Transaction coordination
Once an offer's accepted, a sale becomes a list of dates and a stack of paperwork that has to be chased from several directions at once. This agent logs the milestones as soon as an offer is agreed, keeps the task list current against them, and checks the compliance documents you hold against the ones you need. The coordinator's day starts from what's actually outstanding, not from re-checking the file.
Step by step
Connect the transaction record
The agent is pointed at wherever a sale's progress is tracked today — a CRM record, a shared tracker or a case file — and the compliance document checklist your agency works to.
Log the milestones on acceptance
Survey, mortgage offer, exchange and completion dates are logged the moment an offer is marked accepted.
It keeps the task list current
As each milestone is reached or a document arrives, the task list updates, so it reflects the transaction as it actually stands.
It checks documents held against required
ID, proof of funds, EPC and the rest of your checklist are checked against what's actually on file for that transaction.
It flags what's missing or close to due
Gaps and approaching deadlines are surfaced together, not buried in a longer list of everything that's fine.
The coordinator gets a digest
A running digest goes to the negotiator or coordinator rather than a person re-opening every file to check.
Exactly what this agent can see, touch and change
The same five controls sit behind every ollo agent. These are this one's settings — visible before you build it, not buried in an admin screen afterwards.
Context
What reaches the modelSales coordinators and negotiators juggling several transactions at once, who want to know what's actually outstanding without opening every file.
Escalation
When it asks a personThe coordinator reviews the digest and decides what to chase — the agent doesn't contact solicitors or clients directly.
Applications & Rights
Which tools it uses, and what it may do in each
Google DriveRead only
NotionReadWrites newCreates new records or documents. Never edits, moves or deletes anything that was already there.Verification
How you know it’s rightEvery claim links to the document it came from. A statement the agent cannot cite does not make it into the output — which is what makes the result reviewable in minutes rather than re-read end to end.
Who it’s for
Sales coordinators and negotiators juggling several transactions at once, who want to know what's actually outstanding without opening every file.
What you’ll need
- Transaction tracker or CRM connected
- Compliance document checklist agreed
- Milestone set agreed (survey, mortgage offer, exchange, completion)
- A named coordinator to review the digest
What you get
- A per-transaction task list
- A running digest of what's missing or due
- A compliance-document gap list
What it doesn’t do
It flags what's outstanding to a person — it doesn't contact solicitors, chase clients, or change a milestone date itself. Where a document isn't in the connected source, it can't check it.
We build the first one with you
Not a template you configure alone. We sit with your team, build it on real data, and hand over the controls.
Scope
One session with the people who actually do the work. We agree what the agent reads, what it may write, and who approves.
Co-build
Built on your own data, not a sandbox. You watch it being made, so you know why it behaves the way it does.
Handover
You own the controls. Change the context, tighten the rights, move the approval gate — without coming back to us.
Parts of the work currently spread across the categories below. It does not replace any of those products outright.
Frequently asked
Does it chase the solicitor for us?
No. It tells the coordinator what's missing or approaching; any call or email to a solicitor, buyer or seller is still made by a person.
What if a milestone date changes?
Update it in the connected tracker and the agent's task list follows — it reads the record, it doesn't hold a separate copy of the truth.
How does it know what documents we need?
From the compliance checklist your agency agrees with us in the co-build — it checks against your list, not a generic one.
Can it flag something urgent outside the digest schedule?
In this version, no — it runs on the digest cycle you set. An urgent same-day gap still needs someone to check the file directly.