What is an AI transaction coordinator?
A transaction coordinator is the person who takes a signed contract and drives it to closing: chasing documents, watching deadlines, updating the parties, keeping the file complete. An AI transaction coordinator is software that does the mechanical share of that job — the reading, sorting, filing, extracting and reminding — and hands the judgment calls back to a person.
The distinction that matters is not "AI" versus "not AI". It is whether the system finds out about things on its own. A transaction platform you type into is a filing cabinet, however good its forms are. A coordinator — human or software — notices that the lender replied, that the report attached to that reply is the inspection, and that the objection deadline is Thursday.
If you are weighing the software against hiring, the honest version of the comparison is in what a transaction coordinator does and what one costs.
How Orbit works, step by step
It watches your inbox
Orbit connects to your own Gmail and checks it about once a minute. Mail stays where it is; Orbit reads it, it does not move your mail into another system. You choose the scope of what it watches.
It decides what each message is
Rules run first and cheaply, then a model classifies what is left: is this an inspection report, a title commitment, a loan status, a signature request, a scheduling message, or noise? Attachments are read, including scanned PDFs.
- The classification layer extracts and never writes — it cannot change a deal
- The layer that writes never calls a model — it acts on what was extracted
It works out which deal it belongs to
Matching is deterministic and scored: who is on the thread, whether the thread is already attached to a transaction, the property address in the text, and what you have corrected before. When two deals score too closely together, Orbit does not pick — it asks.
It files the document
The attachment lands on the right transaction, in the right module, named the way the rest of your documents are named — the inspection report in Inspection, the commitment in Title, the settlement statement in Closing.
It raises what it found
Dates, deadlines, tasks, party details and status changes go to a review queue with the email they came from. You approve, correct or dismiss. Anything legally operative — a deadline, in particular — is never applied on its own.
It keeps the follow-ups moving
Unanswered requests, documents that have not come back, and signatures that have gone quiet come back up as notifications instead of being forgotten.
It learns from your corrections
When you re-file something, Orbit remembers the sender, the pattern and the deal. Corrections outrank inferences, and the thresholds it attaches on move slowly with its own measured accuracy — never on one click.
What Orbit automates, and what it only proposes
This is the whole design, and it is worth being exact about. Orbit has two tiers, and the line between them is not configurable.
Always yours to approve
Orbit proposes, you decide
- Contract dates and deadlines it read out of an email
- Any email that leaves the building
- Generating a document and routing it for signature
- Creating a client account or adding a transaction
- Marking a transaction complete
Runs on its own
Orbit acts, you can undo
- Filing an email and its attachments to the right transaction
- Moving a checklist item or module to a status you asked for
- Recording a note, a party, or a milestone on a module
- Setting up the Title, Inspection or Closing checklist on a deal
- Every one of these is logged with its previous value
How Orbit is different from traditional transaction coordination
| How the work gets done | A coordinator you hire | A transaction platform | Orbit |
|---|---|---|---|
| Finds out something happened | Reads the email you forward | When you type it in | Reads the inbox itself, about once a minute |
| Files a document | Yes | You upload it | Yes |
| Knows which deal it belongs to | Yes, from context | You choose the folder | Scored match, asks when unsure |
| Judgment on terms and strategy | Some, within their remit | No | no — brought to you as a decision |
| Works at 11pm on a Sunday | No | Partly | Yes |
| Cost structure | Per file, or a salary | Per agent | Per agent, unlimited deals |
| Remembers your preferences | Yes, over time | No | Yes — corrections outrank inferences |
How Orbit interacts with email
Email is where a real estate transaction actually happens, which is why this is the part built most carefully.
- Orbit reads the mailbox you connect; it does not require you to use a new inbox
- Outbound mail, when you approve it, is sent from your own Gmail, so replies thread back into the conversation
- Attachments are read, including scanned PDFs that need text recognition
- It can re-file an email onto the correct transaction, taking everything it raised with it
- You can ask it, in words, to check the inbox now
The mechanics of each stage — classification, matching, extraction, and where a person still has to decide — are written up in how AI transaction coordination works.
Asking Orbit to do things
Orbit is also where you ask questions about your deals, in plain language, and where you ask for work to be done. It answers from the transactions themselves — not from a general model’s guess about real estate — and when you ask for something it cannot do on its own, it builds the action as a card you approve.
- “What’s outstanding on Mapleton?” — answered from the deal, the review queue and the signature status
- “Run the CMA on the new listing” — a direct action; it runs and reports what changed
- “Send the seller the inspection resolution for signature” — a proposal with the document attached, waiting on your button
- “Set the inspection objection deadline to the 14th” — your own instruction, so it is applied, with the before-and-after shown
Who Orbit is for
The agent with 6–30 deals a year
Too many to hold in your head, not enough to justify a full-time coordinator. This is the gap Orbit was built for.
The agent who already has a TC
Give them Orbit. The filing and the chasing stop being their day, and their judgment goes where it is worth paying for.
The small team
Everyone sees the same transactions, the same deadlines and the same documents, and the handover stops living in one person’s inbox.
Questions about Orbit
Only ones you approve. It drafts, you read it, you send — and it goes from your own Gmail so replies come back into your inbox. Sensitive outbound categories can never be switched to automatic.
No. A date Orbit read out of an email is always a proposal in the review queue, with the email it came from attached. A date you state yourself is applied, because that is your decision, and Orbit shows you what it changed.
You correct it, which is one click to re-file onto the right deal. The correction becomes memory — it outranks future inferences for that sender and pattern — and every action Orbit has taken is in an audit trail with the value it replaced.
Not today. Orbit reads Gmail and Google Workspace mailboxes. If you are on Outlook, the rest of Nexus works; Orbit is the part that would be waiting on you.
No. The free plan is a real transaction workspace — portals, documents, forms, deadlines — and Orbit is on the paid plans, $50 per agent per month or $500 per year. See pricing.