Home / Customer Stories / Jason Duncan
How a transaction manager runs 300 to 350 deals a year with ListedKit AI.
An early adopter of technology and a late adopter of his own workflow, Sage Sotheby's in-house transaction manager in Oklahoma City picks tools that make the work better without replacing the expertise. ListedKit met that bar.
A brokerage's in-house TC
Jason Duncan has been in real estate since 2018, and he has worked nearly every side of it: team leader, compliance director, agent, and TC. About a year and a half ago, he became the in-house transaction manager at Sage Sotheby's International Realty in Oklahoma City.
In this role, he supports 15 to 20 of the brokerage's top agents and teams. He closes 300 to 350 deals a year and keeps 35 to 50 files moving at once. That number will likely continue to rise, as the brokerage grows.
Before ListedKit
Three or four programs, and every team with its own template.
What Jason wanted was straightforward: one system that could be centralized and applicable to anyone. That was hard to build. As a TC he tracks timelines, volume, closings, and brokerage reporting, and different teams give him specifics they want included for their clients.
To keep it all straight, he was working across a Google Doc of team- and agent-specific templates, spreadsheets, separate CRMs, and a stack of other platforms. The system was not possible at scale, especially not with the volume of contracts Jason is working on.
The cost was not only time and effort. Scattered systems put professionals at risk of missing something, and in a business where dates depend on other dates, small misses compound.
“I'm an early adopter of technology and a late adopter when it comes to my own workflows and systems.”
Why he switched
The right fit for an early adopter of technology, and a late adopter of workflows.
Jason believes in utilizing tools that are available to make our jobs better, but also maintaining what makes us experts and professionals in our field. He calls himself an early adopter of technology and a late adopter when it comes to his own workflows and systems.
ListedKit fits that standard in three ways:
- One centralized system to track everything, so the process from contract to close is repeatable and consistent.
- A dashboard that creates priorities and a place to start every day, showing what is coming, what is due, and what is overdue.
- A second set of eyes that verifies the file against the other documents fast enough to catch what got missed, before the file ever starts.
What changed
From four programs to one file, verified.
“Being able to see them all and find them quickly just lets us all be above bar and safe.”
The Results
Roughly four full work weeks saved, on new-file setup alone
30 min/file
Saved on every new file, across 300 to 350 files a year
35–50 files
Moving at once, without dropping the volume
Jason estimates he saves at least 30 minutes on every new file. Across 300 to 350 files a year, that is 150 to 175 hours, or close to four full work weeks he gets back.
He is also more efficient with the time he keeps, because the dashboard shows him what is coming, what is due, and what is overdue. There is one place to start the day, and one place to end it.
The verification loop has also prevented loss. On a contingency deal that was pushing hard for an early closing, Jason pulled the contract close date, traced it back to the line it came from, and confirmed against the rest of the file that nothing had actually been amended. The push stopped there.
“Utilizing tools that are available to make our jobs better, but also maintaining what makes us experts and professionals in our field.”
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Questions
How does a transaction manager use ListedKit to run 300 to 350 deals a year?
Can one system replace the spreadsheets, CRMs, and templates a TC juggles today?
How does ListedKit help catch mistakes before they cost a deal?
How much does ListedKit cost?
Does ListedKit work for a brokerage's in-house transaction manager, not just an individual coordinator?
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