Closing
Scheduling & Coordination The agent coordinates closing dates and times across buyers, sellers, lenders, and agents, confirming availability and keeping everyone aligned so scheduling stops being a round of phone tag and email chains.
TITLE & REAL ESTATE AUTOMATION
Closing & Recording Coordination Automation
AI agents that coordinate the closing, prepare the package, submit documents for e-recording, track them to record, and drive final policy issuance so the last mile of every transaction runs on rails.
A Smoother Path From Clear-to-Close to Recorded and Done
AI agents that coordinate the closing, prepare the package, submit documents for e-recording, track them to record, and drive final policy issuance so the last mile of every transaction runs on rails.
The closing and post-closing stretch is full of moving parts: scheduling the signing, assembling the closing package, coordinating the notary, getting documents recorded with the county, confirming they actually recorded, and issuing the final policy. Each step depends on the one before it, and a single dropped handoff, a package sent late, a rejected recording nobody caught can hold up funding or leave a file open long after closing.
Our closing and recording agents keep that last mile coordinated and on schedule. They help schedule and prepare closings, submit documents for e-recording, track each submission to recorded status, chase down rejections, and move the file toward final policy issuance escalating to your team whenever a decision is needed. Your closers and post-closing staff stay in control of every file; the agent handles the coordination, submission, and status-chasing that otherwise eats their day.
“A deal isn't done at the signing table it's done when it's recorded and the policy is out. That last mile deserves the same rigor as the first.”
What We Build
Core Capabilities
Every solution we ship is purpose-built around your data, workflows, and compliance requirements.
Closing
Package Preparation It assembles the closing package from the file, pulling the right documents together and checking for completeness, so your closer walks into every signing with a package that's ready rather than half-built.
Signing &
Notary Coordination Whether it's a remote online notarization, a mobile notary, or an in-office signing, the agent coordinates the logistics and confirms the details, keeping the signing on schedule and the parties informed.
E-Recording
Submission & Tracking The agent submits documents for e-recording to the appropriate county and tracks each submission through to recorded catching rejections quickly and re-submitting so nothing stalls unnoticed in a recording queue.
Post-Closing
Document Management Executed and recorded documents are organized, indexed, and filed against the transaction automatically, giving your team a complete, orderly post-closing file without the manual sorting.
Final
Policy Production & Delivery With recording confirmed, the agent moves the file toward final title policy issuance assembling the details for production and delivery so policies go out promptly instead of aging in a post-closing backlog.
Tech Stack
How We Deliver
Our Strategic Process
01
Discovery
Call A free conversation to understand your closing volume, recording jurisdictions, and where coordination and status-chasing cost the most time. You get a clear opportunity summary within 48 hours.
02
Workflow
Audit We map your closing process, e-recording counties, and policy standards, review real files, and define what the agent should coordinate, submit, track, and produce — with a grounded estimate of time saved.
03
Agent
Design We design the agent around your closing and recording workflow how it schedules, what it assembles, how it submits and tracks recordings, and exactly where it hands off to a person.
04
Build &
Train Our engineers build and tune the agent on your real closing packages and recording jurisdictions, teaching it to handle the routine flow and flag the exceptions that need your team.
05
Integrate &
Deploy We connect the agent to your production system, e-recording provider, and communication channels with review checkpoints built in. Your first working closing agent typically goes live within a few weeks.
06
Monitor &
Optimize Once live, we track recording turn times and post-closing backlog against real volume and refine as county requirements and standards change keeping the last mile reliable.
Why XtractSol
The partner, not just the vendor.
proprietary data, and deliver measurable outcomes across automation, analytics, and intelligent decision-making.
Human-in-the-Loop by Design
The agent coordinates, submits, and tracks, but your closers and post-closing staff make the calls. You get tight coordination and fast recording without giving up authority over the file.
Built for Closing & Recording Workflows
We understand closing packages, e-recording, rejections, and final policy issuance. That fluency means automation that fits the realities of the last mile rather than a generic checklist.
Traceable, Auditable Handoffs
Every submission, status change, and document is logged against the transaction. When you need to prove what recorded and when, or why a policy issued, the full trail is right there.
FAQ
Frequently Asked Questions
The agent submits to counties through e-recording providers, with the exact jurisdictions and provider confirmed during the workflow audit based on where you close. Coverage and requirements vary by county, and we're clear up front about what's automatable in your markets.
Yes. The agent can coordinate the logistics for remote online notarization, mobile notary, and in-office signings, keeping the parties aligned and the signing on schedule regardless of format while your team runs the closing itself.
The agent tracks every submission to recorded status and flags rejections as soon as they come back, surfacing the reason and routing to your team so the document can be corrected and re-submitted quickly instead of sitting unnoticed.
Get in touch
Let's scale your operations.
Have a manual process you want to automate? Talk to us about your workflows, document extraction challenges, or custom AI agent development.
Send a Message
Fill out the form below and our team will get back to you within 24 hours.