Contingency dates were falling through the cracks — not because processors weren't trying, but because tracking 40 active files in a spreadsheet is structurally broken. We made it automated.
A $40,000 deal collapsed. Nobody noticed the contingency expired.
The company had 35–45 active files at any given time. Contingency deadlines, lender commitment dates, recording windows, and inspection periods were tracked in a shared spreadsheet updated manually by each processor. When a processor was sick, on a call, or simply behind, the spreadsheet went stale. One Friday afternoon, a $40,000 transaction fell through because a 10-day inspection contingency had expired unnoticed three days earlier. The buyer's agent had called twice. Nobody saw it until it was too late.
Every deadline extracted on file open. Alerts fire 48 hours out — automatically.
When a new contract is added to SoftPro, a Make.com workflow fires instantly. Claude reads the contract PDF, extracts every date and deadline, and pushes them into a structured timeline. n8n monitors the timeline and sends automated alerts to the responsible processor — and their manager — 48 hours before each deadline, then again at 24 hours and on the day. If an alert is acknowledged, a log entry records who confirmed it and when. If it's ignored for four hours, the supervisor is notified. No more spreadsheet. No more silent expirations.
A single source of truth for every date on every active file.
“We used to rely on people remembering. Now the system remembers and the people just confirm. That's the right way around.”
— Principal, Boutique Title Agency, Florida
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