Transaction & Settlement Coordination

Q: Does the coordinator still need to be involved?

Yes, the coordinator reviews flagged issues and confirms final settlement details, but no longer handles routine data entry.

Q: Can this work alongside our existing trust accounting and CRM tools?

Yes, it connects to commonly used accounting, spreadsheet and CRM systems rather than replacing them.

Q: What happens if a finance approval is at risk of lapsing?

The system flags the condition deadline early and escalates it to the coordinator so action can be taken before it lapses.

Q: Is this suitable for a small commercial agency with a low deal volume?

Yes, it is designed to scale with deal volume and adds the most value where coordination time is spread across many manual steps.

Keep every commercial transaction on schedule by automating milestone tracking, document chasing, and stakeholder updates from contract to keys.

92 hrs

Manual time identified

Companies have mapped

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About This Automation

Transaction and settlement coordination involves tracking contract data, deposits, deadlines and approvals across many separate systems and phone calls. Manually chasing finance status and calculating settlement adjustments creates delay risk and constant context switching.

An automated version reads the signed contract, verifies the deposit, monitors every deadline and calculates settlement adjustments without manual re-entry. The result is faster deposit confirmation, earlier warning on at-risk conditions, and same-day delivery of pre-settlement paperwork.

Key features:

Extract key contract data automatically and populate the transaction register

Confirm deposit receipt against the trust account without manual lookup

Monitor finance and inspection deadlines and flag at-risk conditions early

Calculate rates and outgoings adjustments for the settlement statement

Distribute the pre-settlement checklist to all parties once conditions clear

Update the deal record and close the file automatically at settlement

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Chasing lender for finance approval Repeated calls and emails to lenders create uncertainty right up to the deadline.	80%
2	Manual settlement adjustment calculations Rates and outgoings apportionment is calculated by hand and prone to rework.	67%
3	Slow deposit verification turnaround Checking the trust account manually delays confirmation to all parties.	53%
4	Deadlines tracked outside one system Condition deadlines living in a calendar risk being missed under workload.	40%
5	Delayed pre-settlement checklist delivery Checklists go out later than parties expect once conditions clear.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.1/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.0/ 10

Hidden Overhead™

6.5/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Signed Contract Receivedtrigger

Webhook fires the workflow when the contract is fully executed by all parties.

2. Log Transaction Details

Extracts parties, price and key dates and adds a new row to the transaction register.

3. Verify Deposit In Trust Account

Checks to confirm the deposit received matches the contracted amount and flags any mismatch.

4. Coordinate Due Diligence And Deadlines

Sends due diligence requests and tracks finance and inspection deadlines.

5. Chase Finance Approval By Phone

Transaction coordinator calls the lender directly whenever a condition deadline is flagged at risk.

6. Calculate Settlement Adjustments

Computes the rates and outgoings apportionment and drafts the settlement statement.

7. Send Pre-Settlement Checklist

Emails the confirmed checklist and settlement date to all parties.

8. Update CRM And Notify Team

Marks the file settled and posts a confirmation to the deal channel.

Most popular tool stack used

— the complete tool combinations companies use

55% of companies

25% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

1.9k hrsIdentified

24Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What parts of transaction coordination does this automation handle?

It handles contract intake, deposit verification, deadline monitoring and settlement preparation across the deal lifecycle.

Does the coordinator still need to be involved?

Can this work alongside our existing trust accounting and CRM tools?

What happens if a finance approval is at risk of lapsing?

Is this suitable for a small commercial agency with a low deal volume?

View more FAQs

Process pain:8.1/10

Mapped by:4 Companies

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Page updated 10 August 2026