What an AI transaction coordinator actually does.

By Josh Bernal · Updated October 14, 2026 · 4 minute read

"AI transaction coordinator" gets used for everything from a chatbot to a full outsourced TC. Here is what mine does on my own deals, and the parts it will never touch.

What it does, every morning

1. Reads the sources. Email, texts, the transaction platform and the file folders, for every open deal.
2. Files what is new. The inspection report that came in at 9 PM is in the deal folder by morning, named the way the rest of the file is named.
3. Tracks the dates. Earnest money, inspection period, appraisal, loan contingency, close of escrow. When the platform and an email disagree on a date, it tells me both instead of picking one.
4. Adds the people. New lender, escrow officer or inspector goes into contacts with the deal name attached.
5. Tells me what is missing. "Lead paint addendum still to add." "Seller's acknowledgment on the disclosures unanswered since Friday."

What it does on request

"Pull the counter from the Keller deal" returns the document. A voice memo recorded after a showing becomes a written note in the file. A summary of where a deal stands, for a client call, in one paragraph.

What it never does

• It does not sign, submit or send anything to anyone. Every outbound item is a draft that waits for me.
• It is not a person and not a licensed transaction coordinator, and it does not replace one. You stay responsible for deadlines and compliance. It keeps the file organized so the human time goes where it matters.
• It does not hold passwords. It runs on my own accounts.

A real example, names changed

Stewart meeting 10:00. Inspection notice due in 3 days. The transaction file says the 14th, an email says the 15th. Flagged to check against the executed contract.

That one line is the whole value. A missed day on an inspection period is a lost contingency. The system caught the conflict because it reads both sources every morning, and it did not guess.

Getting one

The Transaction Workflow is an add-on to the Core setup, priced on your call and built around the file system and transaction platform you already use, where they allow AI access.