Real estate workflow automation for the contract-to-close grind.
Fewer dates in spreadsheets, fewer documents chased by email.
Once a contract is accepted, a transaction coordinator spends the next month tracking dates, chasing documents from lenders and title, and updating the same deal in two or three systems. We build the connections that handle that tracking and updating. Your coordinators confirm dates and your broker still reviews every file.
- Free
- AI audit before you commit to anything
- Fixed price
- Builds quoted against a defined scope
- Human approval
- On every deadline and every file review
Your transaction coordinator is the integration layer
Deadlines counted by hand
Inspection, appraisal, financing and closing dates are worked out from the acceptance date and typed into a spreadsheet or a personal calendar. An amendment moves three of them, and someone has to remember to update all three.
Documents chased one email at a time
The pre-approval letter, earnest money receipt, HOA documents, title commitment and closing disclosure come from different people at different times. Someone checks each one against the file checklist and follows up on what is still missing.
One deal, three systems
The same transaction lives in the CRM, the transaction management platform and the brokerage back office. Every status change gets typed again, and the agent's pipeline drifts out of date.
What we build for real estate teams and brokerages
Each of these is a real engagement shape. Open one to see how it works, what it needs from you, and where a person stays in the loop.
Any figures are targets we scope towards, not guarantees. What you actually get depends on your volume, your systems, and how much stays under human review.
Contract-to-close checklist and deadline calendar
Each new contract means building a checklist and a set of deadlines by hand, and keeping them current through every amendment.
Contract-to-close checklist and deadline calendar
Each new contract means building a checklist and a set of deadlines by hand, and keeping them current through every amendment.When a contract is accepted, the system pulls the dates from the executed contract, builds the checklist for that deal type, and puts the deadlines on a shared calendar after your coordinator confirms them. Reminders go to the agent and coordinator ahead of each contingency date.
How it works
- 01Turn your existing checklists into templates by deal type, such as financed purchase, cash purchase or listing side
- 02Read the acceptance date and contingency periods from the executed contract
- 03Hold the calculated dates for the coordinator to confirm
- 04Post confirmed deadlines to a shared calendar and send reminders on the lead time you choose
- 05Recalculate affected dates when an amendment is signed, and hold them for confirmation again
Where a person stays in the loop
The system proposes dates. A transaction coordinator confirms them before anyone is reminded of anything.
- Coordinator confirms every date pulled from a contract or amendment
- Contracts the system cannot read cleanly go straight to a person
- Every date change is logged with who approved it
What it needs from you
- Your transaction management platform, with an API or a reliable export
- Your current checklists, even if they live in a spreadsheet
- The state contract forms your agents use
Common questions
- What if our contracts use addenda or local forms?
- We build the date rules from the forms your agents actually use, including common addenda. Anything outside those forms is flagged for the coordinator instead of guessed at.
Typical build: 2 to 3 weeks·Aim: Every open deal on one calendar
Talk through this oneDocument collection from agents, lenders and title
Required documents arrive by email from agents, loan officers and escrow officers, and someone matches each one to a file and a checklist item.
Document collection from agents, lenders and title
Required documents arrive by email from agents, loan officers and escrow officers, and someone matches each one to a file and a checklist item.Requests for missing items go out on a schedule to whoever owes them. Documents sent to a shared inbox are matched to the right transaction and checklist item, then filed for the coordinator to confirm.
How it works
- 01Set up a shared inbox for each file or for the whole brokerage
- 02Send requests for missing items to the agent, lender or title contact on your schedule
- 03Match each incoming document to the transaction and the checklist item it satisfies
- 04File it to the transaction folder and queue it for the coordinator to confirm
- 05Escalate items still missing close to a deadline
Where a person stays in the loop
The system suggests where each document belongs. The coordinator confirms it, and your broker or compliance reviewer still reviews the file.
- Low-confidence matches always go to a person
- Broker file review stays where it is in your process
What it needs from you
- Email access for the shared inbox
- Transaction management platform with an API or upload path
- Your required-documents list by deal type
Typical build: 2 to 3 weeks·Aim: Files ready for broker review sooner
Talk through this oneCRM and transaction management sync
Deal stages are updated in the transaction platform and then typed again into the CRM, or not updated at all.
CRM and transaction management sync
Deal stages are updated in the transaction platform and then typed again into the CRM, or not updated at all.Stage changes in Dotloop or SkySlope update the matching contact and deal in Follow Up Boss or BoldTrail. Completed DocuSign envelopes tick off the checklist, and a closed deal starts your post-close tasks.
How it works
- 01Map deal stages between your transaction platform and your CRM
- 02Watch for stage changes and completed signature envelopes
- 03Update the matching record and log the change
- 04Start post-close tasks such as review requests and anniversary reminders in the CRM
What it needs from you
- CRM and transaction platform plans that allow API access or webhooks
- DocuSign account access if signatures are in scope
Typical build: 2 to 3 weeks·Aim: Pipelines that match reality
Talk through this oneListing paperwork and launch checklist
Every new listing needs the same disclosures, the same vendor bookings and the same MLS input sheet, assembled by hand.
Listing paperwork and launch checklist
Every new listing needs the same disclosures, the same vendor bookings and the same MLS input sheet, assembled by hand.A signed listing agreement starts a listing checklist: seller disclosures sent for signature, a lead-based paint disclosure where the home was built before 1978, photography booked, and an MLS input sheet pre-filled from the agreement for the agent to review.
How it works
- 01Start the checklist when the listing agreement is fully signed
- 02Send the right disclosure packet for the property and state
- 03Book photography and other vendors from your preferred list
- 04Pre-fill the MLS input sheet from the agreement and CRM for the agent to check
- 05Remind the agent of anything still open before the go-live date
Where a person stays in the loop
Nothing goes to the MLS automatically. The listing agent reviews and submits the listing under your MLS's rules.
- Agent reviews the pre-filled input sheet before submitting
- Disclosure packets are approved by the broker before launch
What it needs from you
- Your disclosure forms and listing checklist
- E-signature account access
- Vendor contacts and booking preferences
Typical build: 2 to 3 weeks·Aim: The same launch steps on every listing
Talk through this oneBuilt inside your systems, not beside them.
We work in your cloud, using your tools, under least-privilege access. We never train models on your data, and you keep the source code.
Broker review stays in place
File compliance review stays with your broker or compliance reviewer. We build around your existing checklist.
Least-privilege access
Each workflow gets only the systems and fields it needs, and access is removed when it is retired.
Encrypted in transit and at rest
Client and transaction data is encrypted, and we never train models on it.
Audit trail
Every automated update and every human confirmation is logged.
Systems we build around
- Follow Up Boss
- kvCORE / BoldTrail
- Dotloop
- SkySlope
- DocuSign
- MLS data feeds (per your MLS rules)
- Google Workspace
- Microsoft 365
These are systems brokerages commonly ask about, not a list of existing integrations. We connect where your system offers an API, an interface or a reliable export, and confirm what your plan allows during scoping.
Questions we get
What is real estate workflow automation?
Real estate workflow automation is software that moves deal data, deadlines and documents between a brokerage's systems and people without anyone retyping them. Typical examples are contract dates turned into a checklist and calendar, missing documents requested from lenders and title on a schedule, and transaction stages synced to the CRM. Where a step needs judgement, such as reading a contract, the system suggests and a coordinator confirms. It covers the same ground as real estate transaction automation software, built around the tools you already use.
Which real estate tasks can be automated with AI?
AI workflow automation for real estate agents works best on tasks that are repetitive and rule-based: building contract-to-close checklists, tracking contingency deadlines, collecting documents from agents, lenders and title, syncing transaction and CRM records, and assembling listing paperwork. AI helps with the reading steps, like pulling dates from a contract. Pricing advice, negotiation and broker file review stay with people.
Does it integrate with my CRM and MLS?
It connects to most brokerage CRMs where your plan offers API access, including Follow Up Boss and kvCORE or BoldTrail, and we confirm what your plan allows during scoping. MLS data is different: access depends on your MLS's IDX or RESO Web API rules and your membership agreement. We check those rules first and only use MLS data the way your MLS permits.
Can automation handle transaction coordination and closing paperwork?
It can handle the tracking and chasing that fill most of a coordinator's day: checklists by deal type, deadline reminders, document requests, and filing incoming documents to the right transaction in Dotloop or SkySlope. The coordinator still confirms dates and documents, and the broker still reviews the file before closing. Closing documents themselves come from title and the lender, not from us.
How much does workflow automation cost for a real estate team or brokerage?
It depends on how many workflows are in scope, whether your CRM and transaction platform offer usable APIs, and how many deals you close each month. The AI audit is free and ends with a scoped estimate. Builds are fixed-price against that scope, and ongoing support is a flat monthly fee covering hosting, monitoring and model costs. Our pricing page explains what moves the number.
How long does implementation take for a brokerage?
Most real estate brokerage automation builds go live in two to three weeks from a defined scope. It can take longer if a system has no integration path or your plan needs an upgrade for API access. We usually start with one workflow, often the contract-to-close checklist, prove it on live files, and then add the next.
What's the ROI of automating real estate transaction workflows?
Return comes from coordinator hours given back, fewer missed deadlines, and more files each coordinator can carry. How large it is depends on your deal volume and how manual your current process is. The free audit looks at your current process first, so any estimate is based on your files rather than an industry average.
Will automation replace transaction coordinators?
No. It takes over the date math, reminders and document chasing so coordinators can spend their time on the problems that need a person: a lender running late, an inspection dispute, a nervous first-time buyer. Every workflow we build keeps the coordinator confirming dates and documents.
Can it automate lead follow-up and client communication?
Yes, for the follow-up that runs on rules: milestone updates to clients when a contingency clears, reminders to agents about leads going cold in the CRM, and post-close check-ins. Messages use templates your team approves. A customer-facing assistant that answers listing questions and qualifies new leads is a different build, covered on our real estate AI chatbot page.
Keep reading
Find the step in your transactions that eats the most coordinator time.
Book a scoping call. We will walk through a recent file with you, from accepted offer to closing, and tell you which part is worth automating first and what it would cost.
Book a scoping call