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Use cases · Real estate & compliance

Transaction file checklist review

Check each submitted transaction file against the brokerage checklist, flag missing documents, unsigned pages and dates or names that do not match, and give the transaction coordinator a short list of what to chase before the file is approved.

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Where it starts

The trigger.

An agent submits a transaction file or a new document is added to an open file.

How it runs today

  • Coordinators open every document to tick off the checklist by hand.
  • Missing signatures and mismatched dates are found late, close to deadlines.
  • Agents get feedback in long email threads.

The workflow

Four bounded steps.

Each step has an owner and a stop rule.

  1. 01 / Read

    Identify each document in the file and extract names, addresses, dates and signature blocks.

  2. 02 / Check

    Compare the file with the brokerage checklist for that transaction type.

  3. 03 / Flag

    List missing documents, unsigned pages and fields that do not match across documents.

  4. 04 / Review

    The transaction coordinator reviews the flags, requests fixes from the agent and approves the file.

Where people stay in control

Approval points.

  • The transaction coordinator or broker approves every file.
  • Flags are suggestions for review, not compliance decisions.
  • Client documents are accessed only as the brokerage’s privacy policy allows.

How we would measure it

Against a baseline.

Measured before and after, on the same work.

Time from submission to approved file.

Files sent back for missing items after approval.

Coordinator time per file.

Related

Go deeper.

ServiceAutomate the repeatableGive recurring work an owner, a trigger, and a stop rule.BasicsEmbeddings and feature vectorsHow models turn text, images and records into numbers that can be compared.GuideReview transaction files fasterA four-step playbook to turn your brokerage checklist into rules, read submitted files, flag what is missing or inconsistent and keep the coordinator approving every file.AnswerHow to review real estate transaction files with AIHow can a brokerage use AI to check transaction files for missing documents, signatures and mismatched details before they are approved?

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