Real estate back office software
Back office software that reads every page.
The back office is everything between “under contract” and “closed and archived”: compliance, deadlines, documents, commissions, and keeping clients informed. Ratifyly is that whole back office as one system: Ezra reads the paperwork and you approve what counts.
Deals
Thursday, August 6
Needs you
Active deals
5 active deals · soonest closing first.
The category
What “back office” means for a brokerage
Every deal generates the same work behind the scenes: read the contract, audit it against your rulebook, extract the deadlines, chase the documents that never came back, and keep the buyer and seller informed. That work is the back office, and most brokerages assemble it from a transaction coordinator’s inbox, a compliance checklist, a calendar, and a spreadsheet: separate tools that each hold one slice and none of which read the file.
Ratifyly replaces that patchwork with a single system built for brokerage owners. The AI reads every page of every document, builds the transaction from what it finds, and runs your compliance in the background (proposing, never deciding), so the decisions that carry your license stay with you. You can see how it works (the whole path a single forwarded email takes) or read the argument for the category itself in The AI back office: real estate’s next software category.
Intake
Forward the paperwork. The deal builds itself.
Intake is a forwarded email: the same thing you’d send a transaction coordinator. Ezra, Ratifyly’s assistant, reads the attachments, splits a combined PDF into its real documents, identifies each one, and files it against the right transaction. Parties, property, price, and dates come from the contract itself, so nothing is re-keyed and there’s no new system for your agents to learn.
- Works from any email client: forward or CC the deal in
- Multi-document packets are split and filed automatically
- The transaction record is read from the contract, not typed by hand
FW: Ratified contract, 48 Harborview
jordan@yourbrokerage.com → ezra@in.ratifyly.com
Filed automatically
48 Harborview Drive · 9 documents filed Jul 10, 2026 · deadlines tracked · audit queued for review
Compliance & audit
Every finding, queued for a human
The moment a document lands, the audit runs: signatures, dates, amounts, and contingency deadlines, read from the document itself and cross-checked against the rest of the file and your rulebook. Findings queue by severity with the source page one click away, and nothing is approved on the AI’s word alone: your team clears each finding, and the audit trail keeps the receipts.
- Deterministic and AI checks on every page, every version
- Findings queued for review: the AI proposes, and each one waits for your OK
- A permanent audit trail on every closed file
Deals
48 Harborview Drive
Salem, VA · Jordan Rivera · Buyer side · Alex and Sam Morgan
Resolve first: 1 document missing, 2 review items to approve. 1 document expected later.
Paperwork
2 of 3- Summary of RightsMissing
Required.
- Purchase AgreementOn file48-harborview-drive-purchase-agreement.pdf
- Residential Property DisclosureNeeds signature48-harborview-drive-residential-property-disclosure.pdf
Buyer’s signed copy
The copy on file is not signed by the buyer. Once it is signed, add that copy here and it takes this slot.
Must resolveResidential Property Disclosure signedMissing signatures: buyer.
1 still needs to be added.
Expected later
- Closing Disclosure or Settlement Statementexpected at closingWaiting
Additional documents
- Lead Paint Disclosure · 48-harborview-drive-lead-paint-disclosure.pdfMust resolveLead-based paint disclosure signed (buyer + seller)Missing signatures: seller.
Drag one onto a slot to file it there, or onto a filled slot to merge a document that arrived in pieces.
The office view
One pipeline, from open deal to archived file.
The whole office on one screen: what state every transaction is in, and which ones need a human. Deadlines are computed from the documents and re-reconciled whenever an amendment moves the timeline, so the due-diligence window that would otherwise close in silence carries an overdue or due-soon flag instead. Closed files stay in your records: kept, searchable, and retrievable years later.
Deals
Thursday, August 6
20267 closed
- Every transaction in the office on one board, whatever stage it is in
- Deadlines read from the contract and flagged before they slip
- Closed files retained, organized, and searchable long after closing
Commissions
Agents paid from the closed file
When the file closes, the commission engine computes each agent’s split from the paperwork that defines it: the representation agreement and the settlement statement. It generates the disbursement authorization and puts it in front of you, because software never signs a disbursement. You do. Once you sign, the agent is paid from your brokerage’s own bank. Dues run on the same system: assess them, collect them, and see what settled, what bounced, and why, with the totals adding up.
- Each split computed from the representation agreement and the settlement statement
- Every disbursement authorization signed by the broker, never by the software
- Pay one deal from its own page, or every ready deal in one bank file
- Payments leave your brokerage’s own bank, and a return you record puts that agent’s payment back in line to pay again
Pay agents
Pay your agents, collect dues, and keep the records for your brokerage.
2 of 2 agents are ready to be paid by bank file.
One row per deal you owe money on. Oldest closings first. Open a deal to pay it.
Payout · 48 Harborview Drive
Gross commission$16,470.00
Brokerage split · 30%−$4,941.00
Jordan Rivera$11,529.00
70.00% · $4,941.00 of $18,000.00 cap · $13,059.00 remaining to cap
From the representation agreement and the settlement statement
Clients
The portal that ends the “any updates?” texts
Buyers and sellers get a live portal: the first place a client can watch every front of their deal at once, the contract and inspection, the loan, the title work, and closing day, updated the moment the paperwork is. Each front carries its own count of what’s done and names the company holding it, so “where is my deal?” is answered before the text is sent. It requests what the client still owes and keeps their documents in one place they keep access to after closing.
- A live client portal on every deal, updated as the file moves
- Every front of the deal at once, each with its own count and, where there is one, the company holding it
- The windows still open on the deal, with the date each one closes
- Action items and reminders go out by email and by text
- Clients keep the portal after closing, and a buyer’s portal becomes their Home File, so their own paperwork stays put
Your journey to closing
Three things happen at once after ratification.
Contract and inspection
Now: inspection, due Jul 20
Your financing
Appraisal with Fairview Mortgage, updated Jul 14
Title and settlement
Title search with Cornerstone Title & Escrow, updated Jul 14
The date on each line is the latest news we have.
Where things stand
These run at the same time, not one after another. Open any card to see its steps.
Documents
All 3Key dates
Behind you
Honest scope
What Ratifyly is, and what it isn’t yet
A back office is a big claim, so here is where the edges are. We’d rather you know exactly what you’re evaluating.
- It is not a forms or e-signature editor.
- Keep your forms library and your e-signature tool. Whatever produced the PDF, Ratifyly reads it; it does not author or sign documents. If that’s the job you’re comparing tools for, we wrote an honest dotloop vs. SkySlope vs. Ratifyly comparison that says which tool does which job.
- It runs the commissions. It does not run your trust account.
- Beyond the splits, payouts and dues above, Ratifyly keeps each agent’s 1099 totals and the year-end reconciliation behind them, and posts the journals to QuickBooks Online. Two things stay where they are: escrow money stays in the trust account you run today, and your accountant files the 1099s from those totals. We would rather tell you that than let you find out in March. Your own books, personal and any business you run outside the brokerage, can live in Books.
- It’s open.
- Anyone can create an account, free for one agent with up to 5 deals open at a time. We set up brokerages with you personally. Ezra checks with you on what counts, and you can read exactly how we handle your files on our security & trust page.
See the back office run on one of your files
Forward a recent transaction and we’ll show you what it becomes: the deal built, the contract audited, the deadlines laid out, and the client portal your buyers and sellers get, while you make the calls.