Kickoff
- Introduction email to the other agent, title or escrow and the lender
- Key dates sent to you once introductions are out
- Executed contract sent to the other agent, title and the lender
- Title's receipt of the contract tracked
Virtual transaction coordinator for real estate agents
Send us the contract. We coordinate it to closing.
- $395 per side
- No fee if it doesn't close
- No long-term contract
Hand off your next file
$395
per side, contract to close
$0
if the deal doesn't close
2019
coordinating transactions since
12
states served
Example file
Buyer side · contract to close
- Executed contract sent to titleDone
- Introductions sentDone
- Earnest money deliveryTracked
- Financing contingency, 48 hours outReminder sent
- Closing scheduled with titleIn progress
Illustration of a typical file timeline
How it works
How our virtual transaction coordinator services work
One coordinator, a backup on the file, and your key dates in your inbox every Monday.
- 01
Send the contract
Sign a short agreement, then email the executed contract and addenda. New clients are usually up and running the same day or the next.
- 02
We take it from there
Your coordinator sends the introductions, sends you the key dates and starts the deadline timeline. The backup is on your file from day one.
- 03
You get updates on a schedule
Mondays you get the key dates; Thursdays, where everything stands. You're cc'd on everything, title included. When it closes, the full file is yours.
Works in your systems:SkySlopeDotloopDocuSignzipFormsKW CommandGoogle Drive
What's included
What a virtual real estate transaction coordinator does on your file
Everything from executed contract to closing, for the buyer side or the seller side. Here is the whole list, so you know exactly what $395 covers.
On every transaction file, we work with you, the other agent, title and the lender.
Deadlines and documents
- Earnest money and option or due-diligence fee delivery tracked
- Due dates for survey, seller's disclosure and similar documents tracked
- Contract obligations such as an HOA resale certificate tracked
- Contingency dates tracked, with reminders 48 hours ahead
- Every document tracked and organized
Communication
- Title, the lender and the other agent hear from us every week once the inspection or due-diligence period ends
- Mondays you get the key dates; Thursdays, where everything stands
Closing
- Closing scheduled with title
- Reminders to you about utilities, mail forwarding and smart-home handover
- Help completing the commission disbursement request
- When it closes, the full file is yours
Listing coordination
$125 per listing
From signed listing agreement to live on the MLS
- Listing agreement checked for initials, signatures, names, addenda and disclosures (and against your broker's requirements if you share them)
- Photographer, stager, sign and lockbox scheduled
- Photos reviewed and uploaded with descriptions; virtual tour links attached
- Approved documents uploaded
- MLS draft sent to you for approval
- Showing information entered
- Go-live emails, open houses posted, listing updated as you direct
Pricing
Virtual transaction coordinator pricing for real estate agents
Two prices, both on this page.
Transaction coordination
$395
per side · contract to close
Listing coordination
$125
per listing · agreement to live on the MLS
How billing works
- Paid through title at closing, or we invoice you
- No fee if the deal doesn't close
- You pay only for your side; the other side doesn't need a TC
- No long-term contract, no minimum, no exclusivity. Use us on every deal, just the overflow, or only in your busy months
- Many agents add the fee to their listing or buyer agreement so their client pays it at closing
- Volume pricing on request
Nothing to negotiate, nothing hidden.
Get startedDIY vs a virtual TC
Doing it yourself vs. a virtual closing coordinator
| Task | Doing it yourself | With a virtual TC |
|---|---|---|
| Introductions and key dates | Your evenings | Sent at kickoff |
| Contingency deadlines | Your own reminders | Tracked, with reminders 48 hours ahead |
| Updates to title, lender and the other agent | When you remember | Weekly once the contingency period ends |
| Your status | You piece it together | Monday dates report, Thursday status report |
| Closing logistics | Last-minute | Scheduled with title; reminders sent |
| Cost | Your time | $395 per side, nothing if it doesn't close |
The basics
What is a virtual transaction coordinator?
A virtual transaction coordinator keeps the paperwork and deadlines of a real estate deal on track from a remote office, from executed contract to closing. Instead of an in-house hire at a desk in your office, you get a coordinator who works online, in your systems and your inbox, so it doesn't matter where you or your office are.
Agents also call it a remote, online or outsourced transaction coordinator. Whatever the name, the job is the same: introductions, deadlines, documents and status updates, so you can spend your time with clients. Your broker still supervises the transaction; the coordinator provides administrative support.
Our standards
Four promises on every file
01
One owner per file
One coordinator is responsible for your file from start to finish. No finger-pointing.
02
The backup is already on it
A second person knows your file from day one, so time off doesn't stall it.
03
A mistake means the fee is waived
If we make a mistake, the fee on that file is waived and we make it right.
04
Cancelled deals cost nothing
If the deal doesn't close, you don't pay.
States we serve
Where we coordinate files
In another state? Pick it on the form and we'll let you know if we start serving it.
- Alabama
- Arizona
- Arkansas
- Colorado
- Florida
- Georgia
- Louisiana
- North Carolina
- Oklahoma
- South Carolina
- Tennessee
- Texas
FAQ
Virtual transaction coordinator FAQ
Straight answers to what agents ask before they hand off a file.
Get startedUpdated
How much does a virtual transaction coordinator cost?
$395 per side for contract-to-close coordination and $125 per listing for listing coordination. Volume pricing is available on request.
Who pays, and when?
Most agents have it paid through title at closing; we can also invoice you directly. Many agents add it to their listing or buyer agreement so their client pays it.
What if the deal falls through?
You pay nothing. There is no fee on a file that doesn’t close.
Does the other side need a TC too?
No. You pay only for your side.
Is there a long-term contract, minimum or exclusivity?
No lock-in. There’s a short agreement to get started, then no term, minimum or exclusivity, and you can stop any time. Use us on every deal, just the overflow, or only in your busy months.
Is a virtual transaction coordinator the same as an outsourced TC?
Yes. Virtual, remote, online or outsourced, they all describe a coordinator who isn’t on your payroll or in your office. You pay for each file, not a salary.
Virtual or in-house transaction coordinator: which makes sense?
An in-house coordinator is a salary and a desk whether or not you have deals. A virtual transaction coordinator costs $395 per side and nothing when a deal falls through, so the cost follows your closings.
How do I choose between virtual transaction coordinator companies?
Ask who actually works your file, what happens when that person is out, how you’ll get updates, and what you pay if a deal falls through. Then compare the answers with the ones on this page.
Who actually works my file?
One dedicated coordinator is responsible for it, and a second person already knows it.
What happens if my coordinator is out?
The backup already knows your file and picks it up. You won’t have to re-explain it.
How do documents move?
Through the systems you already use, such as SkySlope, Dotloop or DocuSign, plus email. You’re cc’d on everything.
Who do you communicate with?
You, title, the lender and the other agent.
Which states do you serve?
Alabama, Arizona, Arkansas, Colorado, Florida, Georgia, Louisiana, North Carolina, Oklahoma, South Carolina, Tennessee and Texas.
