Shaker Heights, Ohio

Home Sales with Point of Sale and Escrow Process

“Working with Shaker Heights was a great experience. We were able to collaborate and explore avenues outside the standard use of our system. We came up with a great solution to allow for the data to be available in a single location for all parties involved.”

Sarah Mallette, Citizenserve Senior Implementation Manager

Background

Shaker Heights, Ohio, is a vibrant member of the First Suburbs Development Council in Northeast Ohio. This diverse community of approximately 29,000 residents features a thriving business sector alongside a stable, long-established residential base. Renowned for its historic architecture, beautiful parks, top-rated schools, and scenic lakes, Shaker Heights offers an exceptional quality of life that attracts families, professionals, and real estate investors seeking charm and convenience in a suburban setting near Cleveland.

Challenge

The home sale process in Shaker Heights requires coordination across multiple city departments, staff members, and residents for every property transfer. Previously, tracking details was cumbersome, with information scattered across various locations, making it hard to maintain accuracy and efficiency. Key challenges included creating a streamlined, adaptable workflow to handle diverse home sale scenarios while ensuring precise tracking of code violations, escrow deposits, and disbursements—all within one unified system to reduce errors and administrative burdens.

Solution

In partnership with the City of Shaker Heights team, we thoroughly analyzed their intricate home sale procedures, mapped out variable scenarios, and designed a fully digitized workflow using Citizenserve government permitting software. The custom Point-of-Sale application enables realtors to submit sale notifications directly to the city online. City staff then review applications, check property histories, and conduct necessary inspections. Sellers can resolve violations upfront or deposit funds into escrow for buyers to handle repairs later. We also built robust tracking for escrow funds and disbursements, complete with secure system rules that restrict access to authorized parties only.

Outcome

Shaker Heights implemented its revamped Point of Sale and Escrow Process in phased rollouts for optimal success. It began with internal staff training to master the system's features and variations. The city then expanded access to trusted realtors before launching full online availability for residents. Today, all steps—from application to inspections, violations, escrow management, and documentation—are handled digitally through a single Citizenserve file. Staff and stakeholders appreciate the centralized storage, improved transparency, and efficiency that eliminate paperwork hassles and enhance overall service delivery for home sales in the community.

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Shaker Heights, Ohio

Join the hundreds of communities using citizenserve®

Join the hundreds of communities
using citizenserve^®