Sistava

AI Transaction Coordinator | Close Every Deal On Time

AI for Real Estate

Track every contract deadline from offer to close

Transaction Coordination keeps every active deal moving through inspection, financing, appraisal, and closing without a single deadline slipping. Your employee watches the contract calendar for each property, flags upcoming contingencies, and chases missing documents from buyers, sellers, lenders, and title companies. Agents stay in front of clients while the paperwork runs itself in the background. Your hire reads the executed contract, builds a checklist of every required document and date, and routes reminders to the right party at the right time. It logs signed forms, disclosures, and addenda into your transaction system, then flags anything missing before it becomes a problem. When a contingency window approaches, it pings you with the exact action needed. Every active file gets the same attention, whether you have three deals or thirty. Your employee works through the night to send next-day reminders, draft status updates for clients, and prepare closing packets. You walk into each transaction knowing exactly where it stands.

Benefits

How It Works

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At a Glance

0
Missed deadlines
12 hrs
Saved per deal
24/7
Document chasing
95%
On-time closings

Built around the contract calendar

Every residential purchase agreement runs on a clock. Inspection due in ten days, loan commitment in twenty-one, appraisal contingency removal at twenty-five, closing at forty-five. Miss one and the buyer can walk or the seller can cancel. Your employee treats the executed contract as the source of truth, building a per-deal calendar the moment the contract lands. It then watches that calendar continuously, surfacing anything approaching the next forty-eight hours so you act before a window closes rather than scrambling after.

Document chasing without the awkwardness

Asking a buyer for the same proof of funds three times feels rude even when it is needed. Your employee handles the repetitive follow-ups in a friendly, professional voice that escalates only when truly stuck. It tracks what was requested, when, and from whom, so nothing gets asked twice and nothing gets forgotten. When a document arrives, it confirms receipt, files it in the right transaction folder, and updates the checklist automatically.

Status updates clients actually read

Buyers and sellers want to know where their deal stands without sitting through a phone call. Your employee drafts a short weekly email per transaction that names what closed this week, what is pending, and what comes next. You review and send in under a minute. Clients feel informed, your phone rings less, and your reviews reflect the communication quality that wins repeat business.

FAQ

Does it work with my existing transaction system?

Yes. Your employee writes to your current platform such as dotloop, SkySlope, or Brokermint through email and shared drives, so you keep your file structure and broker compliance intact.

Can it handle multiple deals at once?

Each active transaction runs on its own timeline with its own checklist. Whether you have three or thirty in flight, your employee tracks all of them in parallel without dropping any.

What if a contingency gets extended?

Send the signed extension addendum to your employee and it updates the timeline, recalculates downstream dates, and notifies all parties of the new schedule.

Does it replace my transaction coordinator?

It handles the routine chasing, reminding, and document collection that fills a TC day. Many agents pair it with a human TC who focuses on broker compliance and final review.

How does it know who to contact?

Your employee reads the contract and any contact sheet you share to identify the buyer, seller, co-op agent, lender, title officer, and inspector, then routes each request to the correct person.