Per File vs. Retainer Pricing is one of the first big decisions every Transaction Coordinator faces when setting up their business. Do you keep it simple with a per file fee, or explore monthly retainers like VAs and OBMs often do?
The answer isn’t as black-and-white as some might think. While the public face of the TC industry screams “per file,” there are also quieter opportunities for retainers, hybrids, and custom arrangements that most new TCs overlook.
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The Market Reality: Per File Is Still King
If you browse through TC websites or industry pricing pages, you’ll notice a clear pattern: the vast majority of TCs advertise per file.
- $300–$600 per transaction is the most common range.
- In high-cost markets, $600–$800+ is not unusual.
- Regional examples: some quote around $400 per buyer or seller file, $525 for dual-end, often with a “no-close, no-fee” guarantee.
- Community chatter (Facebook groups, Reddit threads) consistently reports $350–$500 as the sweet spot.
Why? Because per file pricing feels safe and clear for agents. They only pay when they close, which reduces their perceived risk. It’s also easy to market—no complicated explanations, just “X dollars per file.”
The Case for Retainers
While per file dominates, retainers are not unheard of in the TC world. They just tend to appear behind the scenes or in higher-volume, higher-trust relationships.
Retainer pricing shows up in two key contexts:
- Premium packages for teams and brokerages: Some providers advertise concierge-style retainers starting around the low $3,000s per month, usually with a capped number of included transactions. Others position monthly packages in the $1,800–$2,000 range with file limits.
- Private agreements with trusted clients: These aren’t usually posted on websites but negotiated individually.
Why do retainers work in these situations? Because they shift the relationship from transactional to strategic. Retainers make sense when:
- A client closes a predictable number of files each month.
- The TC provides additional services (like listing coordination, compliance audits, or admin support).
- The agent values guaranteed capacity, priority access, and consistency.
Sister Industries: Where Retainers Rule
Here’s where it gets interesting: in related industries, retainers are the default.
- Virtual Assistants (VAs): Most charge a monthly retainer for a set number of hours or deliverables.
- Real Estate Virtual Assistants (REVAs): Often package services (social media, lead management, listing prep) into monthly bundles.
- Online Business Managers (OBMs): Almost exclusively work on retainers, since they provide ongoing strategic and operational support.
So why not TCs?
The difference is structural. TC work is tied to contracts and closings, which are unpredictable. Agents worry they’ll “pay for nothing” in slow months, so the industry has gravitated toward per file.
But just because per file is the public standard doesn’t mean you should ignore retainer opportunities when they make sense.
Public vs. Private Offers
Here’s a truth most training glosses over: what TCs advertise publicly isn’t always the full story.
Per file rates are easy to display on a website. They set a baseline that any agent can understand. But many experienced TCs build custom arrangements for their best clients.
I’ll use myself as an example.
On my website, I advertise per file pricing with my three core services. That’s my public-facing offer. But behind the scenes, I have a client who pays me a monthly retainer on top of per file fees.
Why? Because I provide exclusive services that go beyond TC work. For this client, I function almost like an office manager or OBM. I oversee more than contracts—I manage operational pieces that keep their business running smoothly.
This kind of arrangement would confuse (or scare off) a new prospect on a pricing page. But for a trusted relationship, it’s a win-win: my income is steadier, and my client gets comprehensive support.
The Hybrid Approach
Some TCs bridge the gap with hybrid models, blending per file and retainer benefits:
- Base retainer + reduced per file fee: The agent pays a flat monthly fee for access and priority, plus a discounted fee for each closed file.
- Tiered retainers: $1,000/month covers up to 8 files; overages billed at a per file rate.
- Membership/credit models: Agents “subscribe” to a package that includes a set number of file credits each month.
These hybrids mirror what larger platforms often experiment with—essentially smoothing revenue for the TC while still keeping per file flexibility for agents.
Per File vs. Retainer Pricing: Pros and Cons
Per File
Pros:
- Simple, easy to market.
- Feels risk-free for agents.
- Scales well across multiple clients.
Cons:
- Income fluctuates with agent closings.
- Encourages scope creep (“just a little help” requests—see my post on handling that).
- Can be harder to build predictable revenue.
Retainer
Pros:
- Stable, predictable income.
- Deepens loyalty with high-value clients.
- Creates room to expand into strategic/managerial roles.
Cons:
- Agents resist paying during slow months.
- Needs crystal-clear scope to avoid burnout.
- Not as marketable on a website without education.
Hybrid
Pros:
- Balances stability with fairness.
- Attractive to teams with medium to high volume.
- Offers flexibility for customization.
Cons:
- More complicated to explain.
- Requires diligent tracking of caps, credits, or overages.
How to Decide What’s Best for You
Ultimately, your choice between Per File vs. Retainer Pricing depends on your stage of business, your client mix, and your long-term goals.
Ask yourself:
- Stage of business: New TCs often start per file because it’s easy to sell. Established TCs with loyal clients can negotiate retainers.
- Type of clients: Solo agents prefer per file. Teams and high producers are better candidates for retainers.
- Risk tolerance: Can you handle income swings, or do you want steady cash flow?
- Growth goals: Do you want to remain purely a TC, or expand into operations, management, or OBM-style roles?
Keep Your Eyes Open
Here’s the real takeaway: don’t lock yourself into thinking there’s only one right way.
Publicly, most TCs will continue to advertise per file pricing, because it’s clear and agent-friendly. But privately, the door is wide open for:
- Retainers with your best clients.
- Hybrid models that reward loyalty.
- Exclusive services that position you as more than a TC.
Think like a VA or OBM—those industries have proven that retainers can build stability and deepen relationships. As a TC, you may need to adjust the pitch, but the opportunity is there if you’re willing to look for it.
FAQs About Per File vs. Retainers
Q: Do most TCs charge per file?
Yes. Per file ($350–$600 average) is the dominant public model.
Q: Are retainers common in the TC industry?
Not publicly. But they do exist—especially in private, high-trust relationships or premium packages for teams.
Q: What about hybrids?
Hybrids are growing. Examples include base retainers plus reduced per file fees, or monthly packages with file caps.
Q: How do retainers compare to VAs or REVAs?
In those industries, retainers are the norm. For TCs, per file dominates because of transaction-driven work, but retainers can work in the right context.
Q: Can I offer both models?
Yes. Many TCs publicly advertise per file while negotiating private retainers with select clients.
Q: How do I prevent scope creep on a retainer?
Spell out the limits in your agreement and define what’s “included” vs. extra.
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Final Word
Per file vs. monthly retainer isn’t about choosing the “right” answer. It’s about choosing the right answer for your stage, your clients, and your goals.
Per file will always be the industry’s public baseline. But smart TCs will keep their eyes open for retainer and hybrid opportunities—especially with high-volume clients who want more than just contract-to-close.
That’s where you stop being “just a TC” and step into a trusted role that blends coordination with strategy, management, and long-term partnership.
If you want to learn more about structuring your TC business for growth, join my free webinar: 3 Principles to Launch Your TC Business on Your Own Terms (Without Endless Research).
And if you’re ready to follow a proven step-by-step system, check out my course: Coordination Virtual Playbook.