What Does a Transaction Coordinator Cost in Texas?

Most transaction coordinators in Texas charge between $300 and $500 per file, paid at closing. Flat-fee pricing is standard; percentage-of-commission pricing is rare and generally worse value. Pipeline Concierge charges $375 per file, or $300 for Pipeline OS members.

What that fee normally includes

A full-service Texas TC takes the file from executed contract to funding. That typically covers:

• Calendaring every contract deadline: option period, financing, appraisal, title objection, closing
• Distributing the executed contract to title, the lender, and both agents
• Confirming option fee and earnest money delivery, and chasing written receipts
• Tracking amendments and making sure every signature is collected before deadlines
• Weekly status chasing with the lender and the title company
• Ordering HOA documents and monitoring the title commitment and survey
• Coordinating the final walkthrough and the closing appointment
• Keeping the client and both agents updated throughout

What it does not include

A transaction coordinator cannot do anything that requires a real estate license. That means no advising the client, no negotiating terms, no interpreting contract language, and no representing anyone. Those stay with the agent, always.

Most coordinators also exclude marketing the listing, scheduling showings, and anything before the contract is executed. If you want pre-contract support, that is usually a different service at a different price.

Who pays for the transaction coordinator

The agent pays, almost always out of their commission at closing. The fee is normally shown on the settlement statement and deducted before disbursement, so it never leaves your bank account directly.

Some brokerages cover the cost as part of their service offering, which is worth asking about when you compare splits, because it is effectively worth several hundred dollars per transaction. A few agents pass it to the client as a transaction fee, which is permitted in Texas where it is properly disclosed in the agreement. If you are on a capped split, the fee is generally a deductible business expense; confirm with your accountant.

Flat fee versus percentage of commission

Flat fee is the Texas norm and the safer choice. A coordinator charging 0.25% of sale price earns $875 on a $350,000 house for exactly the same work they would do on a $200,000 one. Coordination effort does not scale with price. It scales with the number of deadlines and how many parties are involved.

Percentage pricing also punishes you precisely when you are doing well, which is the wrong incentive in a business where a good year should get cheaper per unit, not more expensive.

What happens if the deal falls through

Ask before you send your first file, because practice varies. Most Texas coordinators charge nothing if a deal dies during the option period, since little work has been done. Some charge a reduced fee, commonly $75 to $150, if it collapses later, after financing or title work has been coordinated.

A coordinator who charges the full fee on a dead file regardless of stage is an outlier. Get the policy in writing.

How it compares to the alternatives

The key structural difference is that a TC is a variable cost and an assistant is a fixed one. In a quiet quarter the TC costs you nothing and the assistant still costs $7,500.

What to check before you hire one

1. 1How many files are they carrying? Above roughly 30 at once, response times start slipping.
2. 2Do they know Texas contracts specifically? Option periods, TREC forms and amendment handling are not universal, and an out-of-state coordinator will cost you a deadline eventually.
3. 3How do they communicate, and how often? Weekly written updates to you and the client should be standard, not an upgrade.
4. 4What is their fall-through policy? In writing, before file one.
5. 5Who covers them when they are ill or on holiday? A solo coordinator with no backup is a single point of failure on every deal you have.
6. 6Are they licensed? Not required in Texas for coordination work, but a licensed coordinator understands the contract far better than one who does not.

When it is worth paying

The arithmetic is simple. Coordinating a file yourself takes most agents nine to fourteen hours spread over five or six weeks. Critically, those hours are *urgent*, so they come out of the prospecting time that is merely important. That is why so many agents go quiet for six weeks every time they go under contract, then find nothing in the pipeline two months later.

At $375 you are buying that time back for roughly $30 an hour. If one extra appointment out of those reclaimed hours turns into one extra deal a year, it has paid for itself many times over.

Most agents find the break-even sits around six to eight transactions a year. Below that, coordinate your own files and learn the process properly. You should understand it before you delegate it. Above that, the coordination starts eating the pipeline that feeds it, and the fee stops being a cost and starts being the thing protecting your next quarter.

Pipeline Concierge runs the full contract-to-close checklist on your Texas files, every deadline, every amendment and every chase, from executed contract to funding. $375 per file, $300 for Pipeline OS members, and nothing charged if the deal dies in the option period.

[See TC Services → $375 per file](/transaction-coordination/)