Stop Retyping the Same Information on Every Real Estate Form

You open a transaction. The disclosure is already filled. Buyer name, seller name, property address, closing date: Ava pulled every field from the data already in your deal. You review it, make one edit, and it is ready.

That is what happens when you use Ava Forms. You pulled the form from your library, Ava filled it from the transaction, and you reviewed the output. The whole thing took about a minute.

Most TCs are still filling those same fields by hand on every deal. Or they have a workaround: a separate PDF tool, another login, a tab that lives outside their transaction management. Neither is a great solution. They both take time, and they both require you to enter the same information in more than one place.

Ava Forms is built into ListedKit. When Ava reads your contract at intake, it extracts the parties, dates, and property details into your transaction. When you pull a form from your Form Library into that deal, Ava fills the form from the data already there. You are not moving information from one place to another. It is already where it needs to be.

What is Ava Forms?

Ava Forms introduces a form library inside ListedKit where you keep the blank versions of forms you use on every deal: disclosures, addenda, amendment forms, commission agreements, brokerage templates, summary templates, you name it! When you upload a blank form, Ava reads it and maps all the fillable fields. The next time you use that form inside a transaction, Ava fills those fields from the data already in the deal.

You see the filled result, edit anything that needs a change, and save or export. That is the full workflow.

It works for any structured document with repeatable fields: forms, templates, whatever your office uses regularly across closings. If the same fields appear on that document across every deal and those fields come from transaction data, it belongs in your Form Library.

How it works

Setup is a one-time thing per form. After that, using a form in a transaction is three clicks.

Step 1: Upload your blank form(s)

Go to Settings > Forms in your ListedKit account and upload one or multiple blank PDFs you use regularly. Use the unfilled version of the form, not a completed copy from a prior deal and not a version with sample data already in the fields. Ava reads the form structure to detect every fillable field, so starting from a clean document gives it the most complete picture.

You can upload the forms you use most often: your standard disclosure statements, the addenda that show up on most of your closings, amendment forms, commission agreements, any template your brokerage requires on every transaction. There is no limit to how many you add.

Step 2: Ava detects and maps the fields

After upload, Ava reads the form and maps each fillable field to the corresponding data in your transactions. This usually finishes in under a minute. When it is ready, the form appears in your library with a field count and a ready status.

Make sure to review and edit anything that Ava might have missed. Then save and share with your team!

Step 3: Use it in a transaction

Open any transaction, go to the Compliance tab and open Forms. From there, click "Fill new form" and follow the steps on the screen. Ava fills it using the data in that specific deal: buyer and seller names, property address, dates, agent and brokerage details, and any other parties already in the transaction. Fields it cannot match to anything in the deal appear blank for you to fill in manually.

You get a preview of the filled form. Every field is visible and editable. Click into any field to change it, then save the form to the transaction or export it as a PDF. Nothing is saved until you confirm it.

Going from form selection to a filled draft takes under a minute for most standard forms.

What the review looks like

The review step shows you the form as it will appear when saved, with Ava's fills already in place. Filled fields show the value Ava pulled from your transaction. Blank fields are the ones Ava could not match. You go through the form, make any changes needed, fill in the blanks, and confirm.

For a disclosure with 25 fields, Ava might fill 18 or 20 of them automatically. The review takes a couple of minutes rather than the 10 to 15 minutes the form would have taken to fill from scratch.

One thing to keep in mind: Ava fills from whatever is in your transaction. If a party name or date in the transaction is wrong, it will come through wrong in the form. The review step is where those issues show up. If a field is consistently off across multiple transactions, the source data in the deal is usually the place to start.

Learn how Ava reads contracts and extracts dates, parties, and terms automatically

Which forms to upload first

Any structured form with repeatable fields is a good candidate. Here is what most TCs start with.

Disclosure statements. Buyer and seller disclosures are usually the highest-frequency forms in a TC's workflow. They have a lot of fields, and a lot of those fields are the same across every deal: names, property address, contract date, agent and brokerage information. Ava fills those automatically. You handle the property-specific sections that require actual knowledge of the property.

Addenda. Most markets have a handful of addenda that appear on the majority of closings. If you are reaching for the same one repeatedly, upload it.

Amendment forms. Amendments follow a predictable pattern: party names, property address, the original contract date, and a description of the change. Ava handles the first three fields. The change description is yours to write, which is also the only part that actually varies from deal to deal.

Commission agreements. If your office uses a standard commission form with agent and brokerage fields that follow the same structure across transactions, Ava fills those fields the same way it handles any other structured document.

Templates. Brokerage-required templates or forms you have developed for your own workflow upload and behave the same way as any other form. Upload the blank version and Ava maps the fields.

The forms that are not a good fit: documents where the content changes significantly from deal to deal. A personal letter, a free-form deal memo, anything written fresh for each transaction rather than filled from a fixed set of fields. Those need human judgment that Ava cannot apply from structured transaction data.

A practical approach: start with one form, the one you fill most often. Most users have their first form ready in under two minutes.

Your team can use it too

Forms in your Form Library are shared across your workspace. When one TC uploads a disclosure, every other coordinator on the workspace can pull that same form into their own transactions.

For team leads and brokers, this means you can build a standard library once and everyone on the team works from the same set of forms. Fewer situations where one coordinator is using last year's version of a disclosure because they saved it to their desktop. When a form changes, one person updates the library and that is the version everyone uses going forward.

For TC firms, the same logic applies across coordinators. One upload, shared across the team, and each coordinator fills it fresh from their own transaction data.

Get started

Your Form Library is live in your account. Open the Forms tab, upload the blank version of a form you use on every deal, and see how Ava handles it.

Not on ListedKit yet? Get started for free today!