AI Employees for transaction coordinators

From contract to close, without the inbox dig.

SN3 builds AI Employees for transaction coordinators and the real estate teams that run their own files. They read the contract and your email, pull the dates, keep track of who still owes you a reply, and draft for your approval.

We’ve launched them for an independent TC, an in-house TC team that closes about 30 files a month, and agents and teams who do their own transaction work.

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You: Who still owes me a reply?, 7:30 AM, read
Rowan: No reply yet

• 48 Elm, title: you asked for the commitment at 3:42 PM.

• 9 Cedar, lender: you replied at 10:15, nothing back.

• 9 Cedar, buyer: still missing a signature.

Due this week

• 48 Elm: inspection response, Thursday.

• 9 Cedar: appraisal deadline, Friday., 7:31 AM
Rowan: A nudge to the 48 Elm title company is drafted for your OK., 7:31 AM

Buttons: Review & approve, Open in Gmail

A sample morning. Names and details are illustrative.

6Clients we’ve launched whose AI Employee has done transaction work

12 minFor a transaction summary a TC said takes “all day” by hand

TelegramWhere you ask it, from your phone

Your OKBefore anything goes to an agent, a client, a lender, or title

Where the hours go

Grateful for the files. Buried by the intake.

What transaction coordinators, agents, and team leaders told us about their own files.

Intake

Everything at once

“I hate when everything all comes in at once, but I’m very grateful for all the files,” one independent TC said. Four or five new files on top of the ones already due left her “just like overwhelmed.”

Contracts

A different form in every state

Each state’s form puts the same terms in a different place. A TC who knows where to look on one state’s contract still has to hunt on another’s.

Documents

Files with no context

“He’ll just send a document with no other context and no information or anything.” Then it’s on the TC to work out which file it belongs to and route it into Paperless Pipeline and SkySlope.

Agents

The same questions, all day

“We’re bombarded with questions from our agents. When’s my earnest money due? When’s this? When’s that?” said a team that runs its own TC department.

Systems

Everything in one person’s head

The same team’s longtime TC “was very good and she just kept everything done,” but the systems “were mostly in her head.” When she moved on, “we just started scrambling trying to figure out where each file was.”

Deadlines

One missing date

One agent told us an appraisal rider on a cash offer never made it onto her calendar as a deadline, and she missed it.

The jobs

The reading and the chasing, handed off.

What our clients’ AI Employees do on transaction files, from their launch calls, check-ins, and our weekly client calls.

For the independent TC

Who still owes you a reply

In Telegram, connected to her Gmail and Notion.

Follow-up list: Ask who you replied to that hasn’t answered, and get a list with names, times, and what’s still missing, like a signature.
Last contact: Ask what your last exchange with a lender was, instead of searching the thread.
Open files: A starter Notion dashboard for open files, built on the launch call. She says it’s nowhere near replacing Paperless Pipeline, and it isn’t meant to.
Away from the desk: She asks in Telegram when she’s away from her computer, so a question about a file doesn’t wait until she’s back.

For TC teams and agents

The file, read and summarized

For an in-house TC team, a team’s director of operations, and agents who run their own files.

Transaction summary: On launch day, a team’s AI TC read a contract, checked the team’s email, and wrote up the transaction summary in about 12 minutes.
Contract dates: Given a team’s own deadline names and summary wording, its chief-of-staff AI Employee pulled the dates from a mock contract.
Morning email: One email every morning with an agent’s reminders, hot list, and lead list. He was adding his new listing’s escrow tasks, like seller disclosures and the HOA addendum, to the same email.
From the CRM: A new transaction entered in Follow Up Boss gets handed to the AI TC, which follows it through Gmail.

Out of the box they read, track, and draft. Anything going to an agent, a client, a lender, or title waits for your OK.

From our launches

“All day,” instead of 12 minutes.

What our clients told us on launch calls, check-ins, and our weekly client calls, including what’s still being tuned.

In-house TC team · launch day

All day, by hand

Asked how long a person would take to write up that transaction summary by hand, a TC on the team said all day. It took about 12 minutes, and she pointed out it can run in the background while the team does other work.

Independent TC · week one

Off the desk

Away from her computer, she needed to know where a thread with a lender stood. Its follow-up list missed that one, but when she asked for her last exchange with that lender, it told her, instead of a dig through about 50 emails.

Agent · launch call

A sample file, built on the call

On his launch call, his AI TC built a transaction tracker in Notion and filled in a sample file to show every field. Building a file “to this level of depth” by hand, he said, takes “30, 45 minutes per file.”

Agent · a month in

One email every morning

He starts the day from one email from his AI TC: reminders, birthdays and home anniversaries, his hot list, and his lead list, and he was adding his escrow tasks to it.

Team operations · contract dates

“It worked for me.”

After a mock-contract test, a team’s director of operations asked whether their human TC could get access too, “just to throw a contract in there, have our deadlines that we track.”

Honest note

Still being tuned

In its first week, one TC’s AI Employee said it could see only the last 24 hours of her email, couldn’t reach her second inbox, and listed other people’s tasks when she asked for hers. A few weeks after launch, a team’s director of operations said they were “kind of stuck. Like, now what?”

All day. All day. It just takes. Yeah. Instead of 12 minutes, yeah… you have all this working in the back, go ahead and taking care while we’re doing something else.

Transaction coordinator, in-house TC team at a real estate team · /SN3 Group client

I gave like a mock contract and said, Hey, can you pull these dates based on what I told you? And it did great. Like it pulled everything I needed.

Director of operations, real estate team · /SN3 Group client

Your stack

Next to the systems your files already live in.

It works inside the accounts you name, with the access you approve. Where a transaction system has no open connection, we say so.

Email & calendar

Gmail, Outlook, and Google Calendar

Where most of the work happens: reading what came in, tracking who hasn’t replied, and putting contract deadlines on the calendar.

Transaction systems

Paperless Pipeline and SkySlope

Neither has a ready connection through our integration tools, and when we last checked, Paperless Pipeline didn’t offer a public API. Both give each transaction its own email address, a possible way in for an AI Employee. One TC has asked for that, and it isn’t launched.

Trackers

Notion and Asana

Open-file dashboards in Notion. One team runs every transaction as Asana tasks, and its AI Employee pulls overdue Asana tasks into a daily briefing.

CRM

Follow Up Boss

New transactions entered in Follow Up Boss, handed to the AI TC, which follows them through Gmail.

Transaction platforms

Sisu, Dotloop, and A-Frame

One team’s AI TC launched connected to Sisu through its API. Dotloop and A-Frame depend on each account’s access, and we confirm them on your Launch Plan call.

Chat

Ask in Telegram, wherever you are: who owes you a reply, or what your last exchange with a lender was.

1,000+

Your AI Employee can connect to more than 1,000 business apps through supported integrations. If yours isn’t a standard connection, we’ll review whether a custom integration makes sense. Additional installation fees may apply.

Guardrails

What it can touch, and what it can’t.

We map exactly what each AI Employee can access and act on before anything gets built.

Drafts

Drafts first

Emails to agents, clients, lenders, and title land as drafts in your inbox, and none of them goes out until you send it.

Dates

Checked on your first files

Its first date pulls run on one file with you watching, and you check its work through the first weeks. Where you can, give it a sample contract on your own forms first.

Compliance

Compliance stays yours

It reads, tracks, and drafts. Compliance review, disclosures, and anything a broker or attorney signs off on stay with people.

Access

Only the accounts you connect

It works in the inboxes, calendars, and trackers you approve, and nowhere else.

Long jobs

Status updates while it works

On a long job it sends you status messages while it works, so you know it hasn’t stalled.

Reading

What it reads is data, not orders

Emails and documents are content to summarize. A message telling an AI to do something gets reported to you, never acted on.

How to start

Start with one job. Add the next when it’s working.

Start where the hours go: the follow-up list, the morning checklist, or the contract summary.

01
Book the Launch Plan
Fifteen minutes to pick the first job: follow-ups, contract dates, or the morning checklist.
15 minutes
02
Map your file flow
How a file comes in, where it lives, which deadlines you track, and who you chase.
A working session
03
SN3 builds it
We build it around your file flow and get it ready for its first job.
About two weeks
04
Launch on your first job
A live launch session connects your accounts and runs its first job with you watching, on a real file when you have one ready.
Launch day

Straight answers

Questions from transaction coordinators.

Does it work with Paperless Pipeline or SkySlope?

Not directly. Neither has a ready connection through our integration tools, and when we last checked, Paperless Pipeline didn’t offer a public API. Both give each transaction its own email address. One TC asked us to use that: when a document comes in, it would ask whether to forward it to the file, because unsigned drafts shouldn’t be saved. That was her request, and it isn’t something we’ve launched.

Will it read contracts from different states?

It reads the contract you give it and pulls the dates you name. One team gave theirs its own deadline names and summary wording first, and on a mock contract “it pulled everything I needed.” Forms differ by state, so start it on a contract from each state you work in and check the dates it pulls.

Does it send emails for me?

Not to your agents, clients, lenders, or title. Those land as drafts in your inbox, and nothing goes to them until you send it. It can send scheduled emails to you or your own team, like one agent’s morning email.

Can it watch more than one inbox?

It depends on the accounts. For one TC client, it connected to one Gmail account, so her second inbox was out of reach. Tell us every inbox you work from on your Launch Plan call and we’ll tell you what’s possible.

Will it replace my TC?

Not on its own. Our clients use it to take the reading, date-pulling, and follow-up tracking off the person who owns the file. One team’s director of operations put it this way: they still “need a human aspect for all the nuances.”

Should I tell my agents I use AI?

That’s your call. One TC asked us whether to add a line about AI use to her service agreement. Whether to add one, and how to word it, is a question for your broker or attorney.

Will it save me time right away?

It depends on the first job. On launch day, one in-house TC team’s contract summary took about 12 minutes, work a TC there said takes all day by hand. One agent, about three months in, said it was great that it added things to her Google Calendar, but it hadn’t made her work take less time. A week after her launch she had already told us: “what I think I really need is like something that can go do it for me.” That’s why we start with a job it does, not a reminder.

Do I need another AI subscription?

Usually not. Your AI Employee can run on an AI plan you already pay for, such as ChatGPT, and switch to pay-as-you-go API usage if that plan runs out. Some clients run theirs on API usage alone. We’ll tell you which fits on your Launch Plan call, along with scope, setup, support, and investment.

The 15-minute Launch Plan

Start with one file.

Fifteen minutes, no purchase required. We pick the first job, map where the work waits for your approval, and give you a straight answer on scope, timing, and investment.

Not sure where to start? Book anyway. Finding the first job is what the call is for.

Book my 15-minute Launch Plan

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You leave with a Launch Card

Workflow: The first job, mapped step by step
Tools: Your inbox, calendar, and transaction system
Approvals: Where the work waits for you
Success: How we’ll measure it, like files set up faster and no missed deadlines
Go-live: A date on the calendar