Virtual transaction coordinator: what they do and cost

A per-file TC service such as Real Estate Paper Pushers charges $499 a side; your own part-time transaction coordinator through VirtueStaff is about $1,387 a month, costs less from about three sides a month, and also covers your listings, MLS and CRM.

Every agent knows the stretch between “under contract” and “closed” is where deals slip: a missed inspection deadline, an unsigned addendum, a lender waiting on a document nobody chased. A transaction coordinator owns that stretch so you can get back to clients and new business.

There are two ways to get one remotely: pay a TC company per file, or bring on your own transaction coordinator who works only for you and your team. We’re VirtueStaff, a remote staffing company in Gilbert, Arizona, rated 4.9 out of 5 from 32 Google reviews, and we place dedicated transaction coordinators with U.S. agents and teams. This guide compares both, with published prices, so you can see which one fits how many deals you do.

What does a virtual transaction coordinator do?

Everything between the signed contract and the closing table that happens on the phone, by email and in your transaction software.

Stage	What your TC handles
Contract accepted	Opens the file, sends the executed contract to escrow or the title company, builds the deadline calendar
Contingency period	Tracks inspection, appraisal and loan deadlines; schedules inspections; reminds every party before each date
Documents and signatures	Collects disclosures, addenda and signatures; keeps the file complete for broker compliance review
Lender and title	Follows up on loan conditions, title work and the closing date
Communication	Sends status updates to your client, the other agent, the lender and escrow, so you aren’t fielding every “where are we?” call
Closing	Confirms the final walk-through and closing appointment, and closes out the file

What a TC can’t do is any work that requires a license. What an unlicensed assistant may do varies by state, so check your state real estate commission’s rules. As a rule of thumb, your TC handles the administration around the deal; you negotiate, give advice, show property and own the client relationship. Our real estate virtual assistant guide covers where that line sits.

What does a virtual transaction coordinator cost?

$499 a side at a per-file TC company, or about $1,387 a month for your own part-time TC through VirtueStaff.

Option	Published price	What it covers
Per-file TC company (Real Estate Paper Pushers)	$499 per transaction for a buyer or listing side; $699 for a double end	Contract to close on that file
Your own part-time TC (VirtueStaff)	$16 an hour for 20 hours a week, about $1,387 a month; no setup or upfront costs	Every file you have under contract, plus listing, MLS and CRM work in the remaining hours
Your own full-time TC (VirtueStaff)	$15 an hour, about $2,600 a month	Your whole pipeline, plus ISA, listing or admin work as you need it

Per-file prices as published on 3 November 2026; check before you buy.

When does your own TC cost less than paying per file?

From about three sides a month for a part-time TC, and about six for a full-time one. At $499 a side, three sides cost $1,497, already more than your own part-time TC at about $1,387 a month.

Sides a month	Per file at $499 a side	Your own part-time TC (20 hours a week)	Your own full-time TC (40 hours a week)
2	$998	About $1,387	About $2,600
3	$1,497	About $1,387	About $2,600
4	$1,996	About $1,387	About $2,600
5	$2,495	About $1,387	About $2,600
6	$2,994	About $1,387	About $2,600
8	$3,992	About $1,387	About $2,600

Which column fits depends on how many hours your files take, and that varies with your market, your transaction software and how much of the work your team already does. Start part-time, see how the hours go, and add hours at the same flat rate, or move to full-time, as your volume grows. A double end at a per-file company costs $699 rather than two sides at $499, so count those separately.

The per-file price also stops at the file. Your own TC’s hours cover the work around your deals too: listing paperwork and MLS updates, CRM and lead follow-up, marketing tasks and your calendar.

Two honest trade-offs. Your own TC is paid for the hours whether you close two sides that month or eight, so it fits a team with deals going every month. And you’ll spend some time in the first weeks showing them how you work. If you close one or two sides a month, or your business is very seasonal, paying per file is the cheaper answer, and we’d tell you so.

What’s the difference between a TC company and your own TC?

A TC company runs your file their way. Your own TC runs it your way.

	Per-file TC company	Your own TC through VirtueStaff
Works only for your business	No; a TC company serves many agents	Yes
Uses your checklists, templates and transaction software	Their process	Yours
Knows your clients, lenders and title partners	File by file	Month after month
Handles listing, MLS and CRM work too	Usually separate pricing, if offered	Yes, in the same hours
Cost when you do more deals	Rises with every file	The same hourly rate, however many files

You stay in control of quality, the same way you would with anyone on your team: your TC follows your checklists and your broker’s compliance rules, and you decide what gets reviewed before it goes out. A dedicated success manager, your point person at VirtueStaff, supports you and your TC, with coaching and check-ins on their work if you need it.

Who can you hire through VirtueStaff?

People who already know U.S. real estate. Our real estate candidates include U.S.-trained transaction coordinators, inside sales agents, marketing specialists and property managers. Many have REALTOR® association coursework or know the Keller Williams, eXp or Compass systems, and English-Spanish bilingual candidates are available.

Every candidate goes through seven screening steps, from a resume screen and an English and accent screen to a specialized evaluation for the role and your own interview. Over 5,000 candidates are screened per week, and only the top 1% are presented to clients. You interview 2–4 finalists per round, for as many rounds as you need, and choose. Candidates can be ready to interview in as little as 3 days, and a new hire can start in as few as 5 days from the first call.

What every plan includes:

• Your own TC who works only for you and your team, in your time zone and during your business hours.
• No setup, onboarding or upfront costs, and month-to-month terms for a single hire.
• Extra hours at the same flat rate as long as the hire agrees, with no overtime surcharge.
• The Perfect-Fit Guarantee: we replace the hire at no cost, at any time, for any reason, and pause billing while you interview the replacement.
• Confidentiality in writing: every hire signs a contract with us that includes an NDA and confidentiality clause covering your business.

We’re not the cheapest option, and we don’t try to be. We hold a high bar, pay the people we place above industry standards, and support both you and your hire, because the person keeping your deals on track should be someone you can rely on for years. Every rate is on our pricing page.

How do you set up a virtual TC?

Give them your checklist, your logins and one file to learn on.

1. Write down your contract-to-close checklist, or use your broker’s. Your TC works from it on every file.
2. Give them their own logins to your transaction management system, email and calendar, never shared passwords.
3. Introduce them to your regular lender, title and escrow contacts so updates go straight to them.
4. Start with one file they work alongside you, then hand over new files as they go under contract.

Our first-30-days guide shows how our clients bring a remote team member up to speed, one system and one task at a time.

Frequently asked questions