TC fee per file calculator

Files closed is files opened × (1 − fall-through rate). The default fall-through rate is 7%, the share of contracts terminated in the last three months in NAR's September 2026 REALTORS® Confidence Index. At 8 files a month that is 7.4 closed.

Hourly coordinator: hours per file × hourly rate is the cost of one file. The hours are spent whether or not the deal closes, so the cost per closed file is that figure ÷ (1 − fall-through rate). The default hours sit inside TC Track's 8 to 12 hours of touch time for a clean file. The default rate is the top of ReBillion's $25 to $50 range and just under Quill's $45 to $65.

Flat fee per file: with “Only on closed files” the cost per closed file is the fee, because dead files are not billed. Quill's card says if the deal does not close, you do not pay. With “Charged on fall-throughs too” the fee is paid on every file opened, so the cost per closed file is the fee ÷ (1 − fall-through rate). Real rate cards sit between the two. CTC takes $50 at submission and waives the balance if the contract terminates, and TC Track reports cancelled files billed at 50 to 100% of the fee depending on stage. We do not model deposits or staged cancellation fees. The toggle is the simplification.

Per-file software: monthly price ÷ files closed, the method from our cost-per-closed-file research. For DeedSpring the monthly price follows its pricing page. Starter is $15 a month for one closing, so it applies when you open exactly one file a month. Otherwise Standard applies, priced per closing by volume tier: $25 a closing for 1 to 4 a month, $22 for 5 to 9, $20 for 10 to 19 and $19 for 20 or more. The whole quantity is billed at the price of the tier it lands in, Standard has a one-closing minimum, and unused closings roll over. A fraction of a closing is rounded up. “Custom per-file price” prices every file opened at the figure you enter, for any other vendor.

Break-even: flat fee ÷ hourly rate is the number of hours of coordinator time one flat fee buys. Under that many hours a file, hourly is cheaper. Over it, the flat fee is. This compares one file's hours with one file's fee and does not apply the fall-through adjustment.

What the number leaves out: the quality of the work, how many files one coordinator can carry, and who holds the dead-file risk. Software does not replace a person. Each figure is the cost of that line item on its own, and many teams run software and a coordinator together. Lowest is the model with the lowest cost per closed file. More than one is named on a tie.