Get the free guideReal estate transaction coordinator services
Your own TC. Close more. Coordinate less.
A dedicated virtual transaction coordinator handles your file from contract to closing day. Watch Valeria walk you through exactly how it works.
Meet Valeria · How Closed Circle handles your file · 2 min
Valeria is an AI presenter. Dramatization.
How your transaction coordinator moves your file through Closed Circle
17 steps, from contract to keys — handled by your own transaction coordinator. The video gives you the short version; here's everything we do.
Open the file
- 1
Contract audit & compliance check
Our AI-assisted review plus your coordinator verify every contract, addendum and disclosure is fully executed, and every critical date is logged.
- 2
Intro email & master calendar
Agents, lender and title get one introduction with the full contact roster and every critical date.
- 3
Client welcome
Your buyer or seller gets a welcome email with key dates, what to expect and a clear roadmap.
Protect the deal
- 4
Binder deposit verified
We track the earnest money and secure the official receipt to confirm the deposit deadline was met.
- 5
Inspection scheduled
We coordinate buyer, listing agent, seller and inspector, including access and lockbox details.
- 6
Repairs tracked
We follow agreed repairs to completion and collect receipts, invoices and contractor licenses before closing.
Title & financing
- 7
Title commitment reviewed
We request it, check for liens or requirements, and share it with you and your client.
- 8
Survey status confirmed
New survey ordered, or an existing one confirmed acceptable to title and lender.
- 9
Loan tracked to approval
Regular follow-up with the lender so conditions are cleared before the loan contingency deadline.
- 10
Appraisal tracked
We confirm it's ordered and completed, and tell you if it came in at value or with lender conditions.
Get to the closing table
- 11
Utilities setup
Your buyer gets a list of local providers and step-by-step transfer instructions.
- 12
Clear to close & closing scheduled
Date, time and signing location (or mobile notary) confirmed with everyone.
- 13
Final walkthrough
Scheduled with access confirmed, so your buyer can verify repairs and condition.
- 14
Settlement statement review
We check the ALTA / settlement statement / Closing Disclosure for accurate figures, credits and commissions.
Close & celebrate
- 15
Commission instructions (CDA)
Your brokerage's CDA submitted to title so payouts are acknowledged before funding.
- 16
Pre-closing instructions & wire-fraud warning
Your client gets wiring guidance, fraud warnings, ID requirements and key-exchange details.
- 17
Funded, recorded & celebrated
We collect the final signed statements, close out the file and send a congratulations email to your client.
Built by agents, for agents
Closed Circle is a transaction coordinator service created by real estate agents who know what a file needs, with a former senior underwriter's eye and real mortgage-broker experience behind every TC and every file.
Need a TC in another language? Let us know — we might have the right coordinator for you.
Contact usFree guide: 7 Mistakes That Kill a Deal Before Closing — An Underwriter's Checklist
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