Guide

Transaction coordinator software that does the work, not just the tracking

Most transaction coordinator software is a checklist with document storage: a human still reads every contract, types in the dates, and writes the emails. CloudCoord is different: it performs the coordinator's job and leaves you to review and approve it.

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Tracking software vs. software that does the work

Traditional transaction management platforms (the Dotloops and SkySlopes of the world) are built to store a transaction: they hold the documents and the checklist, but the reading, the data entry, and the follow-up are still yours. CloudCoord inverts that. The software reads the executed contract, extracts the parties, price, and dates, audits it, tracks every deadline, and drafts the emails a closing needs, so your job shrinks to review and approval.

How it works

470+

Automations running your closings.

247

Complete coordinator tasks

224

Judgment calls that keep them right

Everything a transaction coordinator does. Except hitting send.

From the first contract to closing day. The file, the follow-ups, and the details. All on its plate.

01 / Contract intake

Contract intake, straight off your inbox

Forward the executed contract, or let it watch your Gmail. CloudCoord reads every page, extracts parties, price, deposit, and deadlines, and builds the live transaction file itself. No upload screens, no data entry.

Parties and contact details pulled from the contract.
Purchase price, deposit, and key dates captured together.
A transaction file built from the email you already received.

Actual CloudCoord transaction details for 48 Alder Court: purchase price $487,500, contract date September 14, and inspection date September 21, 2026. — Real app captures in an illustrative frame · Fictional data

02 / Document audit

Document audit, 50 states

Signatures, initials, dates, and deposit terms checked against compliance rules for all 50 states. Anything missing gets flagged the minute the file arrives.

Missing signatures and initials flagged with page references.
State-specific disclosures checked alongside the contract.
Findings stay attached to the file for your review.

Actual CloudCoord document audit: the purchase and sale agreement is missing buyer initials on page 6, the seller’s signature on page 10, and a Vermont lead paint disclosure. Fictional demo data. — Real app captures in an illustrative frame · Fictional data

03 / Replies in Gmail

Replies drafted in your Gmail thread

It learns how you write from the emails you've already sent, then drafts replies, intros, reminders, and follow-ups that sound like you. Every draft waits in your review queue: nothing sends without your approval.

With Gmail draft sync on, reply drafts appear in the original conversation, ready for your review. No copying, pasting, or hunting for the thread.

Replies, introductions, reminders, and follow-ups in your voice.
Your imported Gmail signature is added when sent.
You review the wording and recipients before anything sends.

Actual CloudCoord draft: Hi Sarah, I’ll check with the buyers about the inspection at 48 Alder Court on Friday at 9 a.m. and keep you posted. Thanks, — Real app captures in an illustrative frame · Fictional data

04 / Every deadline

Every deadline watched

Inspection, financing, walkthrough, closing: each contingency gets a watch, and the follow-up email is drafted before the date sneaks up on anyone.

Inspection and financing contingencies tracked together.
Walkthrough and closing reminders prepared ahead of time.
Follow-up drafts waiting in your review queue.

Actual CloudCoord deadlines for 48 Alder Court: earnest money due in 2 days, inspection in 5 days, and appraisal in 9 days. — Real app captures in an illustrative frame · Fictional data

05 / Live updates

Addendums, carried into the file

An addendum moves closing? CloudCoord updates the closing date and the pre-closing emails scheduled from it, and logs the change. Separately set deadlines stay separate.

The addendum matched to the right transaction.
Future closing-based outreach uses the new date. Review drafts already prepared.
A recorded change you can trace back to the file.

Actual CloudCoord activity log: closing-date addendum applied, closing reminder rescheduled, and the follow-up draft updated with the new date. — Real app captures in an illustrative frame · Fictional data

06 / Judgment calls

Asks instead of guessing

When the file is genuinely ambiguous, you get one precise question with the context attached. Your answer is remembered and carried into every draft.

The unresolved detail and its context in one place.
A precise answer from you, instead of an assumption.
Your decision carried into the follow-up draft.

Actual CloudCoord question: who holds the $10,000 deposit? The agreement names the amount but does not specify the escrow holder. An answer field and follow-up recipient selection appear below. — Real app captures in an illustrative frame · Fictional data

07 / Commission math

Commission math, done

Your side of the commission is parsed straight from the agreement, deposits are applied correctly, and the disbursement statement is drafted before closing.

Your commission amount and rate taken from the agreement.
Deposit details kept alongside the transaction.
A disbursement statement prepared for your review.

Actual CloudCoord commission breakdown: buyer’s agent commission $12,188 at 2.5%, with a 20% referral fee and net commission of $9,750. — Real app captures in an illustrative frame · Fictional data

08 / Utility reminders

Utilities lined up before closing

Before closing, CloudCoord drafts a utility reminder for your clients, with the electricity and heating-fuel providers already on file. Buyers get a reminder to start service; sellers get a reminder to arrange transfer and final billing.

Missing a provider? It flags the gap instead of guessing. You review the email before it sends.

Electricity and heating-fuel providers named when on file.
Buyers reminded to start service on closing day.
Sellers reminded about transfer and final billing.

Actual CloudCoord draft to Maria and Tony: arrange electricity with Alder Valley Electric and heating oil with Maple Ridge Fuel for the October 10 closing. Your agent will confirm the walkthrough and closing details. Thanks, Jordan. — Real app captures in an illustrative frame · Fictional data

09 / Daily briefs

Briefs you three times a day

Morning, noon, and 4 PM: what it did, what it's watching, and the few things waiting on you. You're informed without checking ten tabs.

What needs your decision today.
Deadlines coming up across your transactions.
A recap of the work completed and changes to the file.

Actual CloudCoord morning brief: a deposit deadline in 2 days, a question about who holds the deposit, an inspection draft ready for review, and an update confirming the closing date, reminder, and follow-up draft changed. — Real app captures in an illustrative frame · Fictional data

What it handles on every file

Contract intake

Reads the executed purchase & sale straight from your inbox, extracts the data, and builds the file: no upload, no data entry.

Live file updates

Inbound addenda update supported fields and the follow-up tied to them. A closing extension does not automatically move separately set deadlines.

Smart questions

Asks one clear question when a contract is ambiguous, and never guesses on money or legal terms.

Proactive outreach

Drafts the emails a closing needs ahead of each deadline, routed to the right party and waiting for your approval.

50-state document audit

Document auditing against state-specific requirements. CloudCoord audits compliance across all 50 U.S. states.

You approve, it sends

Every draft waits in your review queue; nothing leaves without your sign-off, and every action is logged.

Document management for transaction coordinators

Transaction coordinator document management software should help you understand what each document changes. CloudCoord reads executed contracts and incoming addenda, organizes them with the transaction, and uses their terms to track deadlines and prepare follow-up drafts. You review the work before any message sends. Keep your broker's required forms, e-signature tools, and compliance archive in mind when deciding how it fits your workflow.

Flat pricing instead of per-seat or per-file

Most transaction coordinator software charges per user seat, and independent human coordinators charge $300–$500 per file. Both scale up exactly as your business grows. CloudCoord is a flat monthly rate: $149/month for a solo agent, $499/month for a team of up to ten. The price is predictable whether you close three files a month or thirty. See full pricing.

$149

per month, solo

One flat rate for an individual agent, at any file volume.

$499

per month, team

Covers a team of up to 10 agents. Extra agents are $40 a month each, never blocked.

$300–500

per file, a human TC

What independent coordinators charge. Twenty closings a year runs $6,000–$10,000, and it scales with your volume.

How to choose transaction coordinator software

The market splits into three groups: document-storage platforms (Dotloop, SkySlope), TC-specific workflow tools (Open to Close, tcDocs, Paperless Pipeline), and the newer AI coordinators that read and draft on their own. Which fits depends on whether you want software that holds the file or software that works it. We break down the full landscape in the best transaction coordinator software comparison.

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