How your transaction inbox works

Every agent gets a personal Done-Deal email address. This article covers what that address is for, what happens when email arrives there, and how attachments get filed to a transaction. For the steps to connect Outlook, Gmail, or Telegram during onboarding, see Connecting your email and Telegram.

Your personal Done-Deal address

Go to Settings to find your inbox address — it looks like tc-a1b2c3@done-deal.co. CC this address on any email where a contract or transaction document is changing hands: a new offer from a cooperating agent, a signed disclosure, an inspection report. You can copy it from Settings any time, and regenerate it if you ever need a new one (your old address keeps working after a regeneration, so nothing you've already handed out breaks).

Note: Reading and processing what lands in this address is part of the AI TC add-on. See Plans and pricing. Without the add-on, the address exists but email sent to it isn't processed or stored — turning on AI TC is what makes the inbox actually do something.

Each deal has its own email address

Every transaction can also have its own address, shown as Deal email address on the transaction page. It looks like deal-1a2b3@done-deal.co. PDFs sent to it are filed straight onto that transaction, with no address matching and no guessing. You don't need the AI TC add-on for this.

Only you and the transaction coordinator on the deal can see the address. It never appears on your client's portal.

Forward or CC it

Give the address to the title company, the lender, and the other agent, or forward documents to it yourself. You can put it in To, CC, or BCC. Each PDF lands on the transaction's documents, and you get one email saying which files arrived (unless you've turned off document notifications in Settings).

Note: CC the deal address on mail to your own Done-Deal address, not to support@done-deal.co. Mail to support is read by a person and is never filed, even when the deal address is copied.

Who it files for

Done-Deal files a message only when the sender's email checks out (it passes standard email authentication) and the sender is someone on the deal:

• you, your co-agent, or the coordinator on the transaction
• a party listed on the transaction, by exact email address
• someone at a party's company domain, like the title company's office (free email such as Gmail never counts this way)

If you've connected your email and you're copied on the same message, the copy in your own mailbox is filed the same way: onto the transaction the deal address names, after the same sender check.

Everything else waits for you

Mail from anyone else is never thrown away. It waits in Email we couldn't file on your Home page with its attachments saved, and you choose File to deal when you've checked it. A coordinator who holds the transaction can file those messages too, from their own inbox.

If the address gets out

If the address ends up somewhere it shouldn't, click Replace address on the transaction page. The old address stops working right away, so send the new one to anyone who still needs it.

Coordinators have a filing address too

A transaction coordinator finds their own address under Settings as Your filing address. It files onto transactions they own or that were handed to them, and it never creates a new transaction.

Coming from CTM?

The deal email address does the job of the mail2db address in CTM eContracts (CTM). Use it anywhere you used mail2db for that transaction.

What happens to an email once it arrives

With AI TC active, every email that reaches your address goes through the same pipeline:

1. Duplicate check. Retried or forwarded copies of the same message are dropped so nothing gets filed twice.
2. Attachment extraction. PDF attachments are read to pull out the property address, sale price, earnest money, and key dates. Non-PDF attachments (photos, Word docs, and the like) are stored but not read for data.
3. Address matching. The property address on the first PDF is compared against your open transactions. A match files the attachment to that transaction. No match creates a new transaction automatically, parked in Awaiting signature (or Active listing for a listing agreement) until you review it.
4. Review card. Either way, a card shows up in your Feed summarizing what Reme read and asking you to confirm the details before anything else happens.

Note: When an email carries several PDFs at once — say a contract plus an addendum and a buyer-agency agreement — Done-Deal treats the main contract as the primary document and files the rest to the same transaction, instead of creating a separate transaction for each file.

Two contracts, one address

If a second contract PDF arrives for a property you already have open — common when you're working both sides, or a transaction gets re-papered — it merges into the existing transaction rather than starting a duplicate.

Deadlines start automatically

If the extracted email includes both a mutual execution of contract (MEC) date and a closing date, your Colorado deadlines are calculated and added to the transaction right away — you don't have to enter them by hand first.

Didn't get an offer?

When a buyer's agent sends you an offer through CTM eContracts, CTM emails you a link to sign, often with no PDF attached. Done-Deal fetches the offer from that link, but only when the email comes from CTM itself.

If the offer went to an inbox Done-Deal doesn't watch, redirect (not forward) that CTM email to your Done-Deal address:

• Redirect sends the message on unchanged, so it still comes from CTM. Done-Deal fetches the offer and it shows up on your listing.
• Forward sends a new message from you. Done-Deal sees an email from you with no PDF, so it can't file the offer.

Your Done-Deal address is in Settings (see Your personal Done-Deal address). It is also printed at the bottom of every offer card and offer email. If your mail app has no Redirect command, ask the buyer's agent to resend the offer to your Done-Deal address.

What happens to attachments

Every attachment — PDF or not — is stored and linked to the email it arrived on. PDF attachments that get matched to a transaction also appear as documents on that transaction, so you'll see them again in the Documents hub.

FAQ

Do I have to CC my Done-Deal address on everything?

No, only email that should end up on a transaction — an offer, a signed form, a document a cooperating agent sends you. CCing routine chit-chat just adds noise to your Feed.

What happens if Done-Deal can't match an attachment to a property?

It creates a new transaction from the extracted address instead of dropping the email, and flags it in your Feed so you can confirm or correct the details.

I don't have the AI TC add-on. What happens to email sent to my address?

It isn't processed or stored. The address is generated for every account, but nothing happens with what's sent to it until AI TC is turned on.

Can I use my inbox address instead of connecting Outlook or Gmail?

Yes for receiving — CC it on anything you want filed. It doesn't replace connecting Outlook or Gmail, which is what lets Done-Deal send on your behalf. See Connecting your email and Telegram.