The coordinator that does the chasing
Checklist software tells you what’s overdue. Your DeedSpring coordinator reads the contract, watches every contingency, and follows up with the lender, the title company, and your clients itself — politely, persistently, in your voice.
Emailed Crestline: the appraisal hasn’t been scheduled and the contingency runs out Tue May 27. Asked for a confirmed date by Thursday.
Appraisal is 4 business days from its deadline with no appointment on file. If nothing is booked by Thursday, I’ll draft an extension for your review.
Preliminary title report is in. Legal names match the contract; two standard utility easements, nothing unusual.
Preliminary-title-report.pdfFiled under Title & escrowDrafted a 5-day appraisal-contingency extension addendum, in case Thursday comes and goes. Nothing goes out without you.
Awaiting your reviewBoth sellers signed the inspection response. Countersigned copy filed and shared to the Okafors’ portal.
The coordinator’s file on one live deal. Every follow-up, document, and flag is logged the moment it happens — this is the view you glance at, not the work you do.
While you were showing houses
This is one Tuesday on one deal. Every entry happened without a prompt from you — the coordinator works the file all day and hands you a two-line summary at the end of it.
- 8:04 AM
Nudged the lender
No appraisal appointment on file with six days to the deadline — so it emailed Crestline first thing, asked for a date, and copied you.
- 9:15 AM
Flagged the appraisal as a risk
Set a Thursday decision point: if there’s still no appointment by then, an extension addendum goes to your review queue automatically.
- 11:42 AM
Filed the title report
Checked the legal names against the contract, noted two standard easements, and filed the PDF where the closing package expects it.
- 1:20 PM
Drafted the extension addendum
Five days, plain language, ready in your review queue. If the lender books the appraisal in time, you just never send it.
- 3:38 PM
Answered the buyers in their portal
Priya asked what “clear to close” means. The coordinator explained it in plain English and pointed to where they are on the timeline.
- 6:10 PM
Sent you the end-of-day summaryYour one touch
One risk being watched, two documents filed, one draft waiting. Nothing needed from you tonight.
The whole file, not just the checklist
A transaction is a few big moments and a few hundred small chases. The coordinator owns the chases end to end — here’s what that covers.
Deadline math from the contract
It reads the executed contract and computes every contingency date — including the business-day rules that trip people up.
Chasing, in your voice
Follow-ups go to whoever owes the next step — lender, title, co-op agent, client — with a cadence that firms up as the deadline nears.
Drafts, ready for review
Emails, addenda, and extension requests arrive written for the specific deal, not filled from a template. You approve or edit; it sends.
Signature tracking
It knows exactly who hasn’t signed what, and reminds only that person — so the buyer who signed on day one never gets nagged.
Client questions, answered
Routine “what happens next” questions get a plain-English answer in the portal. Anything sensitive is routed to you instead.
An audit-ready file
Every email, document, and decision lands in one transaction file with timestamps — so closing week is a download, not a dig.
It escalates. It doesn’t guess.
Routine chases run on their own. Anything that touches price, terms, or a relationship comes to you first — as a finished draft, not a blank page.
Review before send
Drafts wait in your queue with everything filled in. Approve in one tap, or edit a line first — either way, it goes out under your name.
Rules you set once
You decide what can go out on its own — routine reminders, say — and what always waits for you. The coordinator never widens its own permissions.
Everything on the record
Every message, nudge, and approval is timestamped in the transaction file. If anyone ever asks what happened, the answer is one search away.
- To
- Sarah Lin · Crestline Home Loans
- Subject
- Appraisal timing — 1042 Meridian Way
Hi Sarah,
Quick follow-up on 1042 Meridian Way — the appraisal contingency runs out Tuesday, May 27, and we don’t see an appointment on file yet.
Could you confirm the appraisal date by Thursday? If it can’t happen before the 27th, we’ll ask the sellers for a short extension — better to raise it now than the day of.
Thanks,
Maya Torres · Torres & Co. Realty
Checklists remind you. This one works the list.
Transaction software has always been good at lists. The difference is who does the chasing once the list exists.
Checklist tools — Dotloop, SkySlope, Open To Close, ListedKit — keep a tidy list of what you still have to do. DeedSpring is built so most of that list never reaches you.
Close with confidence.
Set up your first transaction in minutes. Your clients get their portal — and your coordinator starts working the file — the moment you do.