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Jessica used to review every file herself. Now Ava checks it first.
Jessica DiRosa coordinates transactions for most of Sellstate Altitude's 50 agents. When we spoke, she had 36 open files. Ava checks the documents first, and Jessica decides what happens next.
Before ListedKit
The search for a better review.
Jessica handles transaction coordination, compliance, and commissions for Sellstate Altitude, which works in Colorado and Nebraska. She coordinates transactions for roughly 70 to 80% of the office's agents.
For years, Jessica spent hours reading contracts herself to make sure nothing was missed. “We were specifically looking for something AI based that could help me with that.” The office tried a new AI tool as beta testers, but Jessica was still doing much of the review by hand.
“It really wasn't saving a whole lot of time because it was such a new program, and it wasn't up and running to its full potential yet. So I was still having to manually review a lot of the contracts.”
So Jessica kept looking. She compared ListedKit with two other AI vendors, and Ava's compliance review stood out. “It seemed a lot more advanced as far as the AI compliance piece.” Jessica says she's usually the one dreading a new program, but this time the decision was quick. “It probably didn't even take us a half an hour to decide we want to do this. We pulled the trigger on it the same day.”
How review works now
From manual review to final approval.
Now, when a contract comes in, Jessica picks the right task and document lists, then Ava checks the file. Jessica reviews anything Ava flags and gives the final approval in BoldTrail.
“Now I let Ava run her audit in ListedKit. Once Ava is done, I just have to go into the back office and just approve everything, because she already did the initial audit for me.”
Ava keeps checking documents as they come in through closing. Jessica has a Nebraska document list alongside the Colorado lists, so she can use the right one for each file. When a document is uploaded, the matching task gets checked off. But the part Jessica values most is still the contract review: “The biggest piece for me with that really is the AI compliance piece, where she's reviewing the contracts for me.”
A second set of eyes
What Ava catches.
Sometimes the catch is small enough to slip past a manual read. Ava compared a title commitment with the contract and spotted a name detail Jessica had missed:
“She noticed things on a title commitment that I completely bypassed. And it can be something just as silly as a middle initial missing from somebody's name that's, you know, on the contract, but it's not showing up in the title commitment.”
On listings, Jessica also uploads building permit records. If a permit is open, expired, or not finalized, Ava flags it and asks Jessica what she wants to do.
Instead of starting from a blank page, Jessica tells Ava what the seller needs to know:
“I just tell her, draft an email to the seller, attach the building permit, let them know what the problem is, how it needs to be resolved and why it needs to be resolved. And she will draft the whole email for me. I can review it and send it.”
Jessica then has Ava set a reminder to follow up with the seller, so the open permit doesn't get lost.
“I love being able to just have my conversations with Ava. We are like besties now.”
She trusts Ava because it catches things the other tools didn't. “I have developed such a trust with her, honestly, that she is doing things accurately, because she does tend to catch things that other programs that we had tried in the past didn't.”
Jessica still decides how to handle each flag, reviews and sends the emails, and approves each file herself. Ava helps her keep up without having to read every document alone.
“Just to get a file started, it probably saves me at least a half an hour per transaction just to get the file started.”
Starting a file
Half an hour back on every file.
Jessica also gets time back when she starts a file. Ava sees the new contract in her inbox, pulls the details, and drafts introduction emails from her templates. Client names, the property address, purchase price, and earnest money are already filled in. “She knows that those contracts and things are in my inbox before I even do.”
By morning, the drafts are waiting in chat for Jessica to review and send. She estimates the setup alone saves at least half an hour on each transaction.
A single transaction can mean 30 or more emails, so getting the first batch drafted matters. Ava helps later in the file, too. When an amendment comes in, Jessica can ask Ava to upload it and update the related deadlines: “Even just as simple as being able to tell her to upload this amend for me and then update all of the coordinating deadlines and things that go along with it. I don't have to manually do that.”
The agents keep writing and signing offers in CTM, and the office still uses BoldTrail for reporting. Jessica uses ListedKit alongside those systems, mostly out of sight of the agents. “The agents don't even know that it exists. It's kind of my cheat sheet.”
To another TC
What she'd tell another TC.
Jessica's advice to another transaction coordinator is simple: “Just do it. It's going to save you so much time. It's going to save you a lot of headaches.”
Asked to describe Ava in one word, she offered two: “She's a miracle. Lifesaver.”
And when she talks about the product now, she calls it by name:
“It's not even ListedKit to me anymore. I just refer to it as Ava.”
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Frequently asked questions
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