Virtual assistant template

Sacramento, California
Tax Liens & Mortgage Notes
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Virtual assistant template

Aaron Maxwell
Member since 2017 · 125 posts · 37 votes

Hi BP community,

I recently created a spreadsheet template and workflow for my virtual assistant to help me filter and organize tax deed and foreclosure properties based on my investment criteria. The goal is to have the VA pre-screen properties and input key details into the spreadsheet so I can easily sift through and cherry-pick the ones that fit my buy box.

I’d love to get your opinion on the structure I’ve created — specifically:

  • Am I capturing the right data points to make quick, informed decisions?
  • Are there columns I should add/remove to help with due diligence or prioritization?
  • Any tips on how to improve the flow or automate this process further?

If anyone’s willing to take a look at the template and give feedback, I’d really appreciate it. Happy to share a view-only link to the spreadsheet.

Thanks in advance!

— Aaron M.

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Abel CurielBusiness Member
Real Estate Agent · Queens, NY · Member since 2016 · 2k+ posts · 1k+ votes
1y
Quote from @Aaron Maxwell:

Hi BP community,

I recently created a spreadsheet template and workflow for my virtual assistant to help me filter and organize tax deed and foreclosure properties based on my investment criteria. The goal is to have the VA pre-screen properties and input key details into the spreadsheet so I can easily sift through and cherry-pick the ones that fit my buy box.

I’d love to get your opinion on the structure I’ve created — specifically:

  • Am I capturing the right data points to make quick, informed decisions?
  • Are there columns I should add/remove to help with due diligence or prioritization?
  • Any tips on how to improve the flow or automate this process further?

If anyone’s willing to take a look at the template and give feedback, I’d really appreciate it. Happy to share a view-only link to the spreadsheet.

Thanks in advance!

— Aaron M.


 Hey Aaron,

Happy to take a look at the spreadsheet if you want to send it over.

I haven't done much of this on the automation side but what has helped improve workflow for me & my VAs has been using Loom. I can record short, detailed videos highlighting what I want, what I need, and what the VA can be creative with.

For your situation, you can create 'how-to' videos then record subsequent videos to have them refine the data entry/spreadsheet. 

Also, if you have multiple people working on the data entry, screening, etc., I like Trello as it has triggers that automatically notify team members when needed.

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  • Abel CurielBusiness Member
    Real Estate Agent · Queens, NY · Member since 2016 · 2k+ posts · 1k+ votes
    1y
    Quote from @Aaron Maxwell:

    Hi BP community,

    I recently created a spreadsheet template and workflow for my virtual assistant to help me filter and organize tax deed and foreclosure properties based on my investment criteria. The goal is to have the VA pre-screen properties and input key details into the spreadsheet so I can easily sift through and cherry-pick the ones that fit my buy box.

    I’d love to get your opinion on the structure I’ve created — specifically:

    • Am I capturing the right data points to make quick, informed decisions?
    • Are there columns I should add/remove to help with due diligence or prioritization?
    • Any tips on how to improve the flow or automate this process further?

    If anyone’s willing to take a look at the template and give feedback, I’d really appreciate it. Happy to share a view-only link to the spreadsheet.

    Thanks in advance!

    — Aaron M.


     Hey Aaron,

    Happy to take a look at the spreadsheet if you want to send it over.

    I haven't done much of this on the automation side but what has helped improve workflow for me & my VAs has been using Loom. I can record short, detailed videos highlighting what I want, what I need, and what the VA can be creative with.

    For your situation, you can create 'how-to' videos then record subsequent videos to have them refine the data entry/spreadsheet. 

    Also, if you have multiple people working on the data entry, screening, etc., I like Trello as it has triggers that automatically notify team members when needed.

    REbuild Team - eXp Realty5239 Reviews
    WebsiteView Page
    1Reply
  • Aaron Maxwell
    OP
    Member since 2017 · 125 posts · 37 votes
    1y

    thank you

    0Reply
  • Joe S.Pro Member
    Investor · San Antonio · Member since 2020 · 3k+ posts · 3k+ votes
    1y

    I haven't got a VA yet due to a couple of reasons.
    My technicalskills are a bit behind time. So I could tell somebody what I’m aiming for as far as the goal, but I do not necessarily have the technical skills to show them how to do it. Basically, I would need someone more technically skilled than I am.

    0Reply
  • Aaron Maxwell
    OP
    Member since 2017 · 125 posts · 37 votes
    1y

    same here ,try using chp gpt

    0Reply
  • Keith Lanier
    Member since 2022 · 43 posts · 10 votes
    1y

    Currently, a partner and I are wholesaling off-market, distress properties in Southern IL, some we keep and remodel and hold for Section 8, however with the Section 8 market in a couple of the Counties that we doing business in, we are thinking about creating Mortgage Notes, have never did a Mortgage Note before, however been reading and researching them, and like to connect with an attorney or someone that has experience or legal expertise in the area of Mortgage Notes. THANKS

    0Reply
    • Lauren Sanford
      Investor · Member since 2024 · 187 posts · 64 votes
      1y
      Quote from @Keith Lanier:

      Currently, a partner and I are wholesaling off-market, distress properties in Southern IL, some we keep and remodel and hold for Section 8, however with the Section 8 market in a couple of the Counties that we doing business in, we are thinking about creating Mortgage Notes, have never did a Mortgage Note before, however been reading and researching them, and like to connect with an attorney or someone that has experience or legal expertise in the area of Mortgage Notes. THANKS

      Just be sure to connect with a Foreclosure attorney so that you can stay Dodd-Frank Compliant.  We also recommend creating them with the mindset of being able to sell them down the line if you need to.  We can show you 14 points that make a note valuable if interested. 

      0Reply
  • Keith Lanier
    Member since 2022 · 43 posts · 10 votes
    1y

    Hello Lauren Sanford, of course would love to see the 14 points that make a note valuable, yes I am interested? Do you also create Mortgage Notes as well? How do we connect?

    thanks!!!

    0Reply
    • Lauren Sanford
      Investor · Member since 2024 · 187 posts · 64 votes
      1y
      Quote from @Keith Lanier:

      Hello Lauren Sanford, of course would love to see the 14 points that make a note valuable, yes I am interested? Do you also create Mortgage Notes as well? How do we connect?

      thanks!!!

      I sent you a private message 
      0Reply
  • Bruce Lynn
    Real Estate Broker · Coppell, TX · Member since 2011 · 5k+ posts · 4k+ votes
    1y

    Are you buying deeds and foreclosures already? If not, do this work yourself first for about a year vs having a VA do it. You'll learn a lot and have better insight as to what you actually want and what is important to you. Some fields I look at:

    Property Type...for example I don't buy mobile homes, so they could just eliminate those.

    Current Value...wherever you might get that from....

    Tax Value....often wrong, but also gives me a quick idea to shift and sort properties...also I don't really like low value properties.

    Minimum bid.

    I don't use this, but just a thought is population size of the town it is in...or maybe something along those lines.

    If they can grab a picture, last sales price or list price, mortgage amount if any, occupied or vacant some of that could be helpful.

    I don't think it has to be overly complicated.

    0Reply
    • Aaron Maxwell
      OP
      Member since 2017 · 125 posts · 37 votes
      1y

      @Bruce Lynn thanks , do I need propstream ? And as far as data log just an excel spreadsheet should be enough. Can I send you my due diligence check list can you tell me what you think?

      0Reply
    • Lauren Sanford
      Investor · Member since 2024 · 187 posts · 64 votes
      1y
      Quote from @Aaron Maxwell:

      @Bruce Lynn thanks , do I need propstream ? And as far as data log just an excel spreadsheet should be enough. Can I send you my due diligence check list can you tell me what you think?


       For buying notes we have around 120 point checklist we use that we have been building for 15 years.  Let us know what points you are looking at. 

      0Reply
    • Bruce Lynn
      Real Estate Broker · Coppell, TX · Member since 2011 · 5k+ posts · 4k+ votes
      1y
      Quote from @Aaron Maxwell:

      @Bruce Lynn thanks , do I need propstream ? And as far as data log just an excel spreadsheet should be enough. Can I send you my due diligence check list can you tell me what you think?

      Can you post the link?
      Where are you buying?
      Have you bought any yet?
      If you're just starting you don't need to build some giant elaborate system before you start.
      Start small without big systems that you may never use or give the results you want.

      0Reply
    • Aaron Maxwell
      OP
      Member since 2017 · 125 posts · 37 votes
      1y

      @Bruce Lynn right now I am researching Arkansas. There are a bunch of tax states. I'm trying to figure out how to spend my time wisely and not be all over the place. question I don't have to finish all my research for one day. I can just do research and then come back the next day and do some more, etc. right as far as one State

      0Reply
    • Bruce Lynn
      Real Estate Broker · Coppell, TX · Member since 2011 · 5k+ posts · 4k+ votes
      1y
      Quote from @Aaron Maxwell:

      @Bruce Lynn right now I am resea srching Arkansas. There are a bunch of tax states. I'm trying to figure out how to spend my time wisely and not be all over the place. question I don't have to finish all my research for one day. I can just do research and then come back the next day and do some more, ou

      I say start small.  Start with one state.  Learn the system.  Learn the nuances.  Every state and every county has it's own uniqueness even when they they are working off the same law.   Focus on being an expert on that state for success.  No need to build a giant system day one for multiple states.  Know well what you are buying and what your exit strategy is.  Might be the same as a new home builder.  Much easier and probably more successful building 100 homes in one town vs 1 house in 100 different cities, if that makes sense.  Sometimes getting to know the people involved is also helpful...tax assessor, tax collector, attorney handling the sale, county clerk, municipal people, local attorneys, etc.  Start going to multiple states and trying to connect and learn each system is probably overwhelming for many people.

      0Reply
  • Keith Lanier
    Member since 2022 · 43 posts · 10 votes
    1y

    Hi Lauren, I am just getting use to this platform, when you say that you sent me a private message, where would I locate the message? Incidentally I did a little reading on you and what you do, I realize that you could be just the person I have look for to work with, Learning about creating Notes, for the real estate we buy and own, is the next process of to what we want to do, how could you be instrumental in that process? Buying and Selling Notes, can you tell me how that process works? Do you originate the Note with an attorney? Tell me how that works...Do you teach a class? thanks!!! 

    0Reply
    • Lauren Sanford
      Investor · Member since 2024 · 187 posts · 64 votes
      1y
      Quote from @Keith Lanier:

      Hi Lauren, I am just getting use to this platform, when you say that you sent me a private message, where would I locate the message? Incidentally I did a little reading on you and what you do, I realize that you could be just the person I have look for to work with, Learning about creating Notes, for the real estate we buy and own, is the next process of to what we want to do, how could you be instrumental in that process? Buying and Selling Notes, can you tell me how that process works? Do you originate the Note with an attorney? Tell me how that works...Do you teach a class? thanks!!! 

      Keith those items would have to be in a private message, which would be in your notifications.  In turn you can click on my profile and send me a connection request/ message.

      You can use an RMLO or attorney to draft the note.  
      0Reply
  • Keith Lanier
    Member since 2022 · 43 posts · 10 votes
    1y

    Thank you 

    0Reply
  • Angel Hagen
    Investor · Belton, MO · Member since 2017 · 55 posts · 41 votes
    1y

    The other part of me is a business coach and if the system works for you then it is a good system. It sounds like your questions are not so much about your system, but on the criteria that you have set?  I am happy to take a look, but being an AI junkie, I would take a snapshot of your spreadsheet, load it into ChatGPT and ask the questions you have asked us. I usually get some great insight when I do this. 

    You can also use AI to prioritize your lists. I did this with vacant houses that I wanted to physically visit and leave flyers for. If you get the prompts right, your VA and AI can do the "cherry-picking" for you eventually.

    Good luck!!

    0Reply
  • Aaron Maxwell
    OP
    Member since 2017 · 125 posts · 37 votes
    1y

    Ok I was looking Arkansas. And as far as doing the resource doesn't need to be done all in one day? and when I have different counties that are in different areas who can I pay and how much I pay to look at the properties. And shouldn't I first try to skip trace and contact the owners before the auction

    0Reply
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