Your transaction coordinator is the reason deals don't fall through. They shouldn't be retyping contract dates to do it.
Back-office work — chasing documents, tracking deadlines, reconciling commissions — is widely reported to consume a third or more of a broker's time when it's handled by hand. None of it requires judgment. All of it requires attention.
| ACTIVITY | HRS/WK |
|---|---|
| Document chasing | 7.5 |
| Deadline tracking by hand | 5.0 |
| Commission reconciliation | 4.0 |
| Listing and agent admin | 3.5 |
| TOTAL | 20.0 |
Where the hours go.
The repetitive manual deadline tracking, signature chasing, and commission calculations that burden transaction teams.
Transaction coordination
Key dates — inspection deadlines, financing contingencies, closing — are tracked manually across every open file, and a missed one is a real liability.
Document collection
TCs manually chase disclosures, addenda, and signatures, sending the same reminder emails on repeat until everything's in.
Compliance monitoring
Every file needs a complete audit trail for brokerage review, assembled after the fact rather than tracked as the transaction moves.
Commission processing
Splits, referral fees, and payouts calculated and reconciled by hand against closing statements.
Listing and agent administration
Onboarding a new agent or getting a listing live involves the same checklist run manually every time.
SYSTEMS YOU PROBABLY RUN
What we build.
Contract-to-close milestone extraction, scheduled document collection sequences, compliance audit logging, and validated commission calculation.
Contract-to-close automation
Key dates extracted from the contract on upload, a full timeline built automatically, and all parties notified of what's due and when.
- Date extraction from contracts
- Automated milestone tracking
- Party notifications on schedule
Document collection sequences
Templated requests sent at the right point in the transaction, with automated follow-up and receipt tracking.
- Scheduled document requests
- Automated reminders
- Overdue items flagged
Compliance audit trails
Every action on a file logged automatically, so a brokerage review is a query, not a reconstruction.
- Automatic activity logging
- File-complete checks
- Audit-ready exports
Commission calculation
Splits, referral fees, and agent payouts calculated directly from closing data and validated before disbursement.
- Automated split calculations
- Closing statement matching
- Disbursement validation
Knowledge and agent support
An assistant answering agent questions from your brokerage's own policies, schedules, and procedures. See custom AI solutions.
- Brokerage policy search
- Commission schedule lookup
- Standard forms and checklists
Before vs. after automation.
How brokerage operations change when contract milestones and compliance checks are automated.
| Dimension | Before | After CloudArk |
|---|---|---|
| Key dates | Tracked in a spreadsheet per file | Extracted and monitored automatically |
| Document chasing | Manual email follow-up | Scheduled sequences with receipt tracking |
| Compliance review | Reconstructed from memory | A complete, queryable log |
| Commission payout | Calculated by hand | Calculated from closing data, validated |
Reference build. This is a standard implementation pattern for this vertical, not a client project. It describes how CloudArk builds this kind of system and what delivery involves.
Contract-to-Close Milestone & Commission Pipeline
One transaction coordinator manually tracked every open file's key dates, chased documents by email, and reconciled commissions by hand at month end.
Automated contract-date extraction and milestone tracking, scheduled document request sequences, and a commission calculation pipeline validated against closing statements.
Figures are modelled to illustrate the shape of the change, not measured client results.
Questions about real estate brokerage automation.
Let's audit your contract & compliance pipeline.
In 30 minutes, we'll map your transaction coordination process, document chasing bottlenecks, and commission calculation workflows to identify where automation saves the most hours.
- 30 minutes with an automation engineer (no salespeople).
- Transaction & compliance automation blueprint.
- Zero obligation — yours to keep and review.
Thanks for reaching out.
A CloudArk solutions engineer will review your inquiry and email you within one business day with scheduling availability.