Resolve payment exceptions before balances grow.
Failed installment payments are noticed late.
Est. deploy 4–6 weeksSee the walkthrough
Back Office & Finance · Real Estate
Spot closing statement mismatches early.
Estimated fees differ from final statements unnoticed.
For: Transaction coordinators and the team responsible for back office & finance in real estate.
01 · The outcome
What good looks like.
The team has a fee discrepancy checklist for the agent and closing professional, with source evidence and an explicit approval before any external action. Track unresolved fee discrepancies at closing against a baseline; do not assume automation improves it.
A connected workflow that uses draft statement, approved estimate, and contractual fee allocation to highlight changed line items and unresolved discrepancies without authorizing payment. It produces a fee discrepancy checklist for the agent and closing professional.
Where AI helps, and where a person decides.
AI can highlight changed line items and unresolved discrepancies without authorizing payment. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The transaction coordinator verifies the source facts and approves the final action.
Transaction coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Transaction coordinator: Capture the source and scope
- Transaction coordinator: Review the proposed outcome
- Transaction coordinator: Release only the approved version
- Transaction coordinator: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A draft closing statement is available. Connect only draft statement, approved estimate, and contractual fee allocation. The transaction coordinator confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to highlight changed line items and unresolved discrepancies without authorizing payment. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a fee discrepancy checklist for the agent and closing professional against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Transaction coordinator has recorded approval or a reason to hold the item.
After explicit approval, save a fee discrepancy checklist for the agent and closing professional in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review unresolved fee discrepancies at closing each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=real-estate-closing-cost-check
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- REAL-ESTATE-CLOSING-COST-DEMO-001
- Trigger
- A draft closing statement is available.
- Owner
- Transaction coordinator
- Prepared output
- a fee discrepancy checklist for the agent and closing professional
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Unresolved fee discrepancies at closing
Start with your tools.
Connect HubSpot, Google Calendar, DocuSign through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your transaction coordinator time five examples of this work. Use redacted copies of draft statement, approved estimate, and contractual fee allocation to make a fee discrepancy checklist for the agent and closing professional manually, then list which fields required judgment.
What to measure.
- Unresolved fee discrepancies at closing
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
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