The AI file organizer for real estate. Every doc to the right property.
Sortio organizes per-property folders for solo agents, transaction coordinators, and small brokerages. Listing photos, MLS exports, contracts, disclosures, inspection reports, and settlement docs all land where they belong. The dotloop integration is shipping in our next release, so files inside loops will be addressable directly.
How transaction filing works
Four steps from a Desktop full of closing files to clean per-property folders.
Drop the closing folder
Point Sortio at your Downloads, Desktop, or transaction-coordinator intake folder: signed contracts, MLS exports, drone photos, inspection PDFs, settlement statements, commission disclosures, all the loose ends from a deal.
Read content, extract property
Sortio identifies the property address, transaction parties (buyer, seller, listing and selling agents, lender, title company), document type, and date on each file. PDFs are parsed for text; photos are matched via EXIF metadata and visible address signage when present.
Route per-property
Each file lands in the right property folder (for example, 1127 S Cornell Terrace) with role-based subfolders: Contracts, Disclosures, Photos, Inspection, Closing, Commission. Mixed listings sort cleanly in one pass.
Rename and archive
DSC_0001.JPG becomes 1127 S Cornell Terrace - Kitchen - 01.jpg. ALTA-Combined.pdf becomes ALTA Settlement Statement - 1127 S Cornell Terrace - 2026-04-12.pdf. Closed deals archive into a per-year retention folder with a clean structure your broker auditor will recognize.
The real estate filing problem
Six patterns we hear from solo agents, transaction coordinators, and small brokerages.
Twenty deals, one Desktop
A solo agent has 6 active listings and 14 pending deals. Photos, contracts, disclosures, and signed amendments for all of them land in Downloads or on the Desktop. Finding the "executed addendum for the Cornell listing" means scrolling through 800 files named scan_001 to scan_614.
MLS upload day means renaming every photo
A shoot returns 460 photos: 180 from a Sony mirrorless, 280 from a DJI Mini drone. DSC_0001 through DSC_0180 and DJI_0001 through DJI_0280. The MLS rejects DSC_xxxx; you need property-prefixed filenames before uploading. Manual rename is a wasted afternoon.
Disclosures filed under the wrong property
You have three active "Smith" deals: a buyer, a seller, and a referral. A Lead Based Paint disclosure gets filed under the wrong Smith. At closing the title company asks for it and you spend twenty minutes hunting before you find it under another deal.
Transaction coordinator hand-offs lose context
A TC manages 30 active transactions across multiple agents. Each agent has their own filing pattern. The TC tries to standardize, but every Monday the new files arrive named with the agent's personal convention. Reconciling that into a clean broker-ready folder is a part-time job.
Commission docs and 1099s lost at year end
Broker 1099, commission statements, referral payouts, license renewal receipts. They all live in the same Inbox as the deal documents. Come tax time, you pull together a folder for your CPA from across twenty deal folders and three unrelated downloads.
Drone vs interior, agent vs photographer
Photo set has aerials, dusk exteriors, interiors from two photographers, and your own iPhone shots for the buyer presentation. The MLS wants the photographer set sized for upload; the buyer presentation wants a curated 20. Splitting these by hand is an hour per listing.
Document types Sortio recognizes
The categories that show up inside an active transaction and how Sortio routes them.
Listing photos and drone shots
EXIF-aware routing for Sony, Canon, Nikon, Fujifilm, and DJI files. Sortio reads camera model, capture date, GPS (when present), and visible address signage in shots, then files per property and renames to a listing-friendly pattern like 1127 S Cornell Terrace - Kitchen - 01.jpg.
Contracts and addenda
Purchase agreements, listing agreements, buyer broker agreements, counter offers, addenda, amendments. Sortio reads each one for parties, effective date, and addendum number, then files under the matching property with a clean name and effective-date timestamp.
Disclosures and state forms
Lead Based Paint disclosures, Seller Property Disclosures, FAR-BAR AS IS forms, HOA disclosures, flood zone forms. Sortio recognizes named forms and routes them under the property. Multi-state agents can split routing by state license, so a Florida disclosure never lands in a Texas property folder.
Inspection reports and repair docs
Home inspection PDFs, termite (WDO) reports, sewer scope reports, roof certifications, repair invoices. Sortio extracts the inspection date and report type, files under the property, and groups repair receipts and invoices alongside the underlying inspection.
Closing and commission docs
ALTA settlement statements, seller net sheets, buyer cash to close worksheets, wire confirmation receipts, commission disbursement statements. Each lands under the property's Closing subfolder with a clean date-stamped filename. Commission and 1099 statements get routed to a separate tax archive automatically.
MLS exports and showing notes
MLS PDF tax cards, comp reports, showing service exports, lockbox access logs. Sortio recognizes the export source and routes each under the property folder so the deal record is complete at closing.
Built for dotloop transactions
The dotloop integration is shipping in the next Sortio release alongside Buildium, Rent Manager, and Zotero. Once live, Sortio will connect to dotloop via OAuth and pull your active loops, folders, and document structure directly into the matcher. Files routed to a loop in Sortio upload into the right loop folder in dotloop, with a full audit trail.
Today you can still use Sortio with dotloop. Point it at the local sync folder dotloop writes to (or the Downloads folder where you save exports), and it sorts the documents into per-property folders on your Mac or PC. When the API integration goes live, the same setup upgrades to bidirectional sync without changing your workflow.
Same approach for zipForm and Sky Slope: filesystem mode today, native integration when we can talk to the API. See the realtors page for the solo-agent deep-dive on this workflow.
Simple pricing
Solo agents and small brokerages start with Pro. Transaction coordinator teams and larger brokerages graduate to Team for shared rules across agents.
Real estate FAQ
Questions from solo agents, transaction coordinators, and small brokerages weighing Sortio for per-property filing and dotloop workflows.
Sortio is built for the real estate document mix: per-property folders for active listings, role-based subfolders for contracts, disclosures, photos, inspection, and closing, plus automatic renaming of camera files (DSC_0001 to property-prefixed names) and content-aware routing for ALTA settlement statements, disclosures, and commission docs. It runs on Mac, Windows, and Linux, with a dotloop integration shipping in the next release.
Sortio reads each file (PDF, JPEG, CSV export) and extracts the property address, transaction parties, document type, and date. Files land in a per-property folder named with the address, with role-based subfolders. You can start from an empty Transactions folder or point Sortio at your existing structure; it adapts to whichever pattern you already use.
The dotloop integration is shipping in the next Sortio release alongside Buildium, Rent Manager, and Zotero. It uses dotloop's OAuth 2.0 flow and the loop and folder endpoints to upload files directly into the right loop. Today, Sortio works with dotloop via the filesystem: point it at the local sync folder or your downloads folder and it routes the exports into per-property folders on your Mac.
TCs typically use a transaction coordinator software like dotloop, Sky Slope, zipForm, Brokermint, or Paperless Pipeline for compliance workflow and electronic signatures. Sortio fits in two ways: as an upstream organizer for the loose files (inspections, disclosures, vendor invoices, signed amendments) before they go into the transaction platform, and as the file-naming layer that turns scan_001 into a property-prefixed filename a TC can audit at a glance.
Yes. Sortio reads EXIF metadata (camera model, capture date, GPS when present) and matches photos to the property folder by capture date and shoot context. A mixed shoot with 280 DJI drone files and 180 Sony ILCE-7M4 interior shots routes cleanly into one property folder, renamed with the address. The Rule Builder lets you split drone vs interior into separate subfolders if you upload them separately to the MLS.
Closing PDFs are read locally for the property address, buyer and seller names, and closing date. A file named ALTA-Combined-Settlement-Statement.pdf gets renamed to ALTA Settlement Statement - 1127 S Cornell Terrace - 2026-04-12.pdf and routed under that property's Closing subfolder. Seller net sheets, wire confirmations, and commission disbursement statements follow the same pattern.
Not unless you choose the cloud classifier. In Ollama mode no document content (and no filenames) cross the network. In BYOK mode requests go from your machine directly to your provider on your account, never through Sortio. With the default Sortio classifier, file content stays local and only filenames plus extracted entities are sent for matching, redacted from logs after 30 days. For closing docs with SSNs, we recommend Ollama or BYOK.
Yes. Sortio is filesystem-transparent, so any folder visible in Finder or File Explorer works, including OneDrive, Dropbox, Box, Google Drive Desktop, and iCloud Drive. Many brokerages keep transactions in a shared OneDrive or Dropbox; Sortio routes new files into the right per-property folder regardless of the cloud sync underneath.
TCs install Sortio on the laptop they use to triage incoming files. Each agent has their own filing convention; Sortio normalizes to a single broker-ready structure (per-property, role-based subfolders) so the TC reviews a consistent layout. Conflicting file assignments surface in a review queue rather than getting silently overwritten. Team plan adds a shared rule library so all TCs in the brokerage stay consistent.
Yes. The Rule Builder routes brokerage 1099s, commission disbursement statements, mileage logs, and home office receipts into a separate Tax Archive Space, organized by tax year. Closed transaction documents stay under their property folder for the deal record; the financial documents your CPA needs land in a clean per-year structure. At tax time, you hand over one folder.
Sortio Pro processes up to 5,000 files per AI sort. A 460-photo shoot typically completes in two to five minutes on a modern Mac, depending on the LLM mode. For multi-year listing photo archives (10,000 plus images), use the Rule Builder; rule-based sorts run unlimited files at no AI credit cost.
Free tier: 50 AI credits and up to 50 files per sort. Pro: $14.99 per month or $99 per year, includes 5,000 AI credits, AI sort up to 5,000 files per run, auto-sort on file change, and BYOK. Team: $29 per seat per month for brokerages and TC teams that want a shared rule library across agents.
Sortio ships for macOS, Windows, and Linux. Most brokerages we work with are on Windows; many solo agents are on Mac. The dotloop integration (shipping) works identically on both platforms.
Request a Demo
Tell us about your transactions and we will show you Sortio working with a sample closing folder.