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Customer story

How an 8-agent RE/MAX team saved 3-5 hours per transaction with ListedKit AI.

Item: ListedKit AI
Rating: 5
Author: Nathan Dehn

An 8-agent RE/MAX Results team in Missouri replaced scattered tools, unified their process, and made onboarding new hires dramatically easier.

CustomerKrista Hartmann, Team Leader

Team8 agents

LocationMissouri

Time saved3-5 hrs per transaction

The Team

The Krista Hartmann Home Team is a RE/MAX Results group based in Missouri with eight agents. Krista Hartmann leads the team, managing her own transactions with an assistant while overseeing operations across all eight agents. Nathan Dehn is one of the team's top producers, regularly handling high volumes of deals, sometimes up to 18 at a time. Both sat down with us to share how ListedKit changed the way their team works.

The Challenge

Eight agents, every one on a different system.

Before ListedKit, every agent on the team had a different system. Nathan used Todoist, uploading CSV files with date-specific tasks. Other agents kept paper calendars and wrote down key dates by hand. Nobody was using the same tool, and nothing connected to anything else.

The pain points were different for each person, but they all pointed to the same gap. For Nathan, it was the constant context switching: bouncing between Gmail, contact lists, and task apps just to send one email. For Krista, it was collaboration. She and her assistant each had their own to-do lists, but when a task fell between them, it simply got missed. A few days before closing, they'd discover something critical hadn't been done.

Nathan had also tried outsourcing to an external transaction coordinator, but that brought its own frustrations. Deadlines were getting missed, responses were slow, and he was drowning in emails trying to keep track of everything. At 18 simultaneous transactions, he knew he needed a better way.

“A few days before closing, you're just like, oh my gosh, this hasn't been done. And how did this get missed? Pure frustration.”
Krista HartmannTeam Leader

The Decision

Nathan found ListedKit through a YouTube video where a transaction coordinator mentioned it. Frustrated with his external TC and overwhelmed by emails, he was looking for something he could start using immediately, even as a solo agent managing his own deals. ListedKit fit that requirement.

When Krista saw what Nathan was doing with it, she recognized the potential for the whole team. As a leader watching the financial bottom line, the usage-based pricing made it easy to offer ListedKit to every agent without a big commitment. She started paying for the team's access and set up unified task lists for buyers and sellers that everyone could follow.

The Solution

Upload the contract and Ava takes it from there.

Now when agents on the team get a new contract, they upload it into ListedKit and Ava takes it from there: extracting dates, identifying parties, and building out the task list. Nathan no longer has to remember which listing agent is on which deal or search through Gmail for contact information. He just tells Ava “email the listing agent about the inspection” and it happens.

For Krista, the collaboration problem is solved. She and her assistant share the same view of every transaction. Tasks are clearly assigned, so Krista knows what's hers and their assistant knows what's theirs. Nothing falls into the gap between them anymore.

The onboarding benefit has been an unexpected win. Nathan recently hired his first virtual assistant, and the training process was dramatically different from what it would have been without ListedKit. Instead of teaching every email template and every step of the process, he could point them to Ava. His VA tells Ava what needs to be communicated, and Ava drafts it with the right context already included.

The team is now building unified checklists for both buyer and seller transactions, refining them as they go. Krista's goal: by the end of the year, every agent follows the same process. The spring busy season will be the real test.

What changed

From scattered tools to one shared view.

Before ListedKitWith Ava

Every agent using different tools: Todoist, paper calendars, Gmail, spreadsheets

95% of transaction information in one platform for the entire team

Deadlines springing up day-of with no advance warning at high volume

Calendar reminders at multiple intervals before every deadline

Team leader and assistant had separate to-do lists with no shared view

Shared task view with clear ownership so both know who is doing what

Managing 18 deals at once and unable to remember parties on each one

Tell Ava "email listing agent about X" without looking up names or contacts

New hires had to memorize every email template before sending anything

VA tells Ava what to communicate and Ava drafts it in seconds

“I had 18 transactions at one time, and it was impossible to remember everyone involved with every transaction. With Ava, I didn't have to be like, wait, which contract is this again? What's the listing agent's name? It just helped have significantly less friction.”
Nathan Dehn
Agent · The Krista Hartmann Home Team
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The Results

3-5 hrs/deal

Nathan cut hours of context switching, email searching, and contact lookups per deal

95% in one place

No more bouncing between Gmail, contacts, and task apps to get one thing done

Faster onboarding

New VA and new assistant both productive faster with Ava handling email drafting

Nathan estimates he saves three to five hours per transaction. That time used to go to context switching: looking up contact information, searching for email addresses, remembering which deal had which parties. Now he opens ListedKit, tells Ava what he needs, and the information is already there.

The collaboration benefit has been just as significant. Krista and her new assistant no longer have tasks falling through the cracks between their separate to-do lists. Everything lives in one shared view with clear ownership, so both know exactly what needs to be done and who is responsible.

Krista's recommendation to other team leaders? It's affordable enough to offer to the whole team, and it gives agents a real safety net even if they don't have a dedicated TC. “You have to have a program like this” if you're doing three or more deals a month on your own.

“My VA doesn't need to know the exact template for every single email. They just tell Ava what to send, and it creates it.”
Nathan DehnAgent · The Krista Hartmann Home Team

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Questions

How does a RE/MAX team manage transactions without a dedicated TC?

The Krista Hartmann Home Team uses ListedKit AI so each agent can manage their own transactions without a dedicated transaction coordinator. Ava reads contracts, extracts deadlines, builds task lists, and drafts emails, giving agents the support they need to handle three or more deals a month on their own. Krista pays for the team's access and has set up unified checklists so every agent follows the same process.

What tools work for real estate agents managing their own deals?

Before ListedKit, the Krista Hartmann Home Team tried Todoist (too basic for project management), paper calendars (no reminders or collaboration), and external transaction coordinators (expensive and unreliable). ListedKit AI replaced all of these by combining task management, deadline tracking, contact lookup, and email drafting into one platform. Nathan Dehn estimates it saves him 3-5 hours per transaction.

How does ListedKit AI help onboard new team members or virtual assistants?

Nathan Dehn hired his first virtual assistant and found onboarding dramatically easier with ListedKit. Instead of memorizing email templates and transaction processes, his VA can tell Ava what needs to be communicated and Ava drafts the email with the right context. Krista had a similar experience with her new assistant: she pointed them to ListedKit and said "this is what we're using, period."

Can ListedKit AI help agents managing high transaction volumes?

Nathan was managing 18 transactions simultaneously and found it impossible to remember everyone involved with every deal. With Ava, he could say "email listing agent asking about this information" without searching for names, emails, or contract details. The calendar reminders at multiple intervals before deadlines also prevented the "surprise deadline" problem that was common at high volume.

What tools do real estate agents use to manage their own transactions?

The Krista Hartmann Home Team tried Todoist, paper calendars, Gmail, spreadsheets, and external transaction coordinators before finding ListedKit AI. Nathan Dehn found that general task management tools like Todoist lacked real estate context, paper calendars had no reminders or collaboration, and external TCs were expensive and unreliable. ListedKit AI combines contract reading, deadline tracking, contact lookup, email drafting, and task management in one platform built specifically for real estate transactions, saving 3-5 hours per deal.

How does AI help onboard new real estate team members?

Nathan Dehn found that onboarding his first virtual assistant was dramatically easier with ListedKit AI. Instead of the VA memorizing every email template and learning every step of the transaction process, the VA tells Ava what needs to be communicated and Ava drafts the email with the right context already included. Krista had a similar experience with her new assistant: she pointed them to ListedKit and the assistant was productive immediately without extensive training on templates and processes.

How much does ListedKit AI cost for Missouri transactions?

ListedKit AI offers transparent, usage-based pricing up to $14.99 per intake, with bulk discounts that bring the cost down. Your first intake is completely free so you can experience how our AI reads your contracts and listing agreements and helps you manage them through closing. Learn more on our pricing page.

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