A few years back, every real estate team I spoke with was obsessed with finding the “perfect” transaction management tool.
Most ended up choosing Dotloop.
And for a while, it worked.
But as they scaled, cracks started to show.
Custom workflows weren’t possible. Integrations felt forced. The platform dictated how deals should move.
That’s when smart founders started asking a different question:
“Instead of fitting into someone else’s system… why not build our own?”
And that shift is what separates teams that scale cleanly from those constantly fighting their tools.
In this guide, I’ll break down how to build your own transaction management software like Dotloop.
Not to copy it, but to design something that fits your business model.
Why Real Estate Teams Are Building Their Own Dotloop Alternatives?
For years, Dotloop has been the default.
It brought structure to chaos. It was revolutionary… until teams started scaling.
That’s when its limits showed up.
1. Rigid Workflows That Don’t Scale
Real estate transactions rarely follow a single path.
A custom workflow in Austin looks nothing like one in New York. But with Dotloop, everyone’s boxed into the same process.
Teams that run 50+ deals a month quickly realize that they’re adjusting to the tool instead of the tool adjusting to them.
2. Fragmented Data Across Systems
Brokerages rely on various tools and communication channels. Dotloop sits in the middle but doesn’t integrate deeply enough.
That means duplicate data entry, messy handoffs, and zero real-time visibility.
3. Pricing That Punishes Scale
Most SaaS pricing models are built for teams that don’t scale fast.
But real estate operations scale in bursts. One quarter you’re closing 30 deals, next quarter 200.
With per-user or per-transaction pricing, costs explode before ROI catches up.
4. Limited Control Over Data & Branding
For brokerages building strong brand ecosystems, sending clients to a third-party domain feels off-brand.
They want control over UX, over data storage, and overall client experience.
5. Product Roadmaps You Don’t Control
When you depend on third-party software, you depend on their priorities.
If Dotloop decides a feature isn’t worth building, you’re stuck. That’s not how ambitious teams operate.
Modern real estate teams want something different. Platforms that move with them, not ahead of them.
That’s why more brokerages and proptech startups are investing in custom transaction management software.
What Should a Great Transaction Management Platform Do? [Functionalities]
A transaction management platform isn’t just another dashboard.
It’s the operating system of a real estate business.
If you’re building your own Dotloop alternative, here’s what “great” actually looks like:
1. Centralize Every Step of the Deal Flow
Every transaction moves through multiple hands like agents, buyers, and sellers.
A strong platform brings all of them into one space, mapping each deal from listing to close without missing a beat.
2. Adapt to Your Workflow
Every brokerage has its own way of operating.
Your platform should let you design deal templates and customize checklists to your internal process.
It’s not about features, it’s about flexibility at scale.
3. Handle Documents and Compliance Seamlessly
Document management should not be taken lightly.
Hence, a modern platform should manage digital signatures and document storage.
If you can add version control and audit trails, that would be great.
4. Integrate with the Rest of Your Ecosystem
The average real estate team uses 10+ tools daily.
Your transaction platform should talk to your CRM, MLS, accounting, and communication stack.
FYI: APIs and custom integrations aren’t optional. They are something that sets the baseline.
5. Automate the Tedious Tasks
Now this part has the potential to save up a lot of time.
Every repetitive task your coordinators do should be automated (if possible).
That’s how you free up people for what actually grows the business: relationships and deals.
6. Give You Control (Over Data, Brand, and Experience)
Your transactions, your data.
A white-labeled or fully custom solution lets you control how your clients experience your brand.
It’s not just software ownership. It’s experience ownership.
7. Scale Without Breaking
Most teams underestimate this part.
As your deal volume and team size grow, your system shouldn’t slow down.
The right architecture ensures scalability, security, and uptime.
How to Develop Software Like Dotloop?
You’re building the backbone of your real estate operations. That requires a structured, deliberate approach.
Here’s how smart teams approach it:
1. Map the Workflow Before Writing a Line of Code
Every brokerage has a unique transaction flow.
You need to start by mapping how deals actually move inside your team today.
List out the bottlenecks, redundant tasks, and data dependencies.
Your product’s blueprint should come from real operations, not assumptions.
2. Define Your Core MVP Scope
You don’t need Dotloop 2.0 from day one.
Your MVP should nail document management, task workflows, digital signatures, and role-based access.
Everything else comes after your base system runs smoothly.
So… You simply need to focus on building something that’s usable, stable, and scalable.
3. Choose the Right Tech Stack
The stack defines how far your platform can evolve.
A modern transaction platform usually combines:
- Frontend: Flutter or React (for cross-platform responsiveness)
- Backend: Node.js or Laravel (for scalable API architecture)
- Database: PostgreSQL or MongoDB (for flexibility and performance)
- Cloud: AWS or GCP (for scalability and security)
- Integrations: REST APIs, MLS syncs, CRM hooks, and eSignature APIs (DocuSign, HelloSign, etc.)
The goal isn’t trendy tech. It’s reliability + scalability + security.
4. Build With Modularity in Mind
Your platform will evolve. So build it like it will.
You can use modular architecture so you can easily plug in new workflows. Or even integrate AI assistants without refactoring everything.
5. Design for the End User, Not the Admin
One mistake most founders make: they over-optimize for management.
Agents, coordinators, and clients will spend 90% of their time here.
Your priority should be one thing: Make their experience frictionless.
You can add intuitive dashboards and guided workflows to make things easier.
6. Test With Actual Transactions
Before launch, run 3–5 deals through the platform. (To test things out.)
That’s where you’ll find the hidden issues.
Because many times, everything seems fine when devs test it. But actual users might be facing issues.
7. Plan for Continuous Evolution
After your MVP launches, the main work begins.
You need to collect feedback and plan incremental updates.
Transaction management is a living product. It grows with your team’s scale, process, and market shifts.
Cost to Build a Dotloop-Like Platform
I won’t hide things from you.
Building your own transaction management software isn’t cheap.
But the real question isn’t “How much does it cost?”
It’s “What kind of system are you building?”
Because the cost of a custom-built platform varies drastically.
Let me explain it in simple terms.
1. MVP Development (Core Functionality)
If your goal is to launch a simple, usable version with features like:
- Deal & task management
- Digital signatures & document handling
- Role-based access
- Notifications & audit trails
Estimated Cost: $10,000 – $40,000
(for a 2–3 month build with a senior product team)
This is your “proof of concept” phase. Enough to run transactions and get internal adoption. Plus, you can validate the workflow.
2. Full-Scale Product (Feature-Rich + Integrations)
Once your MVP works, you’ll want:
- Deep CRM integrations
- MLS data sync
- Automated compliance
- Advanced reporting & analytics
- Custom dashboards for brokers, agents, and admins
Estimated Cost: $40,000 – $70,000+
This version competes with tools like Dotloop, Skyslope, and Brokermint. But built entirely around your operations.
3. Enterprise-Level Platform
If you’re building a SaaS-grade platform, you’ll need:
- Scalable backend infrastructure
- Multi-tenant architecture
- API ecosystem
- Admin analytics, usage tracking, and AI automation
Estimated Cost: $80,000 – $110,000+
(6–9 months of product design, engineering, and iteration)
At this level, you’re not just replacing Dotloop.
You’re building something built to outlast it.
4. Factors That Influence Cost
To give context, here’s what impacts cost the most:
- Feature complexity: Custom workflows, role hierarchies, or advanced analytics add hours.
- Integration depth: Simple plug-ins are cheap. Deep API syncs with CRMs or MLS aren’t.
- Tech stack: Flutter, React, or Node choices impact dev time and cost efficiency.
- Team model: In-house vs outsourced vs dedicated partner.
- Maintenance & hosting: Always factor 15–20% yearly for post-launch support and updates.
Let’s Build the Platform You Need
You don’t need another SaaS subscription.
You need a platform that mirrors how your business actually runs.
That’s where a custom-built solution wins.
At SolGuruz, we’ve helped proptech founders and real estate teams.
We can help you to:
- Automated brokerage operations
- Build your own Dotloop alternative
- Or create a scalable SaaS product for real estate teams
We can help you architect it right from day one.
FAQs
1. Should I build my own transaction management platform from scratch or white-label an existing one?
If you’re experimenting or have a small team, white-labeling can get you to market faster.
But if you’re scaling, managing multiple offices, or planning to turn your platform into a product, build it from scratch.
White-label tools limit your flexibility, integrations, and long-term ownership. Custom platforms give you control.
2. How long does it take to develop a Dotloop-like platform?
For an MVP, you can expect 1-2 months with a dedicated team.
A full-scale version (with integrations and automation) can take approx 6–9 months. But again, it depends on complexity and iteration cycles.
Smart teams validate early and scale progressively. They don’t build the entire vision in one go.
3. What tech stack is best for building a real estate transaction platform?
There’s no one “best” stack. It depends on your goals.
That said, most modern teams use:
- Frontend: Flutter or React for a cross-platform experience
- Backend: Node.js or Laravel for scalability
- Database: PostgreSQL or MongoDB for flexibility
- Cloud: AWS or GCP for security and uptime
The stack should support fast iteration, stable performance, and deep integration capabilities.
4. How much should I budget for post-launch maintenance?
Plan around 15–20% of your initial development cost annually for improvements.
Your platform isn’t a one-time project. It’s a living system that evolves with your business.
5. Can SolGuruz help us from idea to launch?
Yes.
We’ve worked with real estate teams and SaaS founders to build platforms from zero. Starting with discovery workshops, workflow mapping, and tech architecture planning.
We don’t just build. We help you think through the product, so it scales cleanly and pays back long-term.
