A lender’s approval letter, escrow’s closing figures, a signed addendum: much of what a file needs arrives by email. Getting it from the inbox into the deal has meant downloading, renaming and uploading, one attachment at a time. Now you can forward it.
Every ClosedEasy deal has its own private email address. Forward or CC an email to it, and the attachments land in that deal’s Documents.
What happens when an email arrives
- Each attachment lands in the deal’s Documents, hidden from clients and tagged “From email” with the sender and subject. “Show to client” shares one when you’re ready.
- The email’s text is kept on the deal’s Activity, so the thread is on record. An email with nothing attached is saved there as a note.
- Your side of the deal gets a bell. Clients are told nothing.
- Whoever forwarded it gets a short reply: what was added, what was skipped, and why.
An email forwarded as an attachment (.eml) is opened and its documents added. Small images in the email itself, like signature logos, are skipped, and so is a document that’s already on the deal, so forwarding the same thread twice doesn’t leave duplicates.
Who can send to it
Knowing the address isn’t enough to get documents into a deal. Two things have to line up: the sender has to be someone the deal knows, and their email provider has to confirm they really sent it. Gmail, Outlook and most business email do.
- Your team: the agent, the coordinator or the agent of record, from their sign-in email or from another address they added and confirmed in Settings → Integrations → “Email documents into deals”.
- Anyone saved under “Key people on this file” on the deal’s Settings tab (the lender, title or escrow officer, the other agent, the inspector and so on), from the email saved for them.
- Anyone else: their email waits at the top of the Documents tab (“emails waiting for you”) until someone on the agent’s side taps Accept, which adds its documents, or Discard. An email not accepted within 14 days is dropped.
The same rule catches spoofing. An email that claims to be from your address but that your provider didn’t confirm waits for Accept like a stranger’s, and nothing is saved until someone on your side decides.
The summary reply goes only to your team. The lender and escrow don’t get one when they CC the deal, and an out-of-office message sent to the address gets nothing back, so an automatic reply can’t start a loop.
Where it saves the most time
The address earns its keep on the emails that arrive with something attached and need to be on file: the lender’s approval letter, escrow’s estimated closing figures, a signed addendum, HOA documents, a final settlement statement after closing. Forward each one as it comes in, or ask the sender to CC the deal from the start.
How to set it up
- Open the deal and go to its Documents tab.
- In “Email documents to this deal”, tap Copy address, or Email it to start a new message to it.
- Forward the lender’s or escrow’s email to that address, or CC it when you reply.
- Sending from a brokerage or office inbox? In Settings → Integrations → “Email documents into deals”, enter it and tap Add address. We email that inbox a link, and confirming it there lets the address send.
- Optional: save the lender, title or escrow officer, the other agent and anyone else on the file with their emails under “Key people on this file” on the deal’s Settings tab, so they can CC the deal directly.
What it doesn’t do
- It doesn’t share anything with clients. Nothing from these emails reaches them unless someone on your side shares it.
- It doesn’t run the emails through AI. No AI reads them.
- It doesn’t take every file. The same file kinds and 10 MB limit as uploads apply, up to 20 documents per email, and the deal’s 200 documents-and-links limit still counts.
- It skips calendar invites and winmail.dat files. A winmail.dat means Outlook packed the files; forward again with Outlook set to HTML or plain text.
- It doesn’t accept email for archived deals or deals without an active plan; the sender is told. Closed deals still take email, so final statements can still be filed.
- Brokerage watchers don’t see the address.
If an address has been passed around more than you’d like, Reset address (under “How it works” in the address row) makes a new one. The old one stops working at once, so update anywhere you saved it.
Email documents to a deal is on the Documents tab of every deal today. Gmail and Outlook are trademarks of their owners; ClosedEasy works with email from them but isn’t affiliated with either.