (even spec homes)
  • Final selections must be signed by buyer (even spec homes)
  • If house already started: buyer accepts existing selections
  • Use AI for clear descriptions in all fields requiring explanations

Key Milestones & Timeline

📅 Critical Milestone Schedule

  1. PSA Execution - Day 0
  2. Earnest Money Deposit
    • Washington: Delivered to escrow immediately
    • Oregon: Collected during PSA process
  3. Final Selections Due - Before construction start
  4. Plot Map Approval - Required for all sales
  5. Third-Party Inspection - On Final Inspection day per Master Schedule
  6. Orientation - 4th day of Detail phase
  7. Closing - Per contracted date
  8. Key Delivery - 5:00 PM on funding day

Document Timing Requirements

  • Inspection Report: Must be submitted by Orientation Day
  • FHA Amendatory Clause: Only after appraisal at/above sales price
  • Orientation Checklist: Completed at orientation, serves as 35R

⚠️ Timing is Critical

Missing deadlines can cause delays and team frustration. The operations team needs documents delivered on time, every time, to perform their jobs effectively.

Inspection Process

📋 Quick Reference

Per PSA: Inspection items are added to orientation checklist, making 35R unnecessary (unless buyer/lender requires it)

Full details: ambiencehomes.com/35R

📅 Inspection Timeline

  • Inspections occur on Final Inspection day per Master Schedule
  • Report must be submitted before Orientation Day
  • Late submissions forfeit inspection rights per PSA

🔄 Inspection Decision Tree

What Happens After Inspection?

Did Buyer Conduct Inspection?
✅ NO INSPECTION
  • No 35R needed
  • Notify Ambience
  • Proceed to orientation
🛠️ INSPECTION + REPAIRS
  • Send to DOC
  • DOC approves/denies
  • Add to orientation list
  • No 35R (unless required)
🔍 INSPECTION ONLY
  • No repairs requested
  • Notify Ambience
  • No 35R needed
  • Proceed to orientation

⚠️ Key Inspection Rules

  • Cosmetic items handled at orientation only
  • No negotiation - work done to code/warranty standards
  • Repairs may take up to 30 days
  • Cannot delay closing unless seller approves
  • Denied items receive written explanation

Orientation Process

Scheduling

Orientation is scheduled on the 4th day of Detail (counting only days labeled "Detail" on schedule)

Orientation Checklist Process

1

During Orientation

  • Superintendent conducts walkthrough with buyer(s)
  • All items noted on Orientation Checklist form
  • Inspection report items (if any) added to checklist
  • Cosmetic items addressed and added
2

Post-Orientation

  • Ambience manager reviews/edits line items
  • Manager approves and sends to buyer
  • Sent directly to buyer (skips buyer's agent)
  • Buyer signs electronically

📄 Orientation Checklist = 35R

The signed orientation checklist serves as the repair addendum (35R equivalent). This keeps the process consistent and meets PSA requirements.

Closing Process

Pre-Closing Requirements

  • ✓ All inspection items addressed or documented
  • ✓ Orientation checklist signed by all parties
  • ✓ Final loan approval confirmed
  • ✓ All addendums executed
  • ✓ FHA Amendatory Clause signed (if applicable - only after appraisal confirms value)
  • ✓ HPA form completed (Oregon only - $4,000 fine if missing!)

Closing Day Procedures

  • Buyer completes signing at escrow
  • Funding occurs
  • Recording confirmed
  • Keys delivered at 5:00 PM (no exceptions)

⚠️ NO Early Occupancy

Keys are NEVER delivered before 5:00 PM on the day of funding and recording. No early occupancy is permitted under any circumstances.

Post-Closing

  • Warranty information activated
  • New Home Reflections survey process begins
  • Buyer receives closing gift/testimonial request

Rescission Process

⚠️ Critical Rescission Information

Rescissions must be handled through Cognito Forms backend. This process requires agent login and careful attention to workflow steps.

📋 When Rescission May Occur

  • Buyer unable to secure financing
  • Buyer did not submit earnest money (Section 5.2)
  • Material defect or deficiency exists in construction
  • Relationship deterioration between Seller and Buyer (Section 5.3)
  • Mutual agreement to terminate

🔄 Rescission Workflow Steps

1

Start Rescission Process

  • Agent must log into Cognito Forms backend
  • Navigate to the PSA form entry
  • Click "Start Rescission Process"
  • Select which party is rescinding (Buyer or Seller)
  • Answer if buyer has submitted earnest money
2

Send to Buyer's Agent (if applicable)

  • System sends notification to buyer's agent
  • Buyer's agent reviews rescission details
  • Clicks to proceed to next step
3

Send to Buyers

  • Primary buyer receives rescission notice
  • Must review and sign electronically
  • System tracks signature timestamp
4

Send to Secondary Buyer (if applicable)

  • Secondary buyer reviews rescission
  • Signs electronically
  • Proceeds to final submission
5

Submit Rescission

  • All signatures collected
  • Rescission becomes official
  • System notifies all parties
6

Rescind Contract - Final Step

  • Seller (Anthony) must be logged in
  • Reviews complete rescission package
  • Signs off on rescission
  • All parties receive final documentation

💰 Earnest Money Handling

  • Default Rule: Earnest money is almost NEVER returned to buyer
  • Section 5.0 DEFAULT: Earnest money divided 100% to Seller and 0% to Listing/Selling Broker
  • If return required:
    • Oregon: Seller issues check directly
    • Washington: Escrow handles return
  • Builder's Conditions (Section 5.3): Certain conditions allow builder to retain earnest money

📑 Key PSA Sections Referenced

  • Section 5.0: Default provisions and earnest money distribution
  • Section 5.1: Seller's default scenarios
  • Section 5.2: Buyer's default (failure to submit earnest money)
  • Section 5.3: Builder's conditions for retaining earnest money
  • Section 5.4: Sole remedy provisions
  • Section 5.5: Dispute resolution requirements
  • Section 5.6: Quality and performance of construction

⚠️ Important Rescission Notes

  • Rescission can only be initiated through Cognito Forms backend
  • All parties must sign in sequence - no skipping steps
  • Document all reasons for rescission clearly
  • Earnest money disposition must follow PSA terms
  • Process cannot be reversed once completed
  • Legal counsel recommended for complex situations

📧 Final Notifications Sent

Upon completion, the system automatically notifies:

  • All buyers (primary and secondary)
  • Buyer's agent (if applicable)
  • Seller's agent
  • Escrow company
  • Lender (if previously notified)
  • All parties receive executed rescission agreement

Forms Library & System

🔄 Cognito Forms System Flow

All forms work together in an integrated system. Data flows between forms automatically.

Core Forms (In Order of Use)

1. Pre-Contract Forms

  • Customer Intake Form - Required first step for all new transactions
  • Lot Reservation Form - For pre-sales when buyer not ready to contract
  • Employee ID Form - Tracks realtor information

2. Database Forms (Feed the PSA)

  • Subdivisions Online - Subdivision data, utilities, CCRs, location
  • Plans - All Neighborhoods - Available plans by subdivision
  • Lots - All Neighborhoods - Plans per lot, base prices, premiums
  • Master PSA Coupon Code - Concessions and special offers

3. Contract Forms

  • Ambience Homes PSA - Main purchase agreement
  • Addendum V2 - For changes after PSA execution
  • Plot Map - Required for all sales
  • Final Selections - Required before construction start

4. Process Forms

  • Orientation Checklist Master - Completed at walkthrough
  • Warranty Request Form - Post-closing issues
  • New Home Reflections - Survey system
  • Testimonial Gift Card Inventory - Tracking testimonials

⚠️ FHA/VA Forms Exception

FHA Amendatory Clause and other FHA/VA forms are handled via DocuSign, not Cognito Forms. Remember: FHA Amendatory only signed AFTER appraisal confirms value at/above sales price.

Quick Links & Resources

🔗 Essential Links

📅 Closing Calendar

Your primary resource for all transaction details!

Access at: ambiencehomes.com/closingcalendar

  • Select any lot to view complete transaction details
  • View buyer information and pricing
  • Check estimated and actual closing dates
  • Verify final selections status
  • Confirm orientation scheduling
  • Access plot maps, C of O, permits, and build documents
  • Updated in real-time by operations team

🔧 Common Form URLs

All forms follow the pattern: ambiencehomes.com/[formname]

  • Customer Intake: ambiencehomes.com/customerintake
  • PSA: ambiencehomes.com/psa
  • Addendum: ambiencehomes.com/addendum
  • Orientation Checklist: ambiencehomes.com/orientationchecklist
  • For complete list, visit the Master Form Locator

👥 Key Contacts

Transaction Support Hierarchy

  1. Lacey - Main Transaction Coordinator
    • First contact for PSA questions
    • 1+ year experience with system
    • General transaction support
  2. Marie - Assistant Transaction Coordinator
    • New position (subject to change)
    • Supports Lacey with transactions
  3. Anthony - System Administrator
    • Contact for form errors/system issues
    • PSA acceptance authority
    • Technical support when Lacey can't resolve

Troubleshooting & Best Practices

🚫 Top Agent Mistakes to Avoid

  • Not getting documents done on time
    • Solution: Use closing calendar to track deadlines
  • Sending documents without descriptions
    • Solution: Use AI to write clear, concise descriptions explaining what/why
  • Missing HPA requirement (Oregon)
    • Solution: $4,000 fine per transaction - ensure escrow completes at closing
  • Scheduling orientation/inspection incorrectly
    • Solution: Always check Master Schedule for correct timing

⚠️ Closing Delays - MOC Process

ANY closing delay requires an addendum (MOC - Modification of Contract)

  • Use standard addendum form to extend closing date
  • If buyer/lender fault: Daily fee charged per PSA terms
  • If seller fault: No fees charged
  • Get signed IMMEDIATELY when delay is known