Essential Equipment and Software to Start as a Transaction Coordinator

So, you're ready to become a Transaction Coordinator — now what?
Before you manage your first file or onboard your first agent, you need to get your workstation and systems dialed in.

Whether you're starting as a solo TC or joining a team, this guide breaks down the essential equipment and software you’ll need to launch your TC business the right way.

🖥️ Basic Equipment Setup

Let’s start with the hardware. You don’t need a fancy office, but you do need the tools to work efficiently.

✅ Computer or Laptop

Your computer is your command center, an iPad / Tablet is not enough. You need to make sure that you have a decently powered Laptop or Desktop. 
Tip: Go for memory (minimum 8GB) and storage (256GB SSD or higher) — managing contracts, PDFs, and emails requires multitasking.

✅ Dual Monitors (Highly Recommended)

Having two screens makes it easier to:

• View contracts and your checklist at the same time

• Keep your inbox open while uploading files

• Respond quickly without constant tab switching

💡 Most full-time TCs swear by dual monitors once their file volume increases.

✅ High-Speed Internet

Slow upload/download speeds = frustration and delays.
You’ll need reliable internet for uploading documents, emailing files, and accessing cloud software.

Tip: Even if you live in a remote area, look into Starlink. It provides better speeds and consistency than standard services like Centrylink or Xfinity. 

✅ Printer & Scanner (Optional)

Not mandatory — but helpful if you’re working with older clients or agents who prefer paper documents.
Alternative: Use mobile scanning apps like CamScanner or Adobe Scan if you're paperless.

✅ Noise-Canceling Headset or Earbuds

If you’re taking calls, especially discovery calls or onboarding agents, having clear audio helps you sound professional.

🛠️ Essential Software & Tools

📧 Email Platform

Use Gmail or Outlook — ideally with custom branding ([email protected] ).
This becomes your primary client communication tool, so keep it clean and professional.

Tip: Do not get an unprofessional or cliche/cheeky domain... keep it clear and simple. 

🗂️ Document Storage:

• Google Drive or Dropbox — for file sharing and backups

• Organized by agent → property → file

🧾 PDF Editing Tool

You’ll need to edit and merge PDFs often. Options include:

• Adobe Acrobat Pro (paid, robust)

• PDFescape (free/basic)

• PDF Expert (Mac users)

📋 TC-Specific Software Options

As your file count grows, having a dedicated TC tool becomes a game-changer. Here are four top options:

1. Open to Close

• Robust, built-for-TCs

• Task automation, reminders, client portals

• Best for scaling solo TCs or TC teams

2. AFrame

• Custom workflows, simple interface

• Broker compliance tools

• Great for new or growing TCs

3. Folio by Amitree

• Gmail add-on for smart email organization

• Lightweight, affordable

• Ideal for beginner TCs

4. Spreadsheets

• Google Sheets or Excel

• Fully customizable

• Great for BUILD-level TCs just starting out

🎯 Bonus Tools That Make Life Easier

• Canva – For branded marketing materials or onboarding docs

• Calendly – For booking agent onboarding or discovery calls

• Loom – For recording quick walkthrough videos for clients or agent onboarding

• Slack or Voxer – For real-time team communication (if working with others)

💡 Pro Tip: Start Simple, Then Upgrade

You don’t need every tool on Day 1. Focus on the essentials and layer in software as your business grows. The BUILD course walks you through exactly how to set up your systems step by step.

🚀 Ready to Build Your TC Business?

Join our BUILD course to get tech tutorials, system templates, and a full walkthrough of how to get started with confidence.

👉 Click here to learn more about BUILD