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AI agent for virtual assistants

Real Estate Transaction Document Tracker Agent

A transaction readiness record based on the right executed documents.

Document handlingQuality controlReal estate and constructionOperations
See how it worksGet access
Real Estate Transaction Document Tracker Agent: what goes in, what the agent does and what you get

What it does

Real estate transactions move through milestones like signed purchase agreement, title report and financing commitment, and a milestone is sometimes marked done with only a draft. This agent runs a daily check. For each open transaction, it looks at the documents attached to every milestone and checks the version and execution state: signed by all parties, dated and complete. If the executed version is missing, it searches the repository and email filings for it, and if it still cannot find it, it flags the milestone and asks the responsible party. It prepares a readiness record showing what is truly satisfied. The transaction coordinator reviews it. Edge case: a document signed by only one party does not satisfy an executed-document milestone.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Daily check 2 USES A TOOL List open transactions and milestones 3 USES A TOOL Check milestone documents 4 CHECKS THE RESULT Is the required version executed? If not: look up the executed version or flag it and askthe party. Back to step 3. 5 DOES Prepare the readiness record 6 YOU APPROVE Coordinator reviews 7 RESULT Transaction document readiness packet
Read the steps as a list
  1. Daily check
  2. List open transactions and milestones
  3. Check milestone documents
  4. Is the required version executed?If not: look up the executed version or flag it and ask the party. Back to step 3.
  5. Prepare the readiness record
  6. Coordinator reviewsThe agent waits here for your OK.
  7. Transaction document readiness packet

How it decides

It checks execution state per milestone.

  • Drafts never satisfy executed-document milestones.
  • All parties must have signed.
  • Search the repository before asking a person.
  • Escalate milestones still open near closing.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Milestones and required execution state for each
  • Repositories and mailboxes to search
  • Days before closing to escalate open milestones (default 10)
  • Who receives escalations (default: transaction coordinator)
  • Run schedule (default: daily at 8 am)

What keeps you in control

It always asks you first

  • Legal advice
  • Signing
  • Closing

Hard limits

  • No closing decisions.

It stops when

  • Done: all milestones met.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn the 220 Oak Lane sale, closing is set for July 15. On July 2, the purchase agreement milestone is marked done, but the file is an unsigned draft. The check fails, so the agent searches filings and finds a version signed only by the buyer. It flags the milestone and asks the listing agent for the seller's signature. The signed copy arrives July 3, and the coordinator approves the readiness record.

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