AI agents that capture every new order the moment it arrives, pull the details out of whatever format it comes in, and open a clean, fully set-up file in your production system so your team starts every transaction ahead instead of behind.
AI agents that capture every new order the moment it arrives, pull the details out of whatever format it comes in, and open a clean, fully set-up file in your production system so your team starts every transaction ahead instead of behind.
New title and escrow orders arrive from everywhere: lender portals, real estate agents, email attachments, and web forms and almost none of them arrive the same way twice. For most operations, someone has to read each one, rekey the parties, property, and loan details into the title production system, open the file, and order the first products by hand. It's slow, it's repetitive, and it's exactly where typos and duplicate files creep in.
Our order intake agents take that first mile off your team's plate. They capture incoming orders from any channel, read and validate the key data, and open a properly structured file in your system of record parties set up, property confirmed, deadlines calendared, and initial products ordered. Because every field ties back to the source document and a person signs off before anything is final, you get faster turn times and cleaner files without giving up control of the details that matter.
“The fastest way to speed up a closing is to stop losing hours at the front door intake should take minutes, not a morning.”
What We Build
Every solution we ship is purpose-built around your data, workflows, and compliance requirements.
Order Capture Whether orders come in through lender platforms, agent emails, web portals, or PDF attachments, the agent captures them the moment they land so nothing sits unopened in an inbox and no order slips through the cracks during a busy week.
Extraction & Validation The agent reads each order and pulls out the buyer, seller, property address, loan details, and product requests, then checks them for missing or inconsistent information. Every extracted field links back to the source, so verification takes seconds instead of a re-read.
File Creation Confirmed order data flows straight into your production system whether that's SoftPro, Qualia, ResWare, RamQuest, or another platform opening a new file with the parties, property, and order details already in place, no manual keying required.
Conflict Detection Before a file is opened, the agent checks for existing matches on property, parties, or order number, flagging potential duplicates and conflicts up front so you don't end up with two files racing each other on the same deal.
Service Ordering Based on your rules, the agent kicks off the first round of orders, title search, tax certificates, and other standard products the moment the file opens, shaving days off the start of the transaction.
Setup & Deadline Calendaring Contacts for lenders, agents, buyers, and sellers are created and linked, and key dates like closing and contingency deadlines are calendared automatically so the file is genuinely ready to work, not just opened.
How We Deliver
Call We start with a free conversation to map how orders reach you today, which systems you run, and where intake bottlenecks cost you the most time. You get a clear opportunity summary within 48 hours, no commitment required.
Audit We go deeper on your order sources, document types, and setup rules, review real sample orders, and define exactly what the intake agent should read, create, and hand off — with an honest estimate of the time it will save.
Design We design the agent around your production system and your setup standards deciding what it extracts, what it validates, where it pauses for a person, and how a finished file should look when it lands.
Train Our engineers build and tune the agent on your real order formats, teaching it to read your lenders' and agents' documents accurately and to flag the edge cases that need human judgment.
Deploy We connect the agent to your intake channels and production system with review checkpoints built in. Your first working agent typically goes live within a few weeks and fits into daily operations with minimal disruption.
Optimize Once live, we track accuracy and turn times against real volume and keep refining as your order sources and rules change so intake keeps getting faster instead of drifting out of date.
Why XtractSol
proprietary data, and deliver measurable outcomes across automation, analytics, and intelligent decision-making.
The agent does the reading and the keying, but your team stays in control. Clear review points mean a person confirms the details before a file is final you gain speed without losing oversight on the data that drives the deal.
We work in title and escrow operations every day and integrate with the production systems you already run. That means less time explaining your world and faster time to intake that actually fits how you open files.
Every field the agent enters ties back to the order it came from, with a documented trail behind it. When accuracy matters from the very first step, that transparency is the difference between trust and second-guessing.
FAQ
Get in touch
Have a manual process you want to automate? Talk to us about your workflows, document extraction challenges, or custom AI agent development.
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