Transaction coordinators juggle dozens of live deals, each hiding critical contingency and payment dates inside scanned contracts. An OCR pipeline extracts every deadline, builds a deal calendar and escalates reminders to the right people, so deadlines stop slipping through.
Typical results
300+
Deadlines tracked
2 min
To log a new contract
+71%
Deals per coordinator
Figures reflect typical results for this kind of automation.
The challenge
Every signed contract carried a minefield of dates — financing contingencies, inspection windows, payment milestones, delivery deadlines — buried across scanned pages in different formats. Coordinators retyped them into spreadsheets by hand, a thirty-five-minute chore per deal, and one mistyped date once cost a client a penalty clause. The fear of the next miss never went away.
Before and after
Time to log a contract
−94%Missed deadlines
−100%Deals per coordinator
+71%The automation
Every signed contract dropped into a shared folder is OCR-scanned, and AI extracts each contingency, payment, and delivery date along with the parties responsible. The dates build a color-coded deal calendar automatically, and each deadline gets an escalation ladder: a reminder to the coordinator two weeks out, the agent and lawyer one week out, and the client seventy-two hours before. Nothing closes until a human confirms each milestone as done.
How it works
- 01
Contract in
A signed contract PDF lands in the shared deal folder — that's all a coordinator has to do.
- 02
OCR extract
AI reads the scan and pulls every contingency, payment, and delivery date plus the party responsible.
- 03
Calendar built
The dates populate a color-coded deal calendar covering every live transaction.
- 04
Escalating reminders
Coordinator at two weeks out, agent and lawyer at one week, client at seventy-two hours.
- 05
Human confirm
A deadline only closes when someone confirms the milestone is actually done.
Starts from
- Signed contracts
- Shared deal folder
Delivers
- Deal deadline calendar
- Escalating reminders
- Agents, lawyers, clients
The impact
Missed deadlines typically drop to zero, even across hundreds of tracked dates a year. Logging a new contract takes two minutes instead of thirty-five, each coordinator can carry twenty-four deals instead of fourteen, and a clean deadline record becomes a strong selling point with brokerages.
Questions about this automation
How does the automation find the deadlines inside a scanned contract?
The signed contract PDF is dropped into the shared deal folder, and OCR turns the scan into text. AI then picks out each contingency, payment and delivery date along with the party responsible for it, and writes them to the deal record, where they populate a color-coded calendar covering every live transaction.
Who gets reminded, and when?
Each deadline gets its own escalation ladder. The coordinator is reminded two weeks out, the agent and lawyer one week out, and the client seventy-two hours before the date. The intervals and recipients can be set per deal type, and reminders keep going until someone confirms the milestone is done.
What happens if a date is misread or a contract uses an unusual format?
Extracted dates can be shown to the coordinator for a quick check before they go live on the calendar, and low-confidence fields are flagged for review. A deadline only closes when a person confirms the milestone. This is a multi-step build, usually rolled out in stages, starting with extraction and adding reminders after.