The One-TC Capacity System
Client identity withheld.
Results
0 of 46
Contract deadlines missed across files opened in 90 days
~40 → ~8 min
TC time to set up deadlines on a new contract
28 → 34
Open files the TC can carry at once
46 of 46
Earnest money deposits confirmed by escrow receipt before the deadline
~90 → ~25 min
TC time per file spent on client status updates
63
Payment-instruction messages flagged and logged
Company Profile
Company
Residential brokerage. 22 agents, 1 managing broker, 1 transaction coordinator handling every contract-to-close file. ~190 closings a year.
Stack
Transaction management platform, Follow Up Boss-class CRM, a shared TC email inbox, e-signature, Google Calendar.
Operating Need
Let one TC handle more files without missing a date, a deposit or a client.
The Challenge
The brokerage's TC ran 25 to 30 open files at a time. For each one, she read the contract, typed 20-plus deadlines into a calendar, chased earnest money receipts, and answered nervous buyers and sellers asking for updates. When an amendment came in, she redid the dates by hand. Last spring, an inspection deadline nearly passed unnoticed after an amendment moved it, and the buyer almost lost their deal. The broker couldn't hire a second TC yet, and the first one was at her limit.
The Audit
We reviewed 30 recent files, the TC's calendar and two weeks of the shared TC inbox.
Patterns Found
- Each contract carried 20–28 deadlines, typed by hand in about 40 minutes
- Each amendment took 30–90 minutes to re-date, and 3 recent files had at least one date not updated
- Earnest money proof was chased by email for about an hour per file
- The TC inbox received about 60–80 deal emails a day, with no sorting by file
- Client update calls and texts took about 90 minutes per file
- Payment instructions arrived by email with no check for warning signs
The TC didn't need to work faster. She needed the reading, tracking and chasing done for her, so she could check and approve.
The Architecture
Built on our Contract-to-Close System, sized for a brokerage with one TC.
Contract Deadline Reader
Reads every signed contract, finds each deadline including business-day versus calendar-day rules, and shows the TC each date next to the exact contract line it came from.
Amendment Re-Dater
Reads each amendment, works out which later dates move, and shows the TC a before-and-after list to approve.
Earnest Money Watch
Notes each deposit amount and due date, watches for the escrow company's receipt, and warns the TC and agent the day before if none has arrived.
Deal Inbox Sorter
Files every email under the right deal, labels what it's about, pulls out tasks, and puts date changes and problems at the top.
Wire Fraud Warning Flag
Flags any message that gives or changes payment instructions, alerts the TC and client to call the title company at a known number, and logs every flag.
Client Updates
Drafts a short weekly update for each buyer and seller from the file's real status, and drafts answers to client texts for the TC to approve.
How the System Operates
The system reads, tracks, sorts and drafts. The TC checks and approves every date, update and reply.
- No date reaches the calendar until the TC approves it against the source line
- A deposit is marked received only on a matching escrow receipt, never on a "we sent it" message
- The system never sends wire details and never calls a message safe
How It Flows
- 1A signed contract or amendment arrives
- 2The AI reads it and shows the TC every date with its source
- 3The TC approves, and reminders, deposit checks and client updates run from those dates
- 4Emails are sorted to the file, and any payment instructions are flagged
Every client update and reply is reviewed by the TC before it is sent.
Implementation
| Stage | Focus | Key Results |
|---|---|---|
| Stage 1 | File and inbox audit | 30 files reviewed; deadline, deposit and inbox patterns measured |
| Stage 2 | Contract setup | State contract and amendment forms mapped; TC approval screen set up |
| Stage 3 | Pilot | Deadline Reader, Earnest Money Watch and Inbox Sorter live on new files |
| Stage 4 | Full rollout | Wire Fraud Flag and Client Updates live on every open file |
Ownership
Every date, receipt and flag lives in the brokerage's own calendar, inbox and file records.
A deadline record for every file, tied to its contract source line
An earnest money log with escrow receipts attached
A log of every flagged payment-instruction message
Approved client update templates in the brokerage's voice
Operational Impact
The TC now starts each day with a list of what's due instead of a calendar she built by hand. Amendments take minutes to re-date, deposits are confirmed against real receipts, and important emails reach her first. Clients hear from the brokerage before they think to ask. One TC now carries more files with fewer surprises, and the broker can grow without hiring a second coordinator yet.