Built for real estate agents
AI Transaction Coordinator: What It Does, What It Can't, and What It Costs
An AI transaction coordinator chases the loose ends of an open deal: the lender's pre-approval, the inspection report, the missing signature, the deadline nobody wrote down. It reads your email and texts and follows up. It does not file compliance paperwork; a human TC does that, $300 to $500 a file. Sifta chases for one flat monthly price.
What a transaction coordinator does, and what half of it is
A transaction coordinator's job splits in two: the paperwork, and the chasing.
The paperwork is disclosures, addenda, broker compliance, deadlines entered into a system. The chasing is emailing the lender for the third time, texting the co-op agent about the inspection, asking the buyer for the signature, checking that title confirmed.
Agents who track their TC's day report that half of it is chasing.
What an AI transaction coordinator can do today
AI handles the chasing half well because chasing is reading and writing, and it can do that in every open file at once.
Sifta reads your Gmail or Outlook and your text threads. When the lender has owed a pre-approval for three days, it drafts the nudge and, if you tell it to, sends it.
When the inspection report lands, it pulls the deadline and puts it in your morning brief. When the buyer has not signed, it reminds you and offers to ask.
It keeps a memory of every open loop on every file, so nothing waits on you remembering.
| Task | Human TC | AI (Sifta) |
|---|---|---|
| Chase lender for docs | Yes, when they get to it | Yes, every file, every day |
| Track contract deadlines | Yes, in a spreadsheet or system | Yes, read from the email, in your morning brief |
| Nudge co-op agent, inspector, title | Yes | Yes, drafted in your voice |
| Remember what each party said | In their notes | Yes, from the actual email and texts |
| File disclosures and compliance | Yes | No |
| Broker paperwork and audits | Yes | No |
| Phone calls | Yes | No |
What it cannot do
No AI on the market today should file your compliance paperwork, and Sifta does not try.
Disclosures, addenda and broker audits are a person's job and a liability question. Sifta also does not make phone calls.
If your files need those, keep a human TC or a part-time VA for them, and let Sifta hand them a clean list of what is open.
What each option costs
A human TC runs $300 to $500 a file, $500 to $750 for a complex deal, or $1,000 to $1,500 a month on retainer; Transactly lists $399 a file, and offshore TC help runs about $11 an hour.
Those numbers are from the 2026 price pages of TC services and virtual-assistant providers, and they are fair for what you get. Sifta is one flat monthly price for every open file, and it also does the lead follow-up, the showings and the comps, so it is not a like-for-like line item.
Details are on the transaction coordinator cost page.
AI, a virtual assistant or a human TC?
A human TC handles compliance paperwork per file, a virtual assistant covers admin for a monthly salary, and AI handles the chasing across every open deal.
Many agents end up with two of the three: a human TC for the file and something to chase the people in it.
| Option | What it costs | Best at |
|---|---|---|
| Human transaction coordinator | $300 to $500 a file | Compliance paperwork and the closing file |
| Virtual assistant | $1,600 to $4,400 a month through Virtual Latinos | Admin, CRM updates and scheduling |
| AI transaction coordinator | A monthly subscription | Chasing lenders, title and clients in every open deal |
Three ways to start
You can try Sifta free for 7 days, see what it does, or read the pricing page.
The free week is the fastest way to see it: connect your email and calendar, add Sifta to your texts, and let it run your busywork for 7 days. Cancel any time before the week ends and you are not charged.
Every plan after that is a flat monthly price with no contract. If Sifta doesn't catch something worth more than the price in week one, you don't pay.
Frequently Asked Questions
Can AI replace a transaction coordinator?
It can replace the chasing half: lender follow-ups, deadline tracking, nudging the other side. It should not replace the compliance half. Many agents keep a TC for paperwork and let Sifta do the chasing.
Does Sifta email the lender itself?
It drafts the email and you send it, until you tell Sifta it can send follow-ups itself. Either way you see everything that goes out.
How does Sifta know the deadlines?
It reads them out of the contract email, the inspection report and the lender's messages, and it puts the ones that matter in your morning brief. You can also text it a date and it will remember.
Does Sifta work with my transaction management software?
Sifta works from your email, texts and calendar, so it sees what those systems send. It does not file into SkySlope or Dotloop. It can log notes to Follow Up Boss.
What deadlines can an AI transaction coordinator track?
The dates in the contract and the emails around it: inspection, appraisal, financing contingency and closing. It reminds you and drafts the follow-up before each one.
Does an AI transaction coordinator replace my broker's compliance review?
No. Compliance paperwork and the broker's review still run through your transaction management system and a person. AI handles the chasing in between.
Is an AI transaction coordinator cheaper than a human TC?
Usually, if you close several deals a month. A human TC charges $300 to $500 a file, while AI tools charge a flat monthly fee that does not grow with each deal.
Related reading
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