Real Estate Transaction Management Software for New York
In most states, transaction software sells itself on contract forms and contingency deadlines. New York does not work that way. The seller's attorney drafts the contract of sale, usually a standard printed form plus negotiated riders. The buyer's attorney marks up the rider. Nothing is binding until both sides sign, and there is no formal statutory review period afterward because the negotiating already happened. There are no state-promulgated purchase contracts a broker fills in, and brokers who draft legal documents run into unauthorized practice of law under Judiciary Law section 478 (source: New York City Bar).
Full access for 14 days. The real product, your real deals, day one.
No credit card. No contract. We set it up with you - free.
A 1-minute walkthrough - listing to closed, end to end.
1,700+
real estate companies
4.6M+
transactions managed
16 years
in business
~30,000
closings last month
So what does the brokerage actually own?
Its own file. The listing agreement. The agency disclosure acknowledgment under RPL 443. The deal sheet. Commission records. The document trail the Department of State expects to see for three years. And the coordination itself: five parties, two attorneys, a lender, and often a managing agent and a co-op board, every one of them waiting on somebody else.
In short
Who Owns What in a New York Deal
Every stage of a New York residential deal has an owner, and most of the failures are handoff failures rather than mistakes. Here is the whole board, stage by stage and party by party. Select a party column to follow one role down the deal.
| Stage | |||||||
|---|---|---|---|---|---|---|---|
| Listing and offerWhen nobody tracks this stage, the signed agency disclosure acknowledgment goes missing and the file starts incomplete. | Listing agreement, agency disclosure, marketing | Agency disclosure, offer submission | - | - | Opens the file, applies the checklist | Pre-approval letter | - |
| Deal sheetWhen nobody tracks this stage, one attorney never got the deal sheet and the contract sits undrafted for a week. | Prepares and circulates deal sheet | Confirms buyer details | Receives deal sheet | Receives deal sheet | Files deal sheet, confirms all parties have it | - | - |
| ContractWhen nobody tracks this stage, the fully executed contract lives in an agent's inbox and never reaches the brokerage file. | Keeps parties moving | Keeps parties moving | Drafts contract of sale and rider | Reviews, negotiates, advises buyer | Tracks signed contract into the file | - | - |
| FinancingWhen nobody tracks this stage, the commitment date passes unnoticed and everyone finds out from the lender. | - | Chases commitment status | - | Reviews commitment terms | Logs commitment letter, updates key dates | Underwriting, commitment letter | - |
| Board package (co-op)When nobody tracks this stage, the package goes to the managing agent missing one reference letter and loses a board cycle. | Supplies building requirements | Assembles package with buyer | Reviews financial disclosures | Reviews financial disclosures | Tracks every package document to done | Verification letters | Reviews, interviews, approves or rejects |
| ClosingWhen nobody tracks this stage, the commission records get assembled after the fact from memory. | Final walkthrough coordination | Final walkthrough coordination | Clears title issues, schedules closing | Reviews closing figures | Confirms checklist complete, commission records ready | Clear to close | Managing agent closing requirements |
- Listing Agent
- Listing agreement, agency disclosure, marketing
- Buyer's Agent
- Agency disclosure, offer submission
- TC / Brokerage Admin
- Opens the file, applies the checklist
- Lender
- Pre-approval letter
When nobody tracks this stage, the signed agency disclosure acknowledgment goes missing and the file starts incomplete.
- Listing Agent
- Prepares and circulates deal sheet
- Buyer's Agent
- Confirms buyer details
- Seller's Attorney
- Receives deal sheet
- Buyer's Attorney
- Receives deal sheet
- TC / Brokerage Admin
- Files deal sheet, confirms all parties have it
When nobody tracks this stage, one attorney never got the deal sheet and the contract sits undrafted for a week.
- Listing Agent
- Keeps parties moving
- Buyer's Agent
- Keeps parties moving
- Seller's Attorney
- Drafts contract of sale and rider
- Buyer's Attorney
- Reviews, negotiates, advises buyer
- TC / Brokerage Admin
- Tracks signed contract into the file
When nobody tracks this stage, the fully executed contract lives in an agent's inbox and never reaches the brokerage file.
- Buyer's Agent
- Chases commitment status
- Buyer's Attorney
- Reviews commitment terms
- TC / Brokerage Admin
- Logs commitment letter, updates key dates
- Lender
- Underwriting, commitment letter
When nobody tracks this stage, the commitment date passes unnoticed and everyone finds out from the lender.
- Listing Agent
- Supplies building requirements
- Buyer's Agent
- Assembles package with buyer
- Seller's Attorney
- Reviews financial disclosures
- Buyer's Attorney
- Reviews financial disclosures
- TC / Brokerage Admin
- Tracks every package document to done
- Lender
- Verification letters
- Co-op Board
- Reviews, interviews, approves or rejects
When nobody tracks this stage, the package goes to the managing agent missing one reference letter and loses a board cycle.
- Listing Agent
- Final walkthrough coordination
- Buyer's Agent
- Final walkthrough coordination
- Seller's Attorney
- Clears title issues, schedules closing
- Buyer's Attorney
- Reviews closing figures
- TC / Brokerage Admin
- Confirms checklist complete, commission records ready
- Lender
- Clear to close
- Co-op Board
- Managing agent closing requirements
When nobody tracks this stage, the commission records get assembled after the fact from memory.
Party roles per the New York City Bar guide to the purchase and sale of real property.
In short
Co-op vs Condo: The Board Package Changes Everything
Two New York deals at the same price point can carry wildly different files. The difference is not the contract. It is the board.
Lighter file
The condo file
- Contract of sale and rider
- Financing documents and commitment letter
- Waiver of right of first refusal
- Standard closing documents
Board approval required
The co-op file
- Everything in the condo file, plus the board package
- Financial statements and tax returns
- Reference letters, personal and professional
- Employment verification
- Building-specific forms from the managing agent
- The board interview, and then approval or rejection
A condo board typically waives its right of first refusal rather than approving the buyer, so that file moves on the attorneys' and lender's timelines alone. The cooperative's board, by contrast, reviews the application and can reject the deal outright (source: New York City Bar).
The operational consequence is the part nobody plans for. A co-op file can carry two or three times the documents of a condo file, and those documents are assembled from the buyer, both attorneys, the lender, and the managing agent. The brokerage's tracking burden is heaviest exactly where the deal is most fragile, because a package submitted one reference letter short does not get returned with a note. It waits for the next board cycle.
Checklist Templates auto-apply by deal type, so a co-op deal gets the co-op checklist with board package items included and a condo deal gets the shorter one, without anyone choosing. Standardized Document Names and Doc Labels keep "REF-LETTER-2" from living in five inboxes under five different names. Dashboards show which board package items are still outstanding across every co-op deal in the office, not one file at a time.
The Compliance Corner: DOS Rules the Brokerage Still Answers For
Attorneys hold the contract, but the brokerage has its own regulatory surface, and the Department of State's Division of Licensing Services regulates the licensees who work in it.
| Requirement | Rule | What it requires |
|---|---|---|
| Record retention | 19 NYCRR 175.23 | Three years of records for every residential transaction: names and addresses of seller and buyer, the broker-prepared contract or binder (or price and deposit if the broker did not prepare it), plus commission details. |
| Agency disclosure | RPL section 443 | Present the state agency disclosure form (the DOS-1736 series) at first substantive contact and keep the signed acknowledgment on file. |
Three years sounds short next to states that require five. The duration is not the test. The test is whether you can produce the record on request, complete and legible, years after the agent who handled the deal left the firm and took their inbox with them.
In short
Built for Coordination, Not Contract Drafting
Strip out the contract-drafting features a New York brokerage will never use and what is left is the part that actually decides whether a deal closes on time.
- 1
Attorney emails file themselves.
Every transaction gets its own Maildrop email address. Bcc it on the note to the seller's attorney, or forward the buyer's attorney's rider comments, and the email lands on the right file with its attachments. No drag-and-drop, no renaming, no "which deal was that" moment three days later. - 2
@mentions replace the fourth follow-up email.
Messaging lives on the transaction. An admin @mentions the listing agent on the file: commitment letter is in, board package is now the critical path. The context stays attached to the deal, visible to everyone with permission, permanently. - 3
Message templates for the updates you send every week.
The contract fully executed note to all parties, the board package reminder, the clear-to-close announcement. Templated once, sent in seconds, worded the same way by every admin in every office. - 4
Checklists per deal type, including co-op versus condo.
Checklist Templates auto-apply by deal type, side, location, and status, so a Brooklyn co-op listing gets a different checklist than a Westchester single-family buy-side. Key Dates auto-calculate due dates in business days or calendar days. - 5
Review history is your proof of supervision.
Document review history and the complete audit trail show who reviewed the agency disclosure, when the contract hit the file, and what changed along the way. That is the supervision story a broker of record wants ready before anyone asks for it.
See the full feature rundown for everything that ships on every plan.
From the RLS to OneKey: One System Across Every Office
New York runs on a split listing landscape, and a very large market with two very different operating cultures inside it.
43,000+
OneKey MLS subscribers
Long Island, Manhattan, Hudson Valley
120,000
Licensed professionals statewide
About 77,000 salespersons, 43,000 brokers
58,000+
NYSAR members
New York State Association of REALTORS
RLS
REBNY's own listing service
The dominant platform inside New York City
OneKey MLS is the state's largest multiple listing service, formed from the merger of MLSLI and the Hudson Gateway MLS. Inside New York City the dominant platform is the Real Estate Board of New York's RLS, a listing service run by REBNY rather than a traditional Realtor-association MLS (source: PropertyClub NYC). Statewide licensing figures come from Department of State licensing data, and NYSAR is the largest trade association.
Plenty of New York brokerages straddle both worlds: a Brooklyn office selling co-ops through the RLS and a Long Island office on OneKey, run by the same broker of record under the same compliance policy. Locations keeps each office's transactions separated with its own checklists and admins, while leadership sees production, overdue items, and closings across every office in one view. Instant reports like Closing in 30 Days and Overdue Closings run per office or firm-wide. Unlimited locations are included on every plan, so a two-office firm and a ten-office firm pay by production, not by office.
It matters at the desk level too. A transaction coordinator in New York covering deals across both an RLS office and a OneKey office works from one dashboard rather than two spreadsheets and a shared inbox, and a new transaction coordinator joining the firm inherits the checklists instead of inheriting somebody's filing habits. Our guide on how a transaction coordinator helps your real estate business covers what that role takes off a broker's plate.
What It Costs: A Brooklyn Brokerage Example
Take a Brooklyn brokerage as a worked example, not a customer: 15 agents, heavy co-op business, closing about 20 transactions a month, with an offsite transaction coordinator and an outside bookkeeper.
| Monthly production | Price | Note |
|---|---|---|
| 5 transactions / mo | $69 / mo | Entry tier |
| 250 transactions / mo | $540 / mo | Roughly $2.16 per closing |
| 450 transactions / mo (Unlimited plan) | $715 / mo | Then $1.65 per transaction beyond 450 |
Everyone gets a login. All 15 agents, the broker, the offsite TC, and the bookkeeper with granular permissions scoped to exactly what they need. Users are unlimited on every plan, so nobody is left out of the system to save a seat license.
Try it on a live co-op file. No contract and free setup, and the 14-day free trial needs no credit card, so the brokerage can run a real co-op deal through it, board package checklist and all, before deciding anything.
Add-ons where they fit New York. Pipeline eSign for the brokerage-side documents it is allowed to send, in usage-based blocks of 10 signature requests with unlimited signers and documents. The Commission Module from $49 per month for splits, tiers, caps, and CDAs across roughly a dozen reports, useful where deal sheets meet commission invoices. Pipeline AI early access at $99 per 1,000 pages of AI Doc Review.
Storage stops being a conversation. Unlimited storage is included, which matters when co-op files run to hundreds of pages and the three-year retention clock does not start until closing.
See the full pricing table and place your own monthly production against the tiers.
What the Top-Ranking Pages Miss
Search results for New York transaction coordination are mostly job boards and TC outsourcing services, so here is what none of them cover.
| Coverage | What ranks now | What we add |
|---|---|---|
| Attorney-state workflow | Job listings and TC service directories that never explain who holds the contract | A stage-by-stage responsibility matrix for New York deals covering agents, attorneys, TC, lender, and board, plus the software workflow for the brokerage's share of it |
| Co-op board packages | Nothing. No ranking page addresses board package file management | Co-op versus condo file anatomy, deal-type checklists that auto-apply board package items, and dashboards tracking outstanding package documents |
| DOS compliance | Not covered anywhere in the ranking set | The three-year retention rule under 19 NYCRR 175.23, RPL 443 agency disclosure handling, and the audit trail plus auditor access that answer a DOS inquiry |
| Brokerage-level operations | Agent-centric or outsourcing-centric content only | A broker-of-record view: supervision via review history, per-office Locations, firm-wide reports, and production-based pricing with unlimited users |
| The RLS versus MLS split | Ignored | How one system serves an RLS-based New York City office and a OneKey office under one roof |
New York Transaction Management FAQs
Do New York brokerages need transaction management software if attorneys hold the contract?+
Yes, for the brokerage's own file. The attorneys manage the contract of sale, but nobody else manages your record: the three-year residential transaction record required under 19 NYCRR 175.23, the RPL 443 agency disclosure acknowledgment, commission records, and the coordination across two attorneys, the lender, and often a co-op board. The contract is theirs. The file is yours.
Does New York have standard real estate contract forms brokers fill out?+
No. There are no state-promulgated purchase contracts that brokers complete in New York. The seller's attorney drafts the contract of sale, typically a standard printed form plus negotiated riders, and the buyer's attorney reviews and negotiates it before either side signs. Brokers avoid drafting legal documents because non-attorney drafting risks unauthorized practice of law under Judiciary Law section 478 (source: New York City Bar).
How long must New York brokers keep transaction records?+
Three years. Under 19 NYCRR 175.23, each licensed broker must keep records of every residential transaction, including one-to-four family dwellings, condominiums, and cooperative apartments: names and addresses of seller and buyer, the broker-prepared purchase contract or binder, or if the broker did not prepare it, the purchase price and deposit amount, plus commission details. Unlimited storage and free monthly backups make that a non-issue.
How does Paperless Pipeline handle co-op board packages?+
Checklist Templates auto-apply by deal type, so a co-op deal gets the co-op checklist with the board package items already listed and a condo deal gets the shorter one. The transaction's Maildrop address files attorney and managing agent emails straight to the deal with their attachments, and dashboards show which board package items are still outstanding across every open co-op file.
Can attorneys and outside parties be part of the workflow?+
Their correspondence can. Forward or bcc the transaction's Maildrop address and the attorney's email files itself to the right deal with attachments attached. For read-only oversight, optional auditor access provides a scoped login, and granular permissions control who inside the brokerage sees and does what, per office and per role.
What does it cost for a multi-office New York brokerage?+
Pricing runs by monthly production, from $69 per month for 5 transactions up to $540 per month for 250, with an Unlimited plan at $715 per month for 450 transactions and $1.65 per transaction beyond that. Unlimited users, unlimited locations, and unlimited storage are included on every plan. No contract, free setup, and a 14-day free trial with no credit card. Exact tiers are on /pricing.
Own Your Side of the Deal
The attorneys will always hold the contract. The brokerage that thrives in New York is the one that can prove its own file is complete, current, and coordinated: every attorney email on the deal, every board package item tracked, every disclosure acknowledgment reviewed and dated. 1,700+ real estate companies, 4.6M+ transactions managed, 16 years in business, roughly 30,000 closings last month.
No credit card. No contract. Free setup.
See pricing, from $69/mo with unlimited usersSources
- New York Department of State, Division of Licensing Services - licensing of brokers and salespersons
- New York City Bar - purchase and sale of real property, attorney-drafted contracts and co-op board approval
- New York Judiciary Law - unauthorized practice of law, section 478
- New York Real Property Law section 443 - agency disclosure requirement
- 19 NYCRR 175.23 - three-year broker record retention
- OneKey MLS - subscriber count and service area
- PropertyClub NYC - the REBNY RLS and the New York City listing landscape
- New York State Association of REALTORS - membership figure
This page is general information about New York practice, not legal advice. Confirm current rule text and form revisions with your broker of record or counsel.