Setting Up Lease Files in Dotloop + Escrow Deposits

Setting Up Lease Files in Dotloop + Escrow Deposits

When handling rental listing transactions, it’s important to create the correct Dotloop files and follow Dalton Wade’s escrow and commission procedures. This guide applies to all Dalton Wade states, with state-specific escrow account details listed below.

Setting Up a Rental Referral Only Loop

Agent is receiving a referral fee for referring tenant.
  1. In Dotloop, create a new loop.
  2. Choose Rental: Referral Only loop. This will have two documents in the loop.
  3. Required Documents & Instructions:
    1. Referral Agreement or MLS Print Out showing referral fee if no other agreement: showing the lease fee (ex: $200) or a copy of the Referral Agreement or Commission Agreement.
    2. CDA - REQUIRED TO GET PAID – agent to fill out the CDA and submit for review.

Setting Up the Lease Listing Loop

Agent is listing property for lease.
  1. In Dotloop, create a new loop.
  2. Choose Rental: List Side
  3. The template will load required folders and documents. Click View Loop.
  4. Fill and sign all required and optional documents and addenda that is needed and send to our compliance team for Phil or Kevin's initials/signature. If broker's initials are missing, the folder will be returned.
    1. Agent to upload required documents & send Exclusive Right to Lease Listing Agreement to broker for his initials.
  5.  If DW is Holding Escrow: Agent to deposit funds to escrow for future occupancy date. Follow Escrow Deposit instructions below.

Setting Up the Renter/Leasee Side Listing Loop

Agent secures the tenant & is receiving payment from the listing agent or landlord.
  1. In Dotloop, create a new loop.
  2. Choose Rental: Renter/Leasee Side
  3. The template will load required folders and documents. Click View Loop.
  4. Fill and sign all required and optional documents and addenda that is needed and send to our compliance team for Phil or Kevin's initials/signature. If broker's initials are missing, the folder will be returned.
    1. Agent to upload required documents including executed Residential Lease (not to exceed 1 year). 
  5.  If DW is Holding Escrow: Agent to deposit funds to escrow for future occupancy date. Follow Escrow Deposit instructions below.

Escrow Deposits

If Dalton Wade is holding escrow:
  1. Collect check(s) for deposits (e.g., first month’s rent, security deposit, pet deposit).
  2. Deposit into the appropriate Chase Bank Rental Escrow Account (see below).
  3. On the deposit receipt, write the property address.
  4. Take a photo of the deposit slip receipt and convert it to PDF (apps like CamScanner are helpful).
    1. This is VERY IMPORTANT!
  5. Upload the PDF receipt to Dotloop loop.
  6. Complete the DW Rental Escrow Deposit Receipt form.
  7. Notify Miles by email (miles@daltonwade.com) with:
    • Tenant name
    • Date of deposit
    • Amount deposited
    • Property address
If Dalton Wade is not holding escrow:
  • These steps are not required.
  • Agent receives check (must be made out to Dalton Wade) from landlord – check to be mailed to office.
⚠️ Important: Never give Dalton Wade account information directly to tenants. Agents must make deposits themselves.

Rental Escrow Account Information

Florida – Chase Bank
  • Deposit Account #: 707397397
Alabama – Chase Bank
  • Deposit Account #: 707505668

Commission Disbursement (CDA)

  1. Open up the CDA file in the loop.
  2. Fill out the top part of the form:
    1. Title Company Field: Enter the name of the leasing company, landlord, or listing agent.
    2. Commissions Explained Box: Clearly state the commission arrangement. Example:
      1. enter “flat fee of XXXX for lease referral” & the actual amount (example: ½ month rent of $1,800).
    3. Closing Date: Use the date the tenant moves in or the lease is renewed.
  3. Fill out the bottom part of the form:
    1. Line 1: Payable to Dalton Wade for your brokerage fee.
      1. Standard fee applies unless commission is under $500.
      2. If less than $500, you pay 10% to Dalton Wade.
        Example: On a $250 referral, you pay $25 to DW.
    2. Line 2: Payable to you (the agent) for the balance of your commission after deducting the Dalton Wade portion.
    3. Line 3: Payable to the landlord (only if funds are due). Include full mailing address or ACH instructions.
      1. 💡 If the landlord is holding escrow and no funds are due, skip Line 3.
    4. Delivery Instruction Box: Enter your preferred delivery method (e.g., “check” or “eCheck”).

Key Reminders

  • Accounting cannot issue payment without a properly completed CDA.

  • Ensure all required fields are filled before submitting to Compliance.

  • CDAs missing details will be returned for correction, delaying payment.


    • Related Articles

    • Setting Up the Property Management Loop

      When a lease is signed and you are managing the property: Create a new loop in Dotloop. Name example: Prop Mgmt – 7890 Gator Ln., Trinity, FL Choose the Rental: Property Management template. Upload and complete: Property Management Agreement (signed ...

    • Transferring a Loop Between Two Dotloop Accounts

      Sometimes agents end up with two Dotloop accounts—for example, if they created one with a personal email and later set up a new account connected to Dalton Wade. If your old loops are stored in a non-Dalton Wade account, you can transfer them to your ...

    • Clear Cooperation Policy/Delayed Distribution Updates – MLS Guidance + Forms in Dotloop

      The National Association of Realtors (NAR) recently updated the Clear Cooperation Policy, giving each MLS the authority to decide how the policy will be implemented at the local level. To help our agents stay compliant and avoid confusion, Dalton ...

    • Dotloop: Purchase Loop Guide

    • Commercial Lease Loop Set Up - Dotloop

      Setting up a Commercial Lease Loop Click “Add Loop” Type the name of the property & click “Next” Select the “Commercial Lease/Tenant” template & click “Done” Click “View Loop” Your screen will look like this: You will upload the LOI (Letter of ...