Getting Started with Ava: Your First 3 Transactions

Most transaction management tools make you adapt to their system. Ava adapts to you.

There's no required format for your templates. No mandatory fields to fill out before you can start. No weeks of setup before you see value.

Here's how it works:

• Upload your contracts and templates exactly as they are (Ava reads screenshots of your templates, PDFs, or CSVs formats).
• Work through your first few transactions with a little extra care
• Ava learns from your edits, choices, and patterns
• By transaction 4, she's suggesting the right templates and drafting emails that sound like you

The First 3 Transactions Framework

Think of your first 3 transactions as training Ava, not learning a new tool.

1. Transaction 1: Your baseline preferences: what fields you care about, what you delete, your tasks and compliance checklist
2. Transaction 2: A different transaction type (listing vs. purchase, or different property type) and set preferences for that deal.
3. Transaction 3: A different situation (different brokerage, state, or edge case) and set preferences for that deal.

After Transaction 3:

1. Ava suggests the right template based on transaction details
2. Email auto-drafts are more accurate (she knows when to use which template)
3. Less time reviewing extracted data, she's learned your patterns
4. You shift from "trainer" to "reviewer"

Before Your First Transaction

Set up the foundation so Ava has context to learn from.

Step 1: Connect Your Integrations

Location: Settings > Integrations

Connect these to unlock Ava's full power:

• Google Calendar: Sync all transaction deadlines and tasks to your calendar in one click
• Gmail: Send emails directly from ListedKit — no copy/paste, no switching tabs

Step 2: Upload Your Email Templates

Location: Settings > Emails

Upload or paste the email templates you already use. Don't modify them first — Ava handles any format.

The critical field: "When should Ava use this template?"

This is how Ava knows which template to auto-draft when an email task is due. Be specific:

• Good: "First contact with buyer after contract is executed"
• Good: "Request for inspection report from buyer's agent, due 3 days before inspection deadline"
• Bad: "Welcome email" or "Inspection email" (too vague)

Step 3: Prepare Your Document & Task Checklists

Gather the checklists you already use — you'll upload them during your first transaction.

Accepted formats:

• CSV file
• Screenshot of your checklist
• Copy/paste a list from anywhere

No reformatting needed. Ava reads any format.

Your First Transaction (The Most Important One)

This is where you teach Ava how you work. Take your time.

Step 1: Upload Your Contract

1. Click "New Transaction" (top left)
2. Upload your purchase agreement OR listing agreement
3. Include all addendums, riders, and disclosures
4. Don't worry about splitting or merging — upload files as-is

Step 2: Confirm the Execution Date

Ava extracts the contract execution date first. This is the foundation for all timeline calculations.

1. Review the date Ava extracted
2. Click on the date to see exactly where she pulled it from (source verification)
3. Edit if incorrect using the pencil icon

Step 3: Review Transaction Details (Take Your Time)

Ava extracts: property address, HOA info, parties, financing details, and contingencies.

For each field:

• Verify: Click the field to see the source — confirm Ava read it correctly
• Edit: Click the pencil icon — Ava learns from corrections
• Delete: Click delete, optionally check "never extract again" — if you always delete EMD, Ava will stop extracting it
• Add: Click "Add field" for missing info — if you add brokerage commission %, Ava will look for it next time

Why this matters: Your edits during these first transactions are training data. Ava learns what you care about and what you don't.

Working with Ava (The Chat)

The chat is where the magic happens. Here's what Ava can do:

Housekeeping & Q&A

• "The closing date got delayed by 2 days" → Ava updates the closing date AND all related deadlines and tasks
• "What's the lockbox number?" → Pulls it from transaction data instantly
• "What was the inspection deadline again?" → Quick answer without digging through documents

Email & Calendar

• "Add the timeline to my calendar" → Syncs ALL deadlines to Google Calendar, invites relevant parties
• "Write an email to the buyer about the earnest money" → Drafts a complete email with names, amounts, dates — ready to send
• "Send the transaction summary to everyone" → Attaches PDF summary and sends to all parties

Compliance Scanning

Click the shield icon 🛡️ on any uploaded document to run a compliance scan. Ava checks for:

• Missing or incomplete signatures
• Dates that don't match the timeline
• Required disclosures based on property details
• Any mismatches between the document and your transaction data

What Changes After Transaction 3

Before (Transactions 1-3):

• You carefully review every extracted field
• You select which template to use
• Email drafts are generic starting points
• You're the trainer

After (Transaction 4+):

• Ava suggests the right template
• Auto-drafts sound like you wrote them
• You become the reviewer

Common Mistakes to Avoid

1. Rushing through the first 3 intakes: Ava learns from your edits — sloppy review = sloppy suggestions. Take extra time to verify and correct.
2. Not editing "when to use this template" for emails: Ava won't know when to auto-draft. Write specific scenarios, not generic labels.
3. Only uploading documents at intake: Ava loses context as the deal progresses. Upload inspection reports, approvals, amendments as they come in.
4. Skipping compliance scans: Errors slip through to broker/closing. Run a 30-second scan before sending any file.
5. Not saving new templates when prompted: You'll have to select manually every time. Build your library, say "yes" when Ava asks.

You're Ready

Your first transaction is the most important one. Take your time, verify Ava's work, and make edits where needed.

By transaction 4, you'll wonder how you ever managed without her.

Get started: app.listedkit.ai

Questions? Book a 1:1 call or reach out to support. We're here to help you get the most out of Ava.