How AI is Transforming Transaction Coordination Services
In 2025, aside from hot topics in real estate about interest rates and inventory…the power and influence of AI (artificial intelligence) in the daily workflow of transaction coordinators has been top of mind. The impact of AI tools is evolving and redefining the way TC’s manage documents, deadlines, and communications.
Why Does This Matter?
The real estate markets have shifted and are more competitive than ever before. Real estate agents are leaning on the expertise of transaction coordinators more than ever for compliance, efficiency, and scaling their business. New AI-powered tools have taken front row seats as that competitive, technology-driven edge. This has dramatically changed service expectations on speed and accuracy.
AI Partnership, Not Human Replacement
The truth…AI is not going to replace transaction coordinators any time soon. As AI-powered tools continue to improve and evolve, the fear that AI will replace human driven jobs will also grow. However, what we need to embrace is AI partnership, not Human replacement.
What Can AI Do To Enhance Your TC Services?
AI-powered tools, when used correctly as a partner, help reduce and eliminate repetitive administrative tasks that eat away at efficiency and time.
Tasks like:
Generating contract timelines and deadlines
Checking documents for completeness and compliance
Scheduling automated reminders for contingency deadlines and communications
Drafting email templates and generate client updates
Free Nugget for TCs: The “Smart Start” Checklist
Our main gift to our clients is time! If we can save ourselves time, how much more time could we save for our own processes and client experiences? Here’s a free nugget…create a “Smart Start” checklist for every new file. This simple process will prevent 90% of mid-deal document chasing and inefficiency. This system helps establish control, minimizes errors, and sets a professional tone with all parties to the transaction.
The “Smart Start” Checklist should include:
Verify all contact information to the parties of the transaction within 24 hours
Confirm important contract deadlines and contingencies with all parties to the transaction
Establish the relationship with title and lender partners immediately
Upload all transaction documents to cloud storage immediately…create separate folders for pending documents and fully executed documents
Create consistent email subject lines for all communications to the parties
How To Be The Competitive Edge As A TC Now and Beyond
The Steps to stay ahead:
Embrace AI-powered technology and tools–Choose automation that integrates and enhances your systems, not replace them
Adapt to Changes–Continue to stay on top of new technologies and updates to AI-powered technology and tools
Educate Clients–Show them how your process improves efficiency and accuracy while protecting their liability
Prioritize Partnership, Not Human Replacement–AI can flag issues, automate tasks, generate emails, but your oversight ensures local and national compliance regulations are met
Leverage Local Expertise – National platforms can’t replace someone who understands the nuances of NJ contracts, attorney reviews, or title processes.
Final Thoughts
The future of AI in real estate transactions is not about replacing human involvement…it is about leveraging and partnering with these AI-powered tools to enhance accuracy, efficiency, and workflow. As AI technology continues to improve and evolve, your expertise as a TC, emotionally driven communication, and human connections with your clients become your ultimate competitive advantage. Artificial intelligence (AI) is our partner, not replacement.
If you want to explore the possibilities of what hiring a transaction coordinator can do for your business, please book a free strategy call with Midas Transaction Group here.
About The Author...
Marc Diaz, a licensed real estate referral agent and former REALTOR® sales associate, found himself drowning in paperwork…managing contracts, coordinating inspections, and tracking deadlines…leaving little time for client relationships or business growth. Inspired by this, he decided to establish his own transaction coordination business, aiming to alleviate the frustrations he once faced and help other agents, like yourself, streamline their processes, reduce errors, and ultimately grow their businesses.
