How to Automate Qualia

In a Qualia office the order, the ledger and the portal share one file

A title file in Qualia starts when a processor uploads the purchase contract as a PDF and Qualia Core pulls the key fields out of it with generative AI. Core is cloud software for title and escrow companies and real estate law firms, and the commitment, the closing documents and the escrow ledger all draw on that same order data.

Around Core sit the products a firm adds. Connect is the portal and texting that buyers, sellers and real estate agents use to follow a closing, and lender and brokerage clients exchange information through it in real time. Shield assesses every wire for fraud risk and collects seller wire instructions through an encrypted channel instead of email. Qualia Clear, an agentic AI system, works inside the same files.

The escrow officer and the closer work in Qualia all day, and the agents who send the orders check Connect for where a file stands before they pick up the phone.

Every title file waits on lenders, sellers and county offices

For each file, a processor requests the payoff statement from the seller's lender, the HOA estoppel letter, the tax certificate, the survey and the signed seller affidavit, then chases whichever has not come back as the closing date nears.

An escrow officer carrying forty open files gets a steady stream of email, most of it a document or a question about one file, and downloads every attachment, renames it and saves it to the right order.

Some work belongs to no single file. The seller who was delighted at the closing table goes unasked for a review, and the listing agent who sent six orders last quarter and none this month goes unnoticed, since neither job belongs to an open order.

Qualia Clear already works the inbox from inside the file

Qualia Core builds task triggers into workflows, and assignment groups hand the tasks out by round robin, equal task load or overall workload. Smart Tags pull order data into every applicable field on the closing documents, and Smart Balancing keeps a live view of the order accounting. Integrations with the major underwriters calculate rates and fill them into the documents and the order accounting. In Connect, Smart Action Automations handle document sharing and status updates, and Suggested Responses draft email replies.

Qualia Clear triages the inbox, labels each message with its file and drafts replies from the transaction. Its phone and web agents call lenders and browse county tax websites. The Exam Assistant turns a messy search package into a preliminary commitment, and Closing Readiness catches unsigned documents and file imbalances. Clear acts with the user's own permissions and asks before importing or updating file data.

Clear is bought separately, by current Qualia customers only, so a firm can run Core without it. A Google review, or the inbox of an agent who stopped sending orders, sits outside every Qualia file whichever products a firm owns.

Reviews and referral-partner notes start from files Qualia already holds

A buyer and a seller who closed on Tuesday each get a personal note from the closer by Thursday, asking for a review and written from the file. When the review goes up on Google, the owner answers it knowing which closing it came from.

Each referring agent can get one Monday email from the escrow officer listing every open file they have with the firm, its milestone and its closing date. Agents whose orders have stopped arriving show up in the owner's Monday email, each with the date of their last order.

A firm on Core without Clear can have a smaller version of Clear's routine: payoff requests older than three days and estoppels still missing a week before closing, listed by file, each with a chaser for the processor to send.

The agent reads Qualia under its own user and sends nothing itself

Reading closed files and open orders in Qualia, then Google reviews and the firm's inbox, is the part WebRun takes on, as an AI agent that works a real Chrome browser. The firm adds it to Qualia as a separate user with access to the files those jobs need, and it writes up what it finds as drafts.

Review notes and agent emails land in the closer's or the escrow officer's drafts folder, and each payoff chaser goes to the processor, who sends it to the lender. The agent has no part in wire instructions or the escrow ledger, and does not repeat what Clear already does.

Some cards below chase payoffs and ask for reviews after closing; others post milestone updates for agents and buyers.