About This Automation
Coordinating a real estate transaction from contract to close involves tracking dates, chasing paperwork, and confirming status with several parties by hand. Manual tracking on spreadsheets and inboxes makes it easy to miss a contingency deadline or lose track of an outstanding document.
The automated version opens the transaction file, populates every key date, and monitors deadlines to send reminders before anything is missed. This keeps every closing on schedule and frees staff time for higher value client work.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Signed contract arrives and lands directly in the transaction workspace, starting the coordination timeline automatically.
The automation reads the contract, pulling the closing date, contingency deadlines, and party contacts without manual data entry.
A transaction file is created with all extracted details and shared with the title company automatically.
Inspection, appraisal, loan contingency, and closing dates are added to the shared team calendar with automatic reminders.
The automation tracks every contingency deadline and sends reminder emails to, buyers, and lenders when documents are overdue.
When all documents come in on time, the transaction tracker is updated automatically.
If documents are still missing after two automated reminders, a coordinator calls the responsible party directly.
Once the file is clear to close, a confirmation email with the final checklist goes out to all parties automatically.
Most popular tool stack used
— the complete tool combinations companies use
Dotloop
Gmail
Google Calendar
Google SheetsWhat 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
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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