Best Real Estate Transaction Management Software

Choosing a transaction management software to streamline your back office. Best checklist software for real estate transaction coordinators, agents and brokers.

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Real Estate Transaction Management Software

Real estate transaction management software is a powerful tool that helps agents, sellers and buyers. By making the job easier for individual agents, and organizing the transactions for brokers to easily view, buyers receive more individualized attention based on their needs, and less time dealing with a disorganized system of tracking transactions.

What Are the Pros and Cons of Software vs. Other Traditional Systems?

Software has the following benefits:

  • It helps real estate agents to close deals faster
  • It provides brokers with full visibility of the status of transactions in real time
  • It makes team compliance easier

The cons are that it does require some training by staff, and there is an implementation and cost.

Software can be integrated with other back office solutions. It can also provide a host of different benefits, including the option to use paperless transactions and to store information in the cloud.

What Is the Best Transaction Management Software for Real Estate?

In order to determine what is the best transaction management software for real estate, it is critical to understand two things first.

  1. What is the current status of the transaction management system? How successful is it at managing transactions?
  2. What are the primary needs that a company wishes to fill with transaction management software?
  3. What goals does the company wish to achieve with real estate transaction management software?

How Does Commercial Real Estate Transaction Management Software Differ?

Commercial real estate management software is an important subset of transaction management software. Commercial transactions happen under different circumstances than residential sales or rentals. Commercial real estate transaction management software is designed to accommodate those differences, taking into account how a commercial closing is different with different documentation, funding and requirements going into it.

Real Estate Back Office Software

In addition to real estate transaction management software, back office software is a commonly used tool by real estate teams and agencies. But how is real estate back office software different from transaction management software?

In effect, real estate transaction management software is one kind of real estate back office software. Some of these will have transaction management software built in, others won't, and others will be solely concerned with transaction management.

It is not uncommon to see real estate transaction management software that is combined with customer relationship management (CRM). This real estate CRM and transaction management system can create a powerful tool by combining these two tasks. Of course, real estate CRM and transaction management are highly related. Just having a CRM is oftentimes not adequate, but instead it is necessary to be able to view customer management in relation to transactions.

One reason why real estate back office software is so popular is that it has the potential to offer a complete management solution to every aspect of a brokerage, including at the enterprise level. Oftentimes, back office software will include the ability to manage payroll, accounting, billing and reporting. These are the core functions of back office software for a wide range of businesses.

Back office software is meant to be a tool that allows you to easily carry out the behind the scenes functions of running a business. This means that in general, the software is not designed for dealing directly with sales or customer transactions, and the interfaces are designed to be used in-house, and not seen by the customer.

Common functions that are included in real estate back office software include:

  • Data exchange
  • Key Performance Indicator Monitoring
  • Workflow Management
  • Business Reporting

Real Estate Transaction Coordinator

A real estate transaction coordinator is a person who helps a real estate agent with various stages of the transaction, by performing administrative duties that are involved with everything from contract to closing and every step in between. These duties can include:

  • Opening escrow
  • Communicating with those involved in the transaction
  • Coordinating inspections, repairs negotiations and implementation of repairs
  • Managing the contingency period
  • Making certain all documentation is submitted punctually
  • Managing the closing process
  • Post-closing follow-up, such as calling for referrals

Completing these tasks are critical to the success of completing a real estate transaction, and a real estate transaction coordinator makes the entire transaction process smoother for the agent. Rather than having to shift gears and the nature of their job entirely in order to complete a transaction, the real estate transaction coordinator takes care of these administrative duties, freeing the agent to concentrate on future sales.

While some real estate teams are designed to take care of the transaction process internally, many times the role of a real estate transaction coordinator is filled by real estate transaction coordination companies or from a transaction coordinator independent contractor.

Communication is one of the most important parts of the role of a real estate transaction coordinator. Keeping the following people up to date throughout the transaction process is central to their role:

  • Clients
  • Agents
  • Lenders
  • Anyone else involved with the transaction

Making sure everyone is kept up to date can be a huge component of a successful transaction, and being able to depend on one person to see this is accomplished can be a huge help. Using a real estate transaction coordinator introduction email sample can be a helpful way to determine the effectiveness of the coordinator you are thinking of working with. A major part of the job is sending out emails to all of the parties involved in the transaction.

Hiring real estate transaction coordination companies or transaction coordinator independent contractor can help both independent agents and teams greatly. Advantages include:

  • Being able to offer clients better follow-up
  • Staying on top of all communication and scheduling
  • Having the time to concentrate on sales
  • Have a designated person to answer questions

Real Estate Checklists And Systems

One of the most powerful systems for managing the processes that are involved in real estate transactions is to use real estate checklists and systems. This involves using real estate transaction checklist templates. These templates help to guide through the transaction process by listing the steps needed to complete the transaction. By creating a checklist for the specific transaction, you will have created a checklist that, upon completion, marks completion of the transaction.

One of the most common kinds of real estate transaction checklist templates is the real estate closing checklist template. It is the closing which is the most fraught part of the real estate transaction, and having the real estate closing checklist template to guide you through the process can be a valuable asset so that you don't miss anything. But real estate checklists are not just for closings. Rather there are templates for every stage of a transaction, and checklists and systems can be used to organize every aspect of real estate transactions.

Very often these checklists come in the form of a real estate transaction checklist pdf. It is important to get software that can write directly into a PDF, so it can be marked up, or to institute a hard copy process with paper. Using paper is quite popular with the real estate checklists and systems.

Real Estate Transaction Coordinator Software

Software is also a powerful tool specifically for the role of real estate transaction coordinator. Real estate transaction coordinator software has a major advantage as it will aid the coordinator in creating and sharing forms and contracts. Additionally, the software makes it possible for people to sign these documents electronically.

Transaction coordinator programs differ from other forms of real estate software because they are solely concerned with transactions. Additionally, transaction coordinator software is different from general real estate transaction management software, because it deals solely with the administrative aspects of the job. There is no integration with sales tools, nor with traditional back office tools.

What the software does contain is the transaction coordinator tools they need to accomplish the job. By using this software, transaction coordinators can achieve the following:

  • Coordinate more transactions
  • Provide higher quality service
  • Centralize paperwork, ensuring nothing falls through the cracks
  • Create a more efficient workflow


Transaction Coordinator Tips

In looking for transaction coordinator tips, it's necessary to first consider what are the fundamentals of the job. It is not possible to develop a good transaction management system, without first understanding what it is you are trying to achieve. What is most important in transaction coordination?

From there it is easier to consider the tips and tricks of being a transaction coordinator:

  1. Respect deadlines: a critical component of being a transaction coordinator is paperwork, and central to that is getting paperwork in on time. This is what keeps the process running smoothly.
  2. Use technology: from the cloud to e-signatures, technology can make everything run better and your job easier.
  3. Communication is key: keeping all parties fully updated is the surest way to achieve success as a coordinator.
  4. Keep up to date on local issues: real estate laws are highly specific to locale. Make certain all documents and contracts are specific to the state.

For more information, here is a useful transaction coordinator website.

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