Is Hiring a Transaction Coordinator Too Expensive?

It's not easy to financially plan when you are a real estate agent and your income is not predictable. Decisions like whether a listing agent hires a professional photographer or a Transaction Coordinator should be a numbers-based decision rooted in the guaranteed income from a transaction. Just as skipping a professional photographer can hurt your chances of attracting buyers; skipping a TC can impact your ability to deliver exceptional customer service and limit your mobility to focus on what's more important.

While watching expenses is smart, investing in what protects your reputation and frees your time is smarter. Here’s a better rule of thumb:

If your commission on a transaction is more than $2,500, hiring a Transaction Coordinator isn’t too expensive—it’s a smart business decision.

What $500 Gets you in a Buyer Transaction

Communication.

✓ Consistent, proactive communication throughout entire transaction with your experienced TC;

✓ Introduction emails to all parties (co-op, title, lender, clients) involved in the transaction with respective documents & pertinent info;

✓ Initial email to Agent with full transaction summary and pending status items;

✓ Secure Agent and Client Portal where all transaction tasks, documents, and participants are securely stored;

✓ Separate group SMS chats with the Agent for Clients, Cooperating Agents, and any other transaction participants the TC communicates with via SMS;

✓ SMS & e-mail reminders for important dates and deadlines;

✓ Calendar reminders of important dates;

✓ Summary of key dates and transaction info;

✓ Summary and Milestone updates to Agent & Clients;

✓ Agent copied on all email communication;

✓ Key information provided to clients at every milestone:  loan application, appraisal, inspection, closing prep;

✓Assist and support any transaction requests from any party in the sale.

Documents and Broker Compliance.  

✓ TC will ensure that all required documents for broker compliance are fully executed, signed, and dated;

✓ TC will organize and label documents (i.e. Dotloop docs and folders);

✓ Create and complete pending file (i.e. TransactionDesk);

✓ Review all pending documents and retrieve any missing signatures and make any corrections under agent direction;

✓ Write, execute, and distribute any TAR forms under agent direction throughout sale;

✓ Expedite signatures by notifying clients and agent when documents need signature;

✓ Continuously upload docs and monitor compliance;

✓ Confirm receipt of earnest money and upload copy for compliance;

✓ Complete and submit closing compliance paperwork to brokerage.

Inspections.

✓ Provide your inspector recommendations to buyer clients when applicable;

✓ Schedule inspections as requested;

✓ Provide informational email to buyers and sellers on what to expect with inspections;

✓ Ensure inspection reports are paid for and timely received;

✓ Write Repair Amendments or Notification under agent direction when applicable;

✓ Storing any repair receipts provided by the Sellers.

Deadlines & Tracking.

✓ All contingencies labeled in summary;

✓ TC continually monitors, follows up, and provides updates on  all deadlines and contingencies;

✓Reminders to Agent prior to all deadlines;

✓ Support for any added contingencies/special stipulations;

Financing. 

✓ Introduction to lender with all necessary documents;

✓ Verify and notify parties loan application made and credit report ordered;

✓ Support any questions or requests from lender;

✓ Confirm appraisal due date and follow up;

✓ Confirm appraisal ordered and paid for;

✓ Confirm appraisal received, support follow up plan if appraisal is low or requires repairs;

✓ Ensure lender is on track for loan approval, CD release, CTC and closing date.

Title. 

✓ Send contracts and all needed info (commission, HOA etc.);

✓ Ensure title work and loan payoffs on track;

✓ Before closing check in's with the appropriate parties;

✓ Complete Qualia requests; answer/support/any questions from title;

✓ Assist Title with any required forms to be completed and signed by Clients;

✓ Request and review ALTA for accuracy;

✓ Connect multiple title companies when transactions are contingent on other sales.

Additional Coordination.

✓ Coordinate final walk throughs, notify parties, and notify Agent;

✓ Coordinate closing time and send to Agent;

✓ Gather and provide utility information;

✓ Provide information regarding closing including:  utilities, location and time of closing, what to bring and what to expect at closing;

✓ Order Home Warranties;

✓ Request and store detailed HOA information and documents when applicable;

✓ Coordinate and notify any other appointments as needed.

What $450 Gets you in a Seller Transaction

Communication.

✓ Consistent, proactive communication throughout entire sale with your experienced TC;

✓ Introduction email to all parties (co-op, title, lender, clients) involved in the transaction with respective documents & pertinent info;

✓ Initial email to Agent with full transaction summary and pending status items;

✓ Secure Agent and Client Portal where all transaction tasks, documents, and participants are securely stored;

✓ Separate group SMS chats with the Agent for Clients, Cooperating Agents, and any other transaction participants the TC communicates with via SMS;

✓ SMS & e-mail reminders for important dates and deadlines;

✓ Calendar reminders of important dates;

✓ Summary of key dates and transaction info;

✓ Summary and Milestone updates to Agent & Clients;

✓ Agent copied on all email communication and added to each Group SMS chat;

✓ Key information provided to clients at every milestone:  loan application, appraisal, inspection, closing prep;

✓ Assist and support any transaction requests from any party in the sale.

Documents and Broker Compliance.  

✓ TC will ensure that all required documents for broker compliance are fully executed, signed, and dated;

✓ TC will organize and label documents (i.e. Dotloop docs and folders);

✓ Create and complete pending file (i.e. TransactionDesk);

✓ Review all pending documents and retrieve any missing signatures and make any corrections under agent direction;

✓ Write, execute, and distribute any TAR forms under agent direction throughout sale;

✓ Expedite signatures by notifying clients and agent when documents need signature;

✓ Continuously upload docs and monitor compliance;

✓ Confirm receipt of earnest money and upload copy for compliance;

✓ Prepare and execute closing paperwork under agent direction;

✓ Complete and submit closing compliance paperwork to brokerage.

Inspections.

✓ Confirm inspection times with the Seller and notify Buyer's agent accordingl;

✓ Provide inspectors and/or Cooperating Agent how to access the property;

✓Submit any invoices to title when applicable;

✓ Complete any requested documentation and send copies of repair receipts when applicable;

Deadlines & Tracking.

✓ All contingencies labeled in summary;

✓ Any added contingencies/special stipulations checked on and support provided;

✓ TC continually monitors, follows up, and provides updates on  all deadlines and contingencies;

✓ Reminders to Agent prior to all deadlines.

Financing. 

✓ Introduction to lender with all necessary documents to verify loan application made and credit report ordered if buyer’s agent has not fulfilled;

✓ Support any questions or requests from lender regarding the property;

✓ Confirm appraisal ordered and provide information on the appraisal process to clients;

✓ Confirm appraisal due date and follow up;

✓ Confirm appraisal received, support follow up plan if appraisal is low or requires repairs;

✓ Ensure lender is on track for loan approval, CD release, CTC and closing date.

Title. 

✓ Send contracts and all needed info (commission, HOA etc.);

✓ Ensure title work and loan payoffs on track;

✓ Inquire if anything needed mid-way before closing;

✓ Complete signature requests; answer/support any questions from title;

✓ Request and review ALTA for accuracy;

✓ Connect multiple title companies when transactions are contingent on other sales.

Additional Coordination.

✓ Coordinate final walk throughs, notify parties, and notify Agent;

✓ Coordinate closing time and send to Agent ;

✓ Provide utility information;

✓ Order Home Warranties;

✓ Provide detailed HOA information and documents;

✓ Provide information regarding closing including:  utilities, location and time of closing, what to bring and what to expect at closing;

✓ Coordinate and notify any other appointments as needed.

Take a look at how the numbers break down:

Agent Commission %	Agent Commission $	TC Fee % of Agent Commission*
3% of $250,000	$7,500	6.5%
3% of $500,000	$15,000	3.25%
3% of $840,000	$25,200	1.94%

*SmoothTC transaction fee of $500 for a Buyer Transaction is used to calculate percentage.

At SmoothTC, your Transaction Coordinator handles 90% of contract-to-close responsibilities for generally a flat rate of $500 or less*. You save an average of 20 hours per file, freeing you to focus on income-generating work while providing exceptional customer service that you need for repeat and referral business.

Re-investing the time a TC saves you per transaction into income-generating activities like sales or other business ventures makes you more money than you spend...by far.

Click here for a full list of services with pricing that SmoothTC offers its agents.

DISCLAIMER: This content is based solely on the services and pricing structure of SmoothTC. Not all Transaction Coordinators offer the same pricing, level of service, communication, or contract-to-close support. Agents should not rely on this information as a general representation of all TC services. A thorough review of each TC’s offerings—including service scope, pricing, and client reviews—is strongly recommended before making a hiring decision.

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About the Author

Sarah Bates is a Transaction Coordinator with a strong foundation in real property and transaction management. She holds a B.A. in English/Pre-Law from the University of Tennessee at Chattanooga and earned her Juris Doctorate from the Nashville School of Law, earning her the nickname of  “a TC with a JD”. 

She began her real estate journey as an Office Manager for a boutique brokerage, where she quickly applied her legal education and attention to detail to real estate transactions. In 2023, Sarah completed advanced professional training from the Transaction Coordinator Academy, solidifying her expertise in real estate transaction management.

Today, she serves as a Transaction Coordinator at SmoothTC with five years experience in the industry, specializing in managing transaction details, deadlines, and brokerage compliance for real estate agents. Her legal education, combined with hands-on experience, makes her a trusted resource for agents seeking smooth, accurate, and efficient closings.

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