Real estate document management software for a small office is built around one thing: the transaction file. Every deal has a set of documents that must be complete, in order, signed and dated, shared with the parties at the right moment, and kept for as long as the office's regulator and broker require. The software that earns its place files every document against the transaction on arrival, numbers it, shows what is still missing from the set, shares through a portal that logs who saw what, and keeps the file to its retention date. The free document capture worksheet on this site sizes the office's intake and what the retention period keeps; Batesio Pro holds the transaction file.
The file, complete
A checklist per transaction type says what the file must contain; the record shows what has arrived and what is still owed, by name. The closing week is then a report of what is missing rather than a search for it.
The parties, through a portal
Disclosures, agreements and closing statements go to buyers, sellers and lenders through a logged portal under the office's name, so who saw what and when is a record rather than a memory. The receipt is the party's; the log is the office's.
The retention, to the day
Transaction files are kept for years under most brokerage rules; the retention date is set on the file and the office is told what may be destroyed each year. The worksheet prints the pages and boxes a retention period keeps at your intake. Dropbox, cited below, prices a Standard team plan at $15 per user per month; the transaction file is what the drive does not know it holds.
Questions people ask about real estate document management software
Can the transaction management platform do this?
Some do; check that every document is numbered, the missing-document list is live, the portal logs access and the retention date is set on the file. Batesio Pro does those and stops there.
How long must a real estate office keep transaction files?
Whatever the state and the brokerage require, which is the adviser's and the broker's to confirm; the worksheet takes the period as an input.
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