A good coordinator, human or AI, is judged by what does not go wrong. Here is the list of what it should catch, and the lines it should never cross.
Most deals do not fall apart because of one big problem. They wobble because of small ones: a missed initial, a deadline nobody saw, a receipt that never landed, a lender who needed one more page. An AI transaction coordinator is only worth having if it catches those before closing day.
This guide is a test you can run on any AI coordinator, including ours. It assumes your broker, your contract and your state set the rules, and the AI follows them.
Why the last two weeks matter most
Deadlines pile up near the end: financing, appraisal, title, walkthrough and closing. So does fraud. The FBI's Internet Crime Complaint Center counted more than $275 million in real estate fraud losses in 2025, up from more than $173 million in 2024, as reported by NAR. Complaints rose from 9,359 to at least 12,368.
The Consumer Financial Protection Bureau says the lender must send a Closing Disclosure that the buyer must receive at least three business days before closing. A coordinator that knows that date can warn everyone before it slips.
What it should catch
| Item | What to catch | Who acts |
|---|---|---|
| Contract deadlines | Every date built from the effective date, with weekends handled the way your contract says | Agent confirms |
| Escrow deposit | Receipt not in the file by the due date | Buyer and title |
| Signatures and initials | Blank lines, missing initials, a party who never signed an addendum | Agent and client |
| Disclosures | Seller disclosure, HOA documents and other required forms on your broker's checklist | Listing side |
| Inspection period | The end date, and whether a repair request or release is in before it | Agent drafts, client approves |
| Financing and appraisal | Deadlines coming up, and whether the lender has what it asked for | Lender and buyer |
| Closing Disclosure | Three business days before closing, and whether the buyer has it | Lender |
| Title commitment | Received, and any items that need an answer | Title |
| Names and addresses | Spelling or address that differs from one document to the next | Agent |
| Wiring instructions | Any change in how or where money is sent: stop and verify by phone with a known number | Title and buyer |
| Final walkthrough | Booked, with agreed repairs checked | Buyer's agent |
| Broker review | Every item on the checklist in and signed before the file goes for approval | Broker |
For a full list of dates and documents by stage, see our transaction coordinator checklist.
What it should never do
- Sign for anyone. Not an initial, not a date.
- Send anything to the other side without approval. It can draft a repair request. A person sends it.
- Touch wiring instructions. It should flag a change and tell people to verify by phone. It should never send or change wire details.
- Give legal, tax or loan advice. Those questions go to the broker, an attorney or the lender the buyer picked.
- Text people who did not agree to texts. Every message should show the brokerage name, and STOP should work right away.
- Skip broker review. It gets the file complete. The broker approves it.
How the hand-offs should work
A coordinator keeps a lot of people in the loop: buyer, seller, both agents, lender, title, inspector and the broker. Check that the AI sends each one only what they need, logs it on the deal, and escalates to the agent when someone goes quiet. Reminders should go out before each deadline, not after. And every change to a date should record who changed it and why.
Set it up with your broker first
An AI coordinator is only as good as the rules it follows. Before the first live file, sit down with your broker for an hour and settle four things:
- The checklist. Which documents each deal type needs in your state: buyer side, listing side, condo, new construction, cash. The AI should follow the broker's list, not invent its own.
- Who approves what. Which messages can go out on a schedule, like a deadline reminder to your own client, and which must wait for an agent's tap, like anything to the other side.
- Quiet hours and channels. When texts can go out, and to whom. Only people who agreed to texts should get them.
- Escalation. How long the AI waits before it tells the agent that a lender, title officer or client has gone quiet, and when it tells the broker.
Write the answers down. They become the settings, and they make every file run the same way no matter which agent owns it. That consistency is a big part of what a broker review is checking for.
How to test one in an afternoon
- Pick a closed file. One with a few bumps: a late deposit, an extra addendum, a moved closing.
- Load the contract. Check that every date matches what you calculated.
- Remove a page. See whether it notices the missing signature or disclosure.
- Move the closing date. See whether the other dates and reminders follow.
- Send a fake wire change. It should flag it and tell people to verify by phone.
- Ask it a legal question. It should hand that to a person.
- Look at the broker view. Can your broker see what changed since the last look?
If it passes all seven, it is doing the job. If it misses the simple ones, keep looking.
After closing
The file is not done at the closing table. The commission statement should build from the deal, the file should be archived for your state's record rules, and a review request can go to the client if they agreed to hear from you. That last step feeds your next listing.
Tess builds the timeline from the contract dates, chases every document and signature, flags what is missing and sends complete files to the broker's review queue with an audit trail. She never signs for anyone, drafts like repair requests wait for your approval, and state forms come from a licensed forms provider. Texts go only to people who agreed, with the brokerage name and STOP. RealtyMind is in private pilot, built state by state starting with Florida.
Questions
Can an AI transaction coordinator replace my broker review?
No. It gets the file complete and sends it for review. Your broker reviews and approves, and legal questions go to your broker or an attorney.
What is the most important thing it should catch?
Missed deadlines and missing signatures cause most of the stress. A change in wiring instructions is the most dangerous: it should be flagged at once and verified by phone with a known number.
When must the buyer get the Closing Disclosure?
The CFPB says the buyer must receive it at least three business days before closing. A coordinator should warn everyone if that date is at risk.
Does Tess send documents to the other side?
Not on her own. She drafts things like repair requests for you to review, and nothing goes out until you approve it. See how Tess works.
Sources
Checked 11/01/2026. Numbers come from the sources below and can change when new editions come out. This article is general information, not legal advice.
- NAR, Online real estate fraud climbed to $275M in 2025, FBI says (04/13/2026), citing the FBI IC3 2025 report: https://www.nar.realtor/news/real-estate-news/online-real-estate-fraud-climbed-to-275m-in-2025-fbi-says
- Consumer Financial Protection Bureau, What should I do if I do not get a Closing Disclosure three days before my mortgage closing?: https://consumerfinance.gov/ask-cfpb/what-should-i-do-if-i-do-not-get-a-closing-disclosure-three-days-before-my-mortgage-closing-en-1911