See the whole floor on one screen.
Weekly reports describe a business that has already moved on.
Est. deploy 4–6 weeksSee the walkthrough
Operations & Reporting · Real Estate
Keep transaction deadlines visible.
Contract dates get copied into calendars by hand.
For: Transaction coordinators and the team responsible for operations & reporting in real estate.
01 · The outcome
What good looks like.
The team has a deadline register requiring licensed-agent verification, with source evidence and an explicit approval before any external action. Track verified deadlines completed on time against a baseline; do not assume automation improves it.
A connected workflow that uses executed document, jurisdictional calendar, and agent-confirmed key dates to extract candidate deadlines with page citations and flag inconsistent amendments. It produces a deadline register requiring licensed-agent verification.
Where AI helps, and where a person decides.
AI can extract candidate deadlines with page citations and flag inconsistent amendments. 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: An executed contract or amendment arrives. Connect only executed document, jurisdictional calendar, and agent-confirmed key dates. 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 extract candidate deadlines with page citations and flag inconsistent amendments. 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 deadline register requiring licensed-agent verification 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 deadline register requiring licensed-agent verification 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 verified deadlines completed on time 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-deadline-tracker
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- REAL-ESTATE-DEADLINE-TRA-DEMO-001
- Trigger
- An executed contract or amendment arrives.
- Owner
- Transaction coordinator
- Prepared output
- a deadline register requiring licensed-agent verification
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Verified deadlines completed on time
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 executed document, jurisdictional calendar, and agent-confirmed key dates to make a deadline register requiring licensed-agent verification manually, then list which fields required judgment.
What to measure.
- Verified deadlines completed on time
- 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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