Real estate back office software
The AI-native back office for real estate brokerages.
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 a human approves what counts.
By closing date
Soonest first: Ezra chases missing docs, you clear the exceptions.
Richmond, VA · $625,000
All docs in
Arlington, VA · $410,000
Waiting on 2 docs · agent reminded
Richmond, VA · $485,000
1 issue to review
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 a licensed human approves what counts. 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 · 3 documents filed · deadlines updated · 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, a human approves what counts
- A permanent audit trail on every closed file
48 Harborview Drive
Audit ran 2 minutes ago · checks across the packet
Must resolve · 2
Signature date differs from the ratification date
Lead-paint disclosure
EMD amount doesn't match the escrow letter
Purchase agreement
Passing · 12
Signatures present · dates consistent · required documents on file
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.
Closed & kept · 148 files
1408 Westover Hills Blvd
J. Rivera
22 Cedar Point Court
M. Torres
760 Granite Springs Rd
J. Rivera
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 signed, the agent is paid from your brokerage’s connected bank at the speed the agent chooses. 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
- Instant, same day, or next day: the agent picks the speed and pays any speed fee
- Brokerages on their own bank can generate a NACHA batch file instead
Ready to pay
6 disbursements · $27,400
Closed Aug 12 · Jordan Rivera
From the representation agreement + settlement statement
Jordan chooses the speed · pays any fee
On your own bank?
Generate a NACHA batch: 6 payouts · $27,400
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, once your brokerage switches texting on, by text
- Clients keep portal access after closing, so their documents stay put
Where things stand
These run at the same time, not one after another. Open any card to see its steps.
Contract and inspection
You're in the inspection period.
Waiting on you
Your financing
You're in the underwriting stage.
Waiting on Fairview Mortgage
Title and settlement
You're waiting for the title search to come back.
Waiting on Cornerstone Title & Escrow
Closing day
The closing day steps start closer to the date.
Not started yet
What can still change
Your contract still leaves these open. The dates are when each one closes.
- Home inspection deadlineuntil Jul 27, 20266 days left
Until this date you can still act on what the inspection turns up, like asking the seller for repairs. Your agent can tell you what your contract allows.
- Financing approval deadlineuntil Aug 3, 202613 days left
Until this date you can still act if your financing doesn't come through, like asking the seller for more time. Your agent can tell you what your contract allows and what happens to your deposit.
Private and secure: only your transaction.
Good morning · Tuesday, July 21
18 days until closing
Next up · Earnest money deposit, Saturday
123 Maple Avenue
Richmond, VA 23220 · You're buying · $485,000
Documents
6
Home Inspection
PDF · Jul 20, 2026NEW
Purchase Agreement
PDF · Jul 8, 2026
Lead-Paint Disclosure
PDF · Jul 8, 2026
Private and secure: only your transaction.
Where things stand
These run at the same time, not one after another. Open any card to see its steps.
Contract and inspection
You're in the inspection period.
Waiting on you
Your financing
You're in the underwriting stage.
Waiting on Fairview Mortgage
Title and settlement
You're waiting for the title search to come back.
Waiting on Cornerstone Title & Escrow
Closing day
The closing day steps start closer to the date.
Not started yet
What can still change
Your contract still leaves these open. The dates are when each one closes.
- Home inspection deadlineuntil Jul 27, 20266 days left
Until this date you can still act on what the inspection turns up, like asking the seller for repairs. Your agent can tell you what your contract allows.
- Financing approval deadlineuntil Aug 3, 202613 days left
Until this date you can still act if your financing doesn't come through, like asking the seller for more time. Your agent can tell you what your contract allows and what happens to your deposit.
Private and secure: only your transaction.
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.
Commissions and agent dues are live. Your books are not, and will not be.
There is no general ledger and no trust accounting, and Ratifyly files no 1099s, because it does not collect tax IDs. Your books stay in whatever back-office system you already run, and we would rather tell you that than let you find out in March.
It is in invite-only early access.
Ratifyly is in invite-only early access, and we’re onboarding brokerages deliberately. A human approves 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, with a human approving what counts.