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IDX Property Guide

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IDX Property Guide Agreement

This Agreement is made effective as of Effective Date: by and between Client Name: ("Client") and Provider Name: ("Provider").

WHEREAS

WHEREAS, Provider is engaged in the business of producing, compiling and maintaining property guides, marketing collateral and IDX-enabled listing presentations that aggregate property data and consumer-facing guidance; and

WHEREAS, Client desires to engage Provider to prepare an IDX Property Guide and related materials for listed properties subject to the terms and conditions set forth in this Agreement; and

WHEREAS, the parties wish to set forth their respective rights and obligations with respect to the creation, delivery, hosting and permitted use of the IDX Property Guide.

SCOPE OF WORK

Provider shall perform the services described below and deliverables shall conform to the specifications agreed by the parties. Specific tasks, deliverables, timelines and data sources must be described in the field below.

PAYMENT TERMS

Client shall pay Provider the fees described below in consideration for the services and deliverables. All amounts are stated in U.S. dollars unless otherwise indicated.

Any amounts not paid when due shall accrue interest at the rate of % per month (or the maximum permitted by law, if lower), together with reasonable collection costs and attorneys' fees.

TERM AND TERMINATION

The term of this Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon written notice to the other party not less than days prior to the effective date of termination. Either party may terminate for material breach if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

CONFIDENTIALITY

"Confidential Information" means non-public information disclosed by either party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information. Confidential Information includes, without limitation, pricing, business plans, consumer contact information, listing data feeds provided by MLS or third parties, and technical processes used to assemble the IDX Property Guide.

Each party shall: (a) hold the other party's Confidential Information in strict confidence; (b) use the Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations at least as protective as those set forth herein. The obligations set forth in this Section shall survive termination of this Agreement for a period of three (3) years, except that trade secrets shall be protected for as long as such information remains a trade secret under applicable law.

INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, Provider retains all right, title and interest in and to any methodologies, software, templates, and proprietary processes used or developed by Provider in connection with the IDX Property Guide ("Provider IP"). Client is granted a non-exclusive, non-transferable license to use the final delivered guide and associated materials solely for Client's internal marketing and listing activities, subject to Provider's obligations and any third-party rights or restrictions arising from MLS or IDX rules.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that state for any dispute arising out of or relating to this Agreement.

ENTIRE AGREEMENT

This Agreement, together with any exhibits or attachments executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written. Any modification to this Agreement must be in writing and signed by authorized representatives of both parties.

NOTICES

Notices under this Agreement shall be in writing and delivered to the addresses provided above or to such other address as either party may designate in writing in accordance with this Section.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Provider may assign to an affiliate or in connection with a merger, sale of substantially all assets, or similar business transaction.

Client Print Name:

By:

Date:

Provider Print Name:

By:

Date:

Enter text✕

What the IDX Property Guide Is and Why It Exists

The IDX Property Guide is a standardized document used by brokers and listing agents to collect, verify, and transmit property listing data for syndication via MLS/IDX feeds. It consolidates core listing metadata (address, MLS ID, price, property type), required disclosures, media assets, and permissions for third-party distribution. The guide supports consistent presentation across consumer portals, reduces manual rekeying, and documents broker authorizations, making it the operational record that controls how a property appears online and which platforms may display the listing.

Why a Clear IDX Property Guide Matters for Listings

A complete, accurate guide reduces listing errors, speeds syndication, and documents consent for distribution. It helps avoid MLS rule violations, supports consumer transparency, and makes post-listing edits auditable and defensible.

Why a Clear IDX Property Guide Matters for Listings

Who typically prepares and relies on the IDX Property Guide

The guide is used by different roles during listing creation and distribution.

  • Listing brokers and agents responsible for entering and certifying listing data in the MLS and public portals.
  • MLS administrators who enforce syndication policies, validate feed formats, and manage distribution permissions.
  • Marketing teams and vendor partners that prepare photos, floor plans, and syndication mappings for portals and IDX displays.

Clear role alignment reduces re-submissions and helps meet MLS timing and quality standards.

Core sections to include in a professional IDX Property Guide

A robust guide groups content into logical sections so each item is verifiable and machine-readable for MLS ingestion.

Listing Metadata

Structured fields for street address, unit, city, state, ZIP, MLS ID, property type, bedroom/bath counts, lot size, and tax parcel number to ensure accurate matching and searchability.

Price & Terms

Listing price, price type (firm/negotiable), lease terms or sale contingencies, and commission instructions so portals display current transactional context and buyers see accurate terms.

Photos & Media

Photo and video asset lists, file naming conventions, resolution limits, caption fields, and copyright/usage permissions required for automated syndication and third-party display.

Required Disclosures

Checkboxed disclosures and attached files for lead-based paint, property condition, HOA documents, and any state-specific mandated statements so legal obligations are documented.

Syndication Permissions

Explicit opt-in/opt-out settings for third-party portals, IDX display rules, and permitted aggregator partners to control where and how the listing appears online.

Broker and Contact Data

Brokerage name, license numbers, designated broker contact, and point-of-contact email/phone to satisfy MLS verification and consumer inquiries.

Essential fields every IDX Property Guide should capture

Property Address: Full street address
MLS Number: Official MLS ID
Listing Price: Numeric value
Seller Name: Legal owner name
Broker License: License number
Contact Info: Phone and email

Step-by-step: complete an IDX Property Guide accurately

Follow these steps in order to prepare a complete guide suitable for MLS ingestion and syndication.

  • 01
    Gather Documents: Collect deed, disclosures, HOA docs, and photos.
  • 02
    Enter Core Fields: Fill address, MLS ID, price, and property type.
  • 03
    Upload Media: Attach photos and label each file correctly.
  • 04
    Set Syndication: Choose which portals and aggregators may display.

How to configure the online IDX guide for automated workflows

Configure field validation and routing so data flows from agent entry to MLS and third-party portals without manual intervention.

Field Configuration
Auto-fill MLS Validate MLS ID and populate matching fields
Photo upload limit Accept JPG/PNG, 25 files max
Syndication opt-in Checkbox per portal with timestamp
Access control Role-based edit permissions for agents and admins

Where completed IDX guides are sent and how they move

A completed guide follows a predictable route from agent entry to public display and archival.

  • MLS Submission: Guide sent to local MLS feed
  • Broker Archive: Broker stores a signed copy
  • Syndication: Approved portals ingest data
  • Audit Trail: System records timestamps and edits

Technical formats and integration considerations

Prepare the guide in formats and connections that match MLS and partner requirements.

  • File Formats: PDF, DOCX, JPG, PNG
  • Integrations: MLS API, CRM, cloud storage
  • Authentication: SSO or role-based access

Align export settings and API mappings with your MLS and portal partners to avoid ingestion errors.

Key timing rules and update deadlines to observe

Timely updates and disclosures help maintain compliance with MLS rules and avoid penalties.

Initial Listing Upload:

Within 24–48 hours of agreement

Price Change Effective:

Timestamp effective on change date

Status Updates:

Mark pending/under contract promptly

Disclosure Delivery:

Provide required disclosures at listing

Photo Refresh:

Update media when property changes

Common pitfalls when preparing an IDX Property Guide

  • Inconsistent address formats that break MLS matching and create duplicate listings across portals.
  • Missing or low-resolution photos that fail portal ingestion rules or display incorrectly to consumers.
  • Unclear syndication permissions that inadvertently allow display on non-approved aggregator sites.
  • Outdated disclosures or omitted HOA documents leading to compliance reviews and potential fines.

Consequences of incomplete or incorrect IDX guides

MLS Fines: Monetary penalties
Listing Removal: Temporary or permanent delisting
Broker Liability: Compliance exposure
Fair Housing Risk: Regulatory complaints
Consumer Disputes: Potential damages
Contract Delays: Closing disruptions

Comparing common eSignature options for IDX workflows

Cost and core features vary by vendor; signNow appears first for clarity. Check plan details and compliance add-ons before selecting a provider.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes Varies Varies
Envelope Cap No cap 100 env/user/year Varies Varies Varies

Frequently asked questions about the IDX Property Guide

Answers to common questions about signing, notarization, revisions, and distribution for IDX-related documents.


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