Real estate professionals need reliable document management software to help them stay organized and manage their transactions from start to finish. Agents can significantly boost their efficiency by using these programs to automate tasks, centralize documents, streamline communications, reduce errors, and meet deadlines. This frees up time to focus on what matters most: building relationships and closing deals.
Through an in-depth evaluation, I found the best real estate document management software based on pricing, features, integrations, ease of use, customer reviews, and our expert opinion:
- TransactionDesk: Best for user-friendly transaction management
- Dotloop: Best for all real estate transaction types
- RealtyBackOffice: Best for agent management tools
- Skyslope: Best for customizable forms
- DocuSign for Real Estate: Best for e-signature capabilities
- Total Brokerage: Best for end-to-end brokerage solutions
- Brokermint: Best for streamlining back-office operations
Best Document Management Software at a Glance
Software | Starting Price | FSB Overall Score | Features |
---|---|---|---|
$199 per year | 4.94 out of 5 |
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$31.99 per month | 4.80 out of 5 |
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$15 per month for one agent | 4.60 out of 5 |
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$340 per month | 4.55 out of 5 |
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$15 per agent, per month | 4.42 out of 5 |
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Contact for Pricing | 4.36 out of 5 |
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Contact for Pricing | 4.36 out of 5 |
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*Indicates annual pricing |
Did you know: The Real Estate in a Digital Age Report, published by the National Association of Realtors (NAR), revealed that only 57% of residential brokerages utilize document management software and 42% use transaction management software. According to Form Simplicity, real estate agents should be able to save an average of 40 hours per transaction when utilizing a transaction management system.
TransactionDesk: Best for User-friendly Transaction Management
Pros
- e-Signature tool provided
- End-to-end solutions offered in cloud packages
- Licensed forms available to send directly from the program
Cons
- Document encryption not available
- Limited branding tools
- No mobile app
Annual Pricing
- Basic: Starts at $199 per year
- Premium: Starts at $239 per year
- Contact Lone Wolf for detailed pricing
My Expert Opinion on TransactionDesk
Lone Wolf’s TransactionDesk is powerful real estate document management software, helping real estate teams and brokerages streamline internal processes and enhance overall productivity. This real estate software is designed to facilitate seamless collaboration among agents and brokers. One key feature of TransactionDesk is the secure real estate document storage, which simplifies compliance by reminding agents of required documentation.
Teams using TransactionDesk can leverage the document repository with common documents, forms, company guidelines, and market reports. These documents are located in one convenient place for agents to access when needed. TransactionDesk could improve by offering more flexible monthly plans for agents and teams.
TransactionDesk Dashboard (Source: Lone Wolf Technologies)
- Document management and file sharing: Securely store, organize, and share transaction documents from within the dashboard.
- Marketing Integrations: Streamline tasks and nurture leads with automated emails triggered by transaction milestones.
- Transaction management: Visualize the progress of your transactions throughout the entire process, from listing to closing. Identify areas for improvement and keep yourself on track for closing.
- Compliance tracking: Help yourself and your broker stay on track to ensure all necessary documents are in the file.
With an overall customer review rating of 4.3 out of 5, users gave Lone Wolf’s TransactionDesk positive reviews for its easy-to-use interface while providing all the forms an agent needs in one place. One user said they appreciated the transaction templates and checklists, so they didn’t have to create one for every transaction. Another user mentioned that they liked not having to use multiple programs to manage a transaction.
TransactionDesk had no reviews under 4 stars, and there were limited comments on areas for improvement. However, one reviewer said the website had slow loading times and overall just lagged when trying to use it. In my review of the platform, it could use live chat features to provide additional support features for its clientele. Users who prefer live chat features should consider Dotloop’s platform instead.
Important note: This product has gone through several transformations since its inception. Formerly known as Propertybase Back Office and BackAgent, the product has been acquired by Lone Wolf and can be purchased as a standalone product or a part of a Lone Wolf Cloud package.
Dotloop: Best for All Real Estate Transaction Types
Pros
- User-friendly interface
- Streamlined document management
- e-Signatures from any device
Cons
- Limited team functionality
- No onboarding support for individuals
- Unable to delete documents once uploaded
Monthly Pricing
- Individual: $31.99
- Teams: Contact for pricing
- Brokerages: Contact for pricing
My Expert Opinion on Dotloop
Dotloop is a powerful and comprehensive document management solution designed specifically for real estate professionals. Its robust features allow agents to edit, sign, share, and store documents, streamlining the entire document management process. The platform also offers an intuitive interface and has workflow tools that eliminate the hassle of managing manual paperwork. Dotloop has integration capabilities, enabling agents to collaborate with over 75 other real estate tools and ensure data is transferred seamlessly.
Features like contract creation, e-signatures, and task management set it apart from other options in the market. Additionally, Dotloop’s data security makes it the go-to choice for agents, brokers, and transaction coordinators. The platform offers advanced security measures, such as encryption, user authentication, and access controls, to protect sensitive client information. Dotloop could improve its services by making it easier for new agents to set up the platform.
Digital workspace (Source: Dotloop)
- Robust document editor: Real estate professionals can create, edit, and customize documents with ease.
- SMS texting communications: This helps with seamless and efficient communication between agents, brokers, and clients.
- Document scanner: Agents can easily capture and upload physical documents directly into the system.
- Document templates: A wide range of customizable templates for contracts, forms, and agreements help agents save time and effort in drafting frequently used documents.
Users of Dotloop gave it a customer review rating of 4.7 out of 5. Reviewers appreciated the platform’s ability to help them create and store contracts, manage tasks, and obtain e-signatures. Many agents said it was easy to edit the documents and liked the shortcuts included in the platform. There are links to “how-to” videos that many found super-helpful and easily shared among teams.
While Dotloop received a lot of positive reviews, some users expressed a few concerns. One common criticism is the learning curve associated with using the platform. New users unfamiliar with its features and functionalities may require time to utilize the system effectively. Additionally, some users have mentioned occasional delays in support response time. For a platform with better support, consider RealtyBackOffice for 24/7 customer service.
RealtyBackOffice: Best for Agent Management Tools
Pros
- Affordable pricing tiers
- Automated tasks and workflows
- Document tracking and cloud storage capabilities
Cons
- Limited e-signature functionality
- No mobile app
- No third-party security verification
Monthly Pricing
- Agent/Team: $15 per agent
- Getting Started: $80 for up to 10 agents
- Growing: $150 for up to 25 agents
- Building Traction: $200 for up to 40 agents
- Almost There: $320 for up to 80 agents
- Made It!: $450 for up to 150 agents
My Expert Opinion on RealtyBackOffice
RealtyBackOffice is a dynamic real estate file management software solution that helps real estate professionals manage their back office. The platform has transaction and document management and signature capabilities, along with reporting, to help alleviate the day-to-day processes of a real estate business. Its e-signature capabilities are fully integrated into the platform, so clients don’t have to download other applications, and paperwork is available on all devices.
The agent management tools allow team members to easily onboard new agents onto the team and create agents’ user profiles and predefined workflows. Team leaders can also set agent permissions and have agent activity tracking where you can see an agent’s calls, notes, and conversations. For a better user experience, a mobile application could allow agents to manage their teams on the go.
Agent activity tracking (Source: RealtyBackOffice)
- Agent production reports: Comprehensive agent production reports offer valuable insights into individual agent performance. This allows brokers to track sales, transactions, and other key metrics efficiently.
- Unlimited agent documents: It provides the freedom to store and access an unlimited number of documents pertaining to an agent’s onboarding for organized and easily retrievable documents.
- Recruitment tracking: This enables brokers to manage and monitor the recruitment process, allowing them to track candidate progress, review application documents, and streamline the agent onboarding process.
RealtyBackOffice received high customer review ratings of 4.9 out of 5. Many reviews mentioned the time-saving features for brokerage owners and team leaders. Most said the platform was easy to use and launch. The CRM was mentioned as a great place to centralize leads and distribute leads among team members. Some reviewers also praised customer service for answering when users called for assistance.
There were a few negative reviews for RealtyBackOffice, with some containing suggestions within the reviews that could help the platform improve. One user wished they could number their transactions when entering the system instead of numbering the transaction after details were inputted. Another user said uploading documents to the platform could be slow on occasion. For quicker document upload, agents can look at a platform with already integrated forms, such as SkySlope.
Skyslope: Best for Customizable Forms
Pros
- Easy-to-use intuitive interface
- Quick access to signature envelopes
- Document storage for all transactions
Cons
- Limited customizations
- Minimal integrations available
- More expensive than competitors
Monthly Pricing
- Skyslope Suite: Starts at $340
My Expert Opinion on Skyslope
SkySlope is one of the best real estate transaction management software, allowing experienced agents and those who are becoming real estate agents to set themselves and their businesses on the path to success. It offers a user-friendly interface and intuitive tools for agents and brokers to streamline document workflows. Added security and encryption features ensure client information is protected. The platform also allows agents to auto-populate forms with data from the multiple listing service (MLS), enabling agents to focus on closing deals.
Although limited, SkySlope easily lets real estate professionals customize fields, add branding elements, and tailor the forms to their specific business requirements. An available broker library has preloaded forms readily available and up-to-date, so they’re always ready when needed. The automation technology updates the matching form fields and ensures no duplicate entries. SkySlope could look at adding pricing packages for individuals to appeal to a broader audience of users.
Broker dashboard (Source: SkySlope)
- Customer support: It has reliable 24/7 assistance to address any queries or issues that users may encounter.
- Task and transaction management: It offers tools for managing tasks and transactions, allowing users to track progress, set deadlines, and collaborate with team members.
- Data analytics tools: These allow agents to compare client offers for available listings for easy-to-sort data points for better decision-making.
- Broker dashboard: This offers real-time insights, analytics, and visibility into your transactions.
Real estate professionals gave SkySlope a customer review rating of 4.5 out of 5. One user praised the ability to have documents all in one place for quick review and approval. Some reviewers liked the ability to see who accessed the files to track when their commission was processed. Customer support was also highly praised in the top-rated reviews. Users mentioned they received undivided attention and quick responses from the customer support team.
A few negative reviews of SkySlope mention areas where it could improve. One reviewer stated the search bar on the platform can be slow to pull up searched properties. Another user specifically mentioned delays in sending emails from the platform after auditing a transaction. For a more cost-effective option with similar features, try Dotloop.
DocuSign for Real Estate: Best for e-Signature Capabilities
Pros
- Free 30-day trial
- Third-party integrations
- Additional tools provided by e-signature real estate for agents
Cons
- CRM not included
- Limited transaction management features
- No commission tracking or accounting tools
Monthly Pricing (Per User)
- Real Estate Starter: $15
- Real Estate: $45
- REALTOR®*: $35
- Enhanced Real Estate Plan: Contact DocuSign
- Free trial: 30 days
*National Association of REALTORS® (NAR) members exclusive
My Expert Opinion on DocuSign for Real Estate
DocuSign revolutionizes how real estate professionals handle documents and transactions, offering real estate-driven document generation along with automated document workflows to help agents close deals faster. The platform also eliminates the hassles associated with traditional paper-based processes. It can capture data via web forms and populate documents for signature. The mobile app conveniently and securely allows agents to manage and sign documents on the go.
With DocuSign for real estate, agents are able to integrate forms, customize fields, utilize e-signature tools, and manage documents digitally. Its e-signature features comply with legal standards and regulations, providing authenticity, security, and legal enforceability to signed documents. By eliminating the need for physical paperwork, DocuSign’s e-signature feature simplifies the document signing process, reduces turnaround time, and enhances overall efficiency. It could improve the new real estate product by allowing additional signing envelopes and custom branding.
DocuSign Rooms for real estate dashboard (Source: DocuSign)
- Application programming interface (API): A robust API allows integration and customization of the platform’s functionality, enabling seamless integration with other systems.
- Clickwrap: DocuSign’s clickwrap feature lets users create and implement legally binding agreements.
- Electronic notarization: It allows users to securely notarize documents digitally, eliminating the need for in-person notarization and expediting the document authentication process.
- Identity verification: The identity verification tools authenticate the identity of signatories through various methods, such as knowledge-based authentication questions and SMS verification codes.
With a customer review rating of 4.5 out of 5, users appreciated the effectiveness of DocuSign’s e-signature functionality. Many said it worked seamlessly, making it easy to use templates and send items in bulk. Additionally, DocuSign Identify enables teams to safely verify customers’ identities before obtaining their signatures on legal contracts, enhancing security and compliance.
Some users who gave DocuSign negative reviews point out that loading times can become slow when processing documents with a large number of pages. Additionally, a common concern raised is the limited organization options available, where users may feel restricted when sending documents to multiple users who need to sign in a particular order. Users can instead try Brokermint’s e-signature features available on its mobile application.
Total Brokerage: Best for End-to-end Brokerage Solutions
Pros
- Centralized platform for managing transactions
- Document storage and organization tools
- Communication features that keep all parties connected during the transaction
Cons
- Limited customization ability
- Pricing not available on the website
- Integrations can be difficult
Customized Pricing
- Pricing for Small and Midsize Brokerages and Teams
- Enterprise Pricing for Mega Brokerages
Contact the company to request a quote
My Expert Opinion on Total Brokerage
Total Brokerage is a comprehensive document management software solution that aims to simplify the transaction process. The program combines features of a CRM, transaction management tools, marketing, and accounting functions into one platform. This eliminates the need to juggle multiple platforms by consolidating workflows.
Staying on top of transactions is easy with automated tasks and built-in e-signature capabilities, allowing agents to connect with clients efficiently. One drawback to the product is the lack of transparent pricing, making it difficult to compare Total Brokerage to its competitors.
Total Brokerage dashboard (Source: Total Brokerage Knowledge Base)
- Performance dashboards: Get in-depth insights on brokerage performance, agent productivity, and marketing effectiveness to evaluate performance and identify areas for improvement.
- CRM automation: Automate repetitive tasks within the CRM to boost efficiency and productivity.
- API, webhooks, and Zapier: Automatically integrate your data from your CRM into transactions so all your data is synchronized in real-time.
- Enhanced security: Protect your clients’ sensitive information by storing documents where they are safe and secure.
Total Brokerage scored a 4.7 out of 5 customer review rating, with users praising its user-friendly platform and responsive customer service. One user said they helped them customize their system for company operations. Another user commented that Total Brokerage truly is a one-stop, fully integrated product, but where it really shines is in the customer service.
Less favorable reviews cited issues with the functionality of the accounting software. Another user made a comment about the limited training available, making it difficult to implement within the brokerage. For more training and support, consider using Skyslope.
Brokermint: Best for Streamlining Back-office Operations
Pros
- Mobile app included
- Cloud document storage provided
- Commission automation
Cons
- No free plan or free trial available
- Live chat support not offered
- Lead generation tools not included
Customized Pricing
- Standard
- Professional
Contact Brokermint for pricing
My Expert Opinion on Brokermint
Brokermint is a comprehensive real estate back-office tool with a leading document management system for real estate agents. It offers real estate businesses tools like transaction management, reporting, and analytics to enhance efficiencies and streamline operations. With available integrations, Brokermint reduces the need to manually enter data for better business compliance. Additionally, a mobile application allows agents to track their pipeline, send documents for signatures, and check off completed tasks on the go.
For real estate teams that need assistance with commission calculations, Brokermint has commission automation tools to make payouts faster. The tool will effortlessly calculate commissions, track agent earnings, and manage payouts accurately. The platform also supports flexible commission structures, allowing for customization based on specific brokerage needs. Although the platform contains transaction management solutions, it could be improved by adding MLS integrations.
Mobile application (Source: Brokermint)
- Agent statements: Brokers can generate detailed statements for agents that track their commissions, expenses, and other financial transactions.
- Agent profiles: A comprehensive agent profile can be made for each agent with key information such as contact details, licenses, certifications, and performance metrics.
- Ability to track cash flow: Accounting features are available to help teams monitor and analyze business financial transactions to ensure the good financial health of the real estate business.
- e-Signature: This functionality allows agents and clients to electronically sign documents, contracts, and agreements, eliminating the need for physical paperwork.
Users found Brokermint to be extremely user-friendly, which helped them increase the efficiency of their businesses. Many reviewers said the platform helped reduce clutter by organizing documentation electronically. Also, the platform makes it easy for users to retrieve documents and download all agent statements and paperwork in one place. Customer service assisted with the transition to the platform, which many found helpful. The platform was given a customer review rating of 4.5 out of 5.
Some users have mentioned limitations in terms of the number of columns that can be displayed and the layout of the reports, which can make them difficult to navigate and analyze. Another concern raised by users was related to the customization of transaction stages. While Brokermint allows for customization, the process involves creating a custom field, which can be seen as additional work. Users should consider SkySlope for easier form customization.
How We Evaluated the Top Real Estate Document Management Software
Real estate businesses can enhance their profitability by integrating real estate document management systems. Programs that include more than just document storage provide additional benefits for maintaining organization while reducing the need for multiple programs. In assessing top real estate document management software, we considered factors such as pricing, comprehensive features, integrations, storage capacity, security measures, and user-friendliness.
The overall winner in our assessment of the best real estate document management software is Lone Wolf’s TransactionDesk. With an overall score of 4.94 out of 5, TransactionDesk emerged as the top choice for its comprehensive features and storage and security capabilities. Except for the need to have some technical ability to set up the software, it scored high in terms of overall ease of use. With its affordable pricing, the platform accommodates real estate individuals, teams, and businesses.
Other criteria used to evaluate real estate document software:
25% of Overall Score
The general features analyzed include sending and receiving electronic documents, document tracking, notifications, and custom reporting. We also identified whether the software had team collaboration tools for larger teams and if it provided agent task lists.
15% of Overall Score
We assessed whether the software contained a free trial or plan and if there was a subscription plan for a single agent or team.
15% of Overall Score
Each software was scored based on how long it allowed documents to be stored and accessed on the system and if it was stored in the cloud for easy document retrieval. We considered whether there was document encryption and third-party authentication to keep documents and client information safe.
10% of Overall Score
In search of more robust solutions, we evaluated the software for other functionalities that could help agents simplify the transaction process. We looked for features or integration capabilities with CRMs, transaction management tools, and commission or accounting functions.
10% of Overall Score
We looked at the overall usability of the real estate document management software on this list, taking into consideration how much time is needed to learn the system. We also weighed the initial learning curve and the skills needed to operate the software.
10% of Overall Score
Customer feedback for each platform was based on customer reviews of the software along with the popularity of the provider to ensure the software met client expectations.
10% of Overall Score
Expertise in the field and firsthand experience with the providers allow us to appraise the standout features, value for the money, and ease of use of each software.
5% of Overall Score
We looked into the convenience and attainability of customer service for technical and customer support.
Frequently Asked Questions (FAQs)
Yes, most document management software solutions support various file types. File formats like PDFs, Word documents, images, and spreadsheets are generally supported. The real estate document management system has the ability to upload, store, and manage various file formats.
Document management software prioritizes security measures to protect stored documents. These security features include data encryption, secure server infrastructure, regular security audits, and compliance with industry standards, such as the Health Insurance Portability and Accountability Act (HIPAA) or General Data Protection Regulation (GDPR).
Additionally, reputable software providers employ stringent access controls to ensure only authorized individuals can view or modify documents. It’s important to select a document management software solution that emphasizes data security to safeguard sensitive real estate documents and client information.
Yes, many real estate document management software offer integrations with commonly used real estate tools and systems. These integrations can include CRM software, transaction management platforms, and email systems. By integrating with other tools, document management software ensures seamless workflow and streamlined processes and eliminates the need for manual data entry or document duplication.
Bottom Line
In today’s fast-paced real estate environment, choosing the right document management software is vital to your business. Integrative document management software will help you streamline workflows, store important documents, and enhance your productivity, allowing you more time to prospect new clients and build relationships with your existing clients. Investing in the right transaction software will put you ahead of the curve and help you remain competitive in any real estate market.