Virginia Transaction Coordinator Services

Organized files, clear deadlines, and steady follow-up for Virginia real estate agents.

Full TC Service in Virginia

When you have several transactions moving at once, the paperwork, the dates, and the follow-up can take over your week. We help Virginia real estate agents keep their files complete, track the dates in their contracts, and follow up on missing documents, so those details aren’t all sitting on you.

Be Happy TC has supported 12,000+ transactions since 2014. Our team brings over 50 years of combined transaction coordination experience, and we work remotely with agents and brokerages in Virginia and the other states we serve.

Three listing plans are available. Let’s talk about the support that fits your business.

Take a look at how our full TC service works.

You choose the listing plan that fits, so you get as much or as little help as you need. Depending on your plan, we can:
- Collect the listing paperwork and make sure everyone who needs to sign has signed.
- Send the seller disclosures and any addenda for the seller to complete, with your approval.
- Enter your listing into the MLS, including the remarks, once you set up our MLS access.
- Upload photos and documents.
- Set up showing instructions and scheduling.
- Enter open houses.
- Process price adjustments.
- Review the file and submit it for your brokerage’s compliance approval.
- Review new contracts for missing signatures and for forms the transaction may need, then let you know what's missing.
- Build a timeline from the contract, including the financing and appraisal contingency dates and the Closing Date.
- Send you reminder emails ahead of key dates, so nothing sneaks up on you.
- Confirm that the earnest money deposit was received as the contract requires.
- Request inspection reports for the file and follow up on anything outstanding.
- Check in with the lender on the loan application, the appraisal, and whether the loan is on track for the Closing Date.
- Follow up on HOA or condo association documents and approvals, as applicable.
- Order the home warranty, as applicable.
- Stay in touch with the title officer or company, confirm the closing, and schedule it.
- Send you a copy of the complete file, as applicable.
- Create the transaction in your brokerage’s compliance system and upload the contract documents.
- Complete the forms your broker requires.
- Let you know once your file has passed compliance.
- Only need the compliance piece? Our compliance-only service uploads your documents to your brokerage’s compliance system, without the rest of the coordination.
Need help writing an offer? We can prepare offer paperwork from the terms and instructions you provide, and you review and approve it before it’s sent.
We also support some lease transactions and selectively accept commercial files, so share the details and we’ll confirm whether your file is a fit.

Let’s Find the Right Support for Your Business

Tell us a little about your business and where you could use support. We’ll talk through your needs, answer your questions, and explain our services and fees.

Let’s Talk

Before we start, we talk through how you like to work, what your brokerage requires, and who handles which conversations. Some agents want us communicating directly with their clients, and some prefer we work only with them. Either way, we confirm it up front.

During the transaction, we keep in touch with the other agent and their TC if they have one, the lender, the title officer or company, and your brokerage’s compliance team, so the file keeps moving. You stay the licensed professional on the deal, and we handle the administrative side: the paperwork, the dates, and the follow-up.

We respond to emails within two business hours.

We manage our transactions in A-Frame, our own transaction system, and you can have limited access to your files there whenever you want to check on progress. We also have experience with KW Command, Glide, zipForm, Dotloop, SkySlope, DocuSign, Paperless Pipeline, RE eBroker Group, BackAgent, PSIRGO, Real Smart Agent, Sweet Assist, and many more.

CEO and Founder
I’ve spent over 27 years in real estate, and about 24 of those years have been in transaction coordination. Along the way I figured out that the paperwork was the part I loved, so I built Be Happy TC around it in 2014. Today I lead a team that helps agents keep their files organized and their transactions on track. Our slogan says it best: where every transaction ends in a smile.

Who’s Behind Your Files

Our team of experienced coordinators supports your listings and transactions from the first document to the final file. Get to know the people working on your behalf.

Transaction Coordinator
Brooke coordinates our Virginia transactions and leads our transaction coordinators, with about 15 years of experience.
Read Brooke’s Bio

Meet Our TC Team

Director of Finance and Marketing
I got my start in the electronics industry in 1992 selling home audio/video equipment and after a few years moved on to the automotive industry in 1995 doing custom fab fiberglass and auto sound. In 2013, I switched to the Real Estate industry and never looked back!

What Agents Say

“Working with Brooke and Be Happy TC on all my transactions has been an incredibly empowering experience! Having a Transaction Coordinator is like wearing a magic time-management cape that frees me from hours of tedious paperwork, allowing me to change the world one deal at a time with renewed energy and passion. Brooke is a total rockstar with a superpower for organization and systems that are more streamlined than a Swiss watch. Thanks a million! I'm thrilled for our next transaction together. :)” - Melanie Bettencourt

Virginia TC Questions

Do I need a transaction coordinator who lives in Virginia?

Not necessarily. What matters is that your coordinator knows how your transactions run, works within your brokerage’s process, and keeps you informed. We work remotely with Virginia agents, and we’ll confirm with you how our support fits your brokerage before your first file.

Will you track my contract dates?

Yes. When you send us a contract, we build a timeline from the dates in it, such as the financing and appraisal contingency dates and the Closing Date, and we send you reminders before those dates arrive. Decisions and notices about the contract stay with you and your broker. We keep you organized so you can make those calls on time.

What can a transaction coordinator handle on a Virginia file?

We handle the administrative work: organizing documents, tracking dates, following up with the people involved, and preparing your file for compliance. As unlicensed administrative support, we do not perform licensed activity, and you remain responsible for the licensed side of the transaction. Your broker may have their own policies, so we confirm our role with you and your broker before we begin.

What does it cost?

Our fees depend on the service you choose. Contact us and we will explain the options for your files.

Get Started

Everything you need to get started is on our Submit a File page. New to Be Happy TC? Schedule a meeting or send us your setup information there. Already working with us? Submit a new listing, a transaction, a compliance-only file, or an offer request.

Prefer to call? Reach us at 951-297-9922 or info@behappytc.com.

Get Started

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