On February 25, 2025, an anonymous transaction coordinator (TC) vented in a real estate community on Facebook: “I solo TC for one agent. I pay $60 a month for a TC management system, and they access it as a managed agent. All deal info is there. But now, the agent made a big Google spreadsheet for their deals and wants me to maintain it for a quick snapshot. It’s double work—all this is already in my system, which they can see. I’m frustrated. How would you respond?”
This post kicked off a lively discussion among TCs about managing transaction coordinator systems and client demands. Here’s what the community said.
Brae:
“We use software and an Excel sheet for clients to track files. Software handles dates and notes; the sheet’s a quick view. A client asked for a detailed closing report, so I said yes—for an extra fee.”
Jennifer:
“I manage nine agents with my software, but I also use their brokerage systems—double entry. Some agents’ CRMs mean triple entry. It’s part of the TC gig, baked into my fees.”
Trena:
“Why not tweak your software with custom fields for what they want? Send a weekly update email. Find their pain point and fix it—maybe get the software owner to help.”
Amber:
“Does your system give a snapshot of the transaction stage? Something shareable?”
Angela:
“Would you switch to their system? If not, say it’s double work and charge extra—like $50—to fill their spreadsheet.”
Abby:
“Nope.”
Ashley:
“Depends on your business. One client? Maybe do it—use Zapier to automate their sheet. Multiple clients? No way. Ask why they need it—what’s the purpose?”
Kathy:
“Sounds like admin work.”
Allison:
“What’s on their spreadsheet? Could Zapier cut duplicate entry? If your system isn’t mobile-friendly for agents, they won’t use it—but it’s still valuable to you.”
Navigating Transaction Coordinator Systems
The anonymous TC’s frustration is relatable: transaction coordinator systems are built to streamline deals, not create extra tasks. Paying $60 a month for a tool that already tracks everything—dates, docs, progress—means the agent’s spreadsheet request feels redundant. But the community offered solutions. Brae and Angela suggest charging extra ($50 or more) for the double work, while Jennifer sees it as standard TC life. Trena and Allison push for smarter transaction coordinator systems—custom fields or automation like Zapier to sync data without manual updates. Ashley’s advice digs deeper: why does the agent need this? Is it a real need or just preference?
In 2025, with agents juggling deals on the go, a mobile-friendly snapshot matters—but so does a TC’s time. The key? Balance efficiency with client needs.
How TCs Can Respond and Thrive
Here’s how to handle this using transaction coordinator systems:
- Set Boundaries: Explain the system covers it all—extra work means extra fees (Angela’s $50 idea).
- Automate It: Use Zapier to push system data to their sheet (Ashley and Allison’s tip).
- Customize: Add a snapshot report in your system and email it (Trena’s suggestion).
- Understand Them: Ask why they want the spreadsheet—solve the root issue (Ashley’s question).
- Value Your Tools: Stick to your system if it works for you—it’s your backbone.
Mastering transaction coordinator systems means less frustration, more profit. Tell the agent what’s up, offer a fix, and charge what’s fair.