AXEN Realty — Broker of Record Manual

Role Overview & Expectations

What Is the Broker of Record?

The Role

The Broker of Record (BOR) at AXEN Realty is the licensed real estate broker responsible for overseeing all real estate activity, ensuring regulatory compliance, and serving as the official supervising broker for agents operating in their state. The BOR acts as the legal and compliance backbone of AXEN's operations within their jurisdiction — holding the brokerage license, assuming liability, and ensuring every transaction meets state-specific standards.

The Structure

The BOR operates as an independent contractor under a formal Broker Agreement with AXEN Realty, LLC (an Arizona limited liability company). This relationship does not create a partnership, joint venture, or employer-employee relationship.

AXEN handles hiring, training, compliance, legal, and E&O insurance at the brokerage level — so the BOR can focus on supervision and agent support, not administrative overhead.

Core Responsibilities

Compliance & Legal Oversight

  • Ensure all agents adhere to state real estate laws, MLS rules, and federal regulations
  • Review and approve transaction files for regulatory compliance before closing
  • Cooperate with audits, investigations, and regulatory agencies as required
  • Oversee proper agency disclosure practices (buyer, seller, and dual agency)
  • Monitor advertising and marketing materials to confirm license numbers and brokerage name are properly displayed
  • Address any compliance flags — including missing signatures, incorrect dates, outdated forms, or improper EMD handling
  • Serve as the escalation point for compliance questions from agents ("contact your state broker before doing something you are uncertain of")

Agent Supervision

  • Supervise all licensed agents operating under the AXEN brokerage in the state, as required by state law
  • Be available to answer agent questions on contracts, negotiations, and state-specific rules
  • Support agents with complex transaction scenarios, dual agency disclosures, and unusual deal structures
  • Confirm permissibility of activities such as property management on a state-by-state basis
  • Serve as the point of contact for agents transferring their license to AXEN

Live Broker Support (Zoom Availability)

  • AXEN is a nationwide brokerage — real-time accessibility for agents is essential
  • The BOR is required to maintain a set weekly Zoom availability schedule for live agent support
  • Scheduling is determined in coordination with AXEN leadership and spread across all Brokers in the organization to ensure full-week coverage
  • Agents depend on this availability for compliance guidance, contract review, and deal support

Transaction Oversight

  • Review Deal Desk transaction files to ensure broker compliance requirements are met prior to closing
  • Ensure Commission Disbursement Authorizations (CDAs) are submitted to title companies at least 3 business days before closing
  • Confirm that no commissions are accepted directly by agents from clients — all payments must flow through AXEN
  • Sign off on files that require broker review as required by state law

License & MLS Management

  • Maintain an active, in-good-standing real estate broker license in the state at all times
  • Manage or support MLS membership and access as required by state and local board rules
  • Stay current with continuing education and license renewal requirements
  • Immediate termination for cause applies in the event of license loss or legal non-compliance

Brand Representation

  • Promote the brand, values, and professionalism of AXEN Realty in all interactions
  • Uphold AXEN's agent-first culture in every aspect of broker leadership

What AXEN Provides to the BOR

AXEN operates as a full-service platform — the BOR is not working alone. The following infrastructure is in place to support the role:

Expectations

Communication Standards

  • Respond to agent inquiries within 24 hours
  • Be reachable via Zoom, email, and group text/Google Chat during business hours
  • Communicate with professionalism, clarity, and respect at all times

Availability

  • Maintain a weekly Zoom schedule for live agent support (coordinated with AXEN leadership)
  • Participate in team meetings and broker-level calls as scheduled
  • Stay accessible during active transaction periods, particularly around key deadlines

Professionalism & Ethics

  • Uphold AXEN's ethical standards and the Code of Ethics at all times
  • Maintain a collaborative, agent-first culture
  • Support AXEN's core principle: the agent's success comes first

Non-Negotiables

These are the minimum standards expected of every Broker of Record at AXEN Realty. They are not optional — consistent failure to meet these standards may impact the broker relationship.

Notes on Each Standard

Broker Meetings & Huddles (75% Attendance)

These meetings are the primary channel for brokerage updates, compliance guidance, and team alignment. Consistent attendance ensures the BOR stays current with company direction and is equipped to support their agents accurately. Missing more than 25% of scheduled meetings in any rolling period is grounds for a performance conversation.

Camera On & Active Participation

AXEN is a virtual-first brokerage. Showing up on camera and speaking up during calls is the equivalent of being present in the office — it sets the standard for agents, builds trust across the team, and keeps the culture accountable. Camera off is not an option during official broker or team calls.

100% CDA Review (72-Hour Rule)

The BOR is responsible for reviewing every Commission Disbursement Authorization submitted by agents in their state, provided the submission arrives more than 72 hours before the scheduled closing. CDAs submitted inside the 72-hour window will be handled on a best-effort basis, but submissions with adequate lead time carry a full review requirement. This protects agents, clients, and the brokerage from compliance failures and delayed payouts.

Compensation

How the BOR Gets Paid

The BOR earns a flat fee of 25% of the Admin Fee collected per closing — applied to every buyer or seller transaction closed under the brokerage in their state.

The Admin Fee is assessed per buyer or seller side and can be covered by the client or by vendor partners — so agents are not required to pay it out of pocket. The BOR still pays the standard $295 transaction fee on any personal real estate transactions they close.

Payment Schedule

  • Compensation is paid on a monthly basis
  • Subject to performance and licensing compliance

Personal Production & Team Building

The BOR retains the full ability to:

Continue Selling

Continue selling real estate personally

Build a Team

Build and lead their own agent team

Earn Revenue Share

Build a downline and earn revenue share

**If any personal production or team building infringes on your ability to perform all duties as BOR, you may be subject to a reduced or no BOR compensation.

Revenue Share (Downline Eligibility)

The BOR is eligible to recruit self-generate agents & receive brokerage-generated agent prospects for their downline and earns revenue share based on agent production across up to 5 levels:

  • Revenue share is paid monthly
  • No cap on the number of agents recruited
  • Continues as long as agents remain active at AXEN
  • 100% of closing fees are redistributed back to agents through the revenue share model

Expense & Reimbursement Policy

Overview

AXEN Realty will cover certain business-related expenses incurred by the Broker of Record in connection with their official broker duties. All expenses must receive prior approval before being incurred — there is no guarantee of reimbursement for expenses submitted without advance authorization.

⚠️ Important

Submitting a receipt does not guarantee reimbursement. Approval must come before the expense is made.

How to Submit an Expense Request

All expense requests must be routed to the AXEN Accounting & Operations Team and include:

1

Receipt or Invoice

Itemized documentation of the expense

2

Identification of the Expense

What it is and what it covers

3

Purpose

Clear explanation of how it directly relates to official broker duties

4

Pre-Approval Confirmation

Evidence that the expense was approved before being incurred

Approvable Expense Categories

The following are examples of expenses most likely to be approved. This is not an exhaustive list — all items are subject to review on a case-by-case basis.

Processing Fee on Reimbursements

All expenses that are paid out-of-pocket by the BOR and subsequently reimbursed by AXEN will be subject to a 2.5% processing / accounting fee, which will be deducted from the reimbursement amount.

What Is Not Covered

Personal Transaction Costs

Personal real estate transaction costs

Personal Business Expenses

Personal business expenses unrelated to official broker duties

Unapproved Expenses

Expenses incurred without prior approval from the Accounting & Operations Team

Non-Pre-Authorized Expenses

Any expense not pre-authorized in writing

Agreement Terms

The Broker Agreement between the BOR and AXEN Realty, LLC is governed by the following terms:

Tools & Systems Access

The BOR should be fully operational across all AXEN platforms:

X Agent Support Portal

(axenrealty.ai) — ledger, payroll, FAQs, downline management

Skyslope

Transaction management and compliance file review

Deal Desk

Transaction Team to support the agents from client to close.

Lofty CRM

Agent and lead oversight

Google Workspace

Team communication and file sharing (AXEN Success Center on Google Drive)

AXEN Shared Drive

Forms, vendor contacts, marketing assets, compliance resources

Key Contacts & Escalation Paths

Summary: The BOR's Role in One Paragraph

The AXEN Broker of Record is the licensed, supervising broker for their state — responsible for compliance, agent oversight, transaction review, and live support availability. Operating as an independent contractor under a formal Broker Agreement with AXEN Realty, LLC, the BOR earns $73.75 per closing (25% of the $295 Admin Fee), paid monthly, while retaining the ability to sell personally, build a team, and earn revenue share income. AXEN covers MLS dues, board fees, and approved leadership-related travel. All other expenses require pre-approval from the Accounting & Operations Team.