Deal Intake Checklist Walkthrough

Before you market a deal, you need the borrower's documents — tax returns, rent rolls, financial statements, org charts, insurance, and more. An intake Vault with a Checklist is the fastest way to collect everything in one place, with clear assignments, automated classification, and a paper trail on every file.

This walkthrough covers the full intake flow from creating the Vault through reviewing completed deliverables. It assumes you already have a deal in Lev. If not, start with Creating a new deal.

Why an intake Vault

A dedicated intake Vault keeps borrower documents separate from what you share with lenders later. Benefits:

• One ask, many files. Send a single file-request email and Lev lists every outstanding task assigned to the borrower.
• Automatic classification. Uploaded or emailed files are classified by document type — no manual tagging.
• Automatic matching. Classified files snap onto the right checklist task so you know what arrived without checking one-by-one.
• Full audit trail. Every request, reply, upload, match, and status change lives on the task timeline.

When intake is complete, pull files into a Deal Room or lender-specific Vault for marketing — the originals stay in the intake Vault as your source of record.

Create the intake Vault

Start by giving the intake its own space on the deal.

1. Open the deal. Navigate to the deal that needs borrower documents.
2. Go to Vaults. In the deal sidebar, click Vaults to see every Vault on this deal, including the default Deal Room.
3. Create a new Vault. Click the Create New Vault card at the end of the list.
4. Name it. Use a clear name — Borrower Intake or Document Collection both work. Click Save.

The new Vault appears in the list. Next you add structure.

Build the checklist

A checklist turns the Vault into a structured to-do list. Templates save time.

1. Open the Checklist tab. Inside your intake Vault, switch to the Checklist tab. If the checklist is empty, Lev prompts you to add tasks or use a template.
2. Apply a template. Click Use a template and browse Master Templates by property type (Multifamily, Office, Retail, Industrial) or pick a template you saved from a previous deal. Everything copies in — sections, tasks, and expected file types.
3. Review and adjust. Rename sections, add or remove tasks, and set expected File types on each task. File types drive which incoming files Lev matches to which tasks — accuracy here saves review time later.
4. Set assignees and due dates. Open each task (or select multiple rows to bulk-edit) and assign the borrower's company, then set due dates for time-sensitive items.

For a deeper look at sections, subtasks, and saving your own templates, see Creating and managing checklists.

Share with the borrower

Give the borrower access so they can see what you need, upload directly, and track progress alongside you.

1. Open the Share panel. From the Vault toolbar, click Share.
2. Add the borrower's company. Search for the borrower in your Network and add them. If they are not in your Network yet, add them first from Network → People.
3. Set Full access. Choose Full access so the borrower can upload files, attach them to tasks, and comment. View only works if you only want them to download and review status.
4. Copy or send the link. The borrower receives a branded Vault link showing their assigned tasks and a drag-and-drop upload area.

Full details on permission models and link types: Vault link settings. For how the borrower experiences the checklist, see Collaborating on checklists with external parties.

Send file requests

File requests put the ask in the borrower's inbox so they can respond without logging in.

1. Open the composer. On the Checklist tab, click Send request → Request task updates.
2. Pick the recipient. Choose the borrower — the list shows people and companies with access to this Vault.
3. Review the email. Lev pre-fills the subject and body with every outstanding task assigned to that person. Edit the message if you want to add context or a deadline.
4. Send. Click Send. Each included task moves to Requested status.

The borrower gets an email from your address (not "from Lev") listing open items, with a link to the Vault. They can respond in two ways:

• Reply with attachments — Lev pulls in every file, classifies it, and matches it to the right task.
• Upload in the Vault — They open the link, see their assigned tasks, and drag-and-drop files.

Both paths feed the same checklist. For the full breakdown, see Requesting files.

Automation takes over

When files arrive — by email reply, direct upload, or guest upload — Lev runs the automation loop:

1. Every file is added to the Vault. Nothing is dropped, even if it does not match a task.
2. Lev classifies each file by document type. Rent rolls, personal financial statements, tax returns, insurance certificates, and other types are tagged automatically.
3. Matching files attach to the right task. A file whose classified type matches a task's expected File type snaps onto that task.
4. Task status moves to Reviewing. The matched task is ready for you to approve or request changes.
5. The Activity log records each step. Requests sent, replies received, files matched, status changes — all on the task timeline.

Follow-ups and digests

Automated follow-ups keep things moving without you manually chasing the borrower.

1. Open alerts and reminders. Click Send request → Manage alerts & reminders on the Checklist tab.
2. Set follow-up cadence. Choose how often non-responders get a reminder (every 24 hours, 48 hours, etc.) and a max-reminders cap. Follow-ups stay in the original email thread so they read like a nudge from you.
3. Enable overdue reminders. Tasks past their due date can automatically switch to an overdue reminder template.
4. Turn on the digest. Choose daily, weekly, or monthly. The digest summarizes status mix, overdue items, items due this week, recently completed, and newly added tasks — sent to your deal team so everyone stays informed.

All follow-up and digest activity appears in each task's Activity section.

Review and next steps

As files come in and tasks move to Reviewing, work through the checklist:

• Approve tasks where the deliverable meets your standards.
• Request changes by commenting on the task or sending another targeted file request.
• Cancel tasks that are no longer relevant.

When intake is substantially complete, you are ready to move forward:

• Pull files into a Deal Room or lender Vault. Add the documents you want lenders to see to a separate Vault scoped for marketing. The originals stay in the intake Vault.
• Launch the deal. Continue to Launching deals to start lender outreach.

The intake Vault remains the source of record — you can return to it anytime to check the activity trail, request additional documents, or share specific files with new parties.