What You Get
Every transaction. Every tier.
No missed deadlines. No guessing. No "hope this is right" moments. Here's what's included the moment you hand us a file.
01
Experienced broker review and notes
A licensed, experienced broker personally reviews every contract and addendum before submission, catching drafting errors and risk exposure before they become problems.
02
Entry into your brokerage system within 48 hours
Your file is set up in your brokerage's back office fast, so nothing sits waiting at the start of the transaction.
03
Initial accuracy report
Updated as needed throughout the transaction, so you always know exactly where a file stands.
04
Weekly progress reports
Clean, branded updates you can hand straight to your client with zero formatting work on your end.
05
Expert transaction coordinators
Handling each step, contract to close, so nothing sits waiting on you.
06
Critical dates tracked automatically
Automated tracking from execution to closing means nothing falls through the cracks.
07
Compliance protection
An extra set of eyes catching contract errors before they become liability issues.
08
Faster closings
Issues get caught early, instead of surfacing at the title company or lender's desk.
09
Consistency across every file
The same standard of review whether it's your 1st deal this month or your 15th.
10
One source of truth
A single info sheet with every party's contact info, agents, title, lender, home warranty, instead of digging through email threads.
11
Ability to scale
Take on more transactions without your own bandwidth being the bottleneck.
12
More time to build your business, and more freedom to be with family and friends
This is really the point of everything above it. Growth, without burnout.
Everything We Handle
Nothing falls through the cracks, because nothing is left off the list.
This is the actual, complete task list our transaction coordinators work from on every file, not a marketing summary. If you're wondering whether something is covered, it's probably right here.
Listing Side
From signed listing agreement to accepted offer
Applies when DONE TMC is engaged as Full Listing Management, starting at the listing agreement rather than at contract.
New Listing Intake
- Receive executed Listing Agreement and all applicable addenda/notices
- Review paperwork for signatures, initials, dates, and administrative completeness
- Obtain seller contact information
- Obtain property information and the agent's listing instructions
- Obtain Seller's Disclosure and other required property documents
- Create the listing file in the transaction management system
- Upload the Listing Agreement and supporting documents to the brokerage compliance system
- Monitor compliance review and obtain missing documents/corrections
- Calendar listing expiration and other relevant dates
Prepare Property for Market
- Order/schedule professional photography
- Coordinate photographer access with seller/agent
- Order floor plans, drone photography, virtual tours, etc., when requested
- Obtain existing survey from seller
- Gather HOA/POA information
- Gather utility, property feature, improvement, and showing information
- Obtain seller-approved listing information
- Coordinate sign and lockbox installation
- Coordinate other vendors requested by the agent
- Track completion of photography and other marketing assets
Build & Launch MLS Listing
- Create the MLS listing using information supplied/approved by the agent
- Upload photographs, supplements, and appropriate documents
- Add room dimensions, property features, directions, showing instructions, exclusions, etc.
- Add open house information when applicable
- Enter listing agent/brokerage information
- Have the agent review and approve the MLS entry before activation
- Activate the listing on MLS at the agent's direction
- Verify the listing displays correctly after activation: photos, remarks, price, property data, showing instructions, attachments
Verify Online Syndication
Once live, confirm the listing appears correctly on major consumer portals and brokerage feeds.
- Zillow, Realtor.com, Homes.com, and other MLS syndication destinations
- Brokerage website and agent/team website when applicable
- Check price, photos, address, description, property details, and agent information; flag and follow through on any syndication problems
Active Listing Management
- Maintain the listing file throughout the listing period
- Process price changes, listing status changes, and MLS corrections at the agent's direction
- Upload new/replacement photographs and update public remarks at the agent's direction
- Add open houses to MLS and update showing instructions
- Coordinate photography or vendor appointments as the listing continues
- Process listing amendments and obtain seller signatures
- Upload new documents to brokerage compliance and keep the file current
- Track listing expiration and send the agent reminders as it approaches
- Coordinate extensions when directed and monitor administrative MLS issues
Offer & Contract Transition
- Obtain the fully executed contract and addenda once an offer is accepted
- Change MLS status to Under Contract/Pending
- Send under-contract communication to the seller
Then Contract-to-Close Takes Over
Everything from here, title, survey, HOA documents, inspections, repair amendments, appraisal, financing milestones, and closing itself, follows the same Buyer-Side task list below. Nothing listing-specific happens again until closing.
Closing & File Completion
Seller-specific closing tasks. Signing, funding, and disbursement confirmations are covered in Buyer-Side Tasks below.
- Confirm the seller's signing appointment and follow up to confirm signing is complete
- Coordinate final walkthrough access with the seller
- Confirm agreed repairs are complete
- Confirm title has seller information and payoff information
- Coordinate keys, remotes, and access devices for turnover
- Change MLS status to Sold and enter required sales information
- Coordinate removal of the sign and lockbox
- Obtain final closing documents and upload to brokerage compliance
- Complete and archive the transaction file, update the CRM
Buyer Side
From executed contract to funded closing
Applies to every file, whether it started here or arrived from the listing-side track above.
Contract Intake & File Setup
- Receive the executed contract and all addenda
- Review the contract package for completeness: signatures, initials, dates, missing documents
- Create the transaction file in the brokerage/TC system
- Enter buyer, seller, agent, lender, title company, property, and transaction information
- Upload documents to the brokerage compliance system
- Send executed documents to all appropriate parties
- Prepare a transaction timeline and calendar all contractual deadlines
Title & Earnest Money
- Deliver the contract to the title company and confirm the file is opened
- Provide buyer contact information to title
- Confirm earnest money and option fee delivery, and track those deadlines
- Obtain confirmation/receipt of funds
- Monitor receipt of the title commitment and distribute to the agent/buyer as appropriate
- Track survey requirements and receipt of the survey, coordinating a new survey when required
Lender & Financing Coordination
- Send the executed contract to the lender and confirm receipt
- Confirm loan application/progress as appropriate
- Track financing approval deadlines
- Track appraisal ordering, completion, and related contractual deadlines
- Notify the agent of appraisal status
- Coordinate communication between lender, title, and agent
- Track Closing Disclosure status and confirm the loan is clear to close
- Confirm lender has sent closing documents/funding instructions to title
Option Period & Inspections
- Track the option period deadline
- Coordinate inspection scheduling when requested by the agent/buyer
- Provide inspectors with access/contact information as appropriate
- Confirm inspections have been completed and track receipt of reports
- Remind the agent of the approaching option deadline
Contract Changes
- Prepare amendments at the agent's direction
- Send amendments for signatures and track outstanding signatures
- Distribute fully executed amendments and upload to the transaction file
- Update deadlines when an amendment changes contractual dates
- Notify lender, title, and other appropriate parties of changes
- Maintain the most current contract package in the file
HOA / POA / Condo Documents
- Track delivery of subdivision, HOA, POA, or condominium documents
- Record date of buyer receipt and track applicable review/termination periods
- Notify agent of approaching deadlines
- Make sure required notices and addenda are in the file
Brokerage Compliance
- Maintain a complete, audit-ready transaction file
- Submit documents for broker/compliance review and monitor requests
- Obtain missing signatures, initials, dates, or documents
- Correct administrative deficiencies and track required brokerage forms
Communication & Follow-Up
- Serve as the administrative point of contact for title, lender, cooperating agent, inspectors, and other vendors
- Send introduction/under-contract communication and deadline reminders
- Follow up on outstanding documents
- Keep the buyer's agent informed of transaction status; provide buyer updates when authorized
- Coordinate communication without negotiating or providing brokerage advice
Pre-Closing Coordination
- Confirm closing date, time, and location; coordinate the appointment with title
- Confirm final walkthrough scheduling and send a reminder
- Confirm utilities and other buyer responsibilities when part of the agent's process
- Verify title and lender both have everything needed for closing
- Confirm cash-to-close information has been provided
- Remind buyers about wire-fraud precautions and direct them to independently verify wiring instructions with title
- Confirm required identification and closing requirements
- Send buyer a closing reminder/checklist and confirm possession terms
- Coordinate key/access information with the agents
Closing Day
- Confirm buyer has signed and monitor funding status
- Confirm lender funding and title's authorization to disburse
- Confirm closing/funding with the agent
- Coordinate key/possession release after authorization
- Notify appropriate parties that the transaction has closed
Post-Closing
- Obtain final settlement/closing documents for the transaction file
- Upload final documents and complete brokerage compliance requirements
- Verify the file is complete, then close and archive it
- Provide the agent with final transaction documents
- Update the CRM/transaction system to closed
You sell. We handle the rest.
Consider it DONE.
