How to Automate SoftPro

SoftPro Select is desktop title software with a portal on the web

SoftPro, based in Raleigh, North Carolina, makes closing, title and escrow software. Its main product, SoftPro Select, runs as a Windows desktop client on the office's own network, or as SoftPro Select Hosted, with SoftPro keeping the data; SoftPro Standard is the basic edition. The processor enters an order once, and Select carries it through the commitment, the policy, the Closing Disclosure or settlement statement, the escrow ledger and the 1099-S.

Outside parties see the file through ClosingsLIVE, the portal once called SoftPro LIVE, where buyers, sellers, agents and lenders follow a closing and trade messages and documents, on the web or in the mobile app. With the Web Order Entry add-on, agents and lenders place orders there instead of emailing them. SoftPro 360, free in every edition, is the vendor portal that connects an order to outside services.

The processor, the examiner, the closer and the escrow officer spend the day in Select. Everyone else reaches the office through ClosingsLIVE and email.

AutoMail files only the emails that carry an order number

Before a purchase can close, the commitment's requirements have to be cleared and the lender's closing package has to arrive. The paper for both comes from outside the office: the seller's payoff letter, the estoppel from the HOA management company, a release, the package itself.

AutoMail, which works through Microsoft 365, pulls an email and its attachments into the right order when the order number is in the subject line. An email from the lender's processor headed "Smith purchase, 14 Elm St" is not filed, and its attachment waits in the escrow officer's inbox until somebody saves it by hand. A lender that posts its package on its own portal leaves the closer to log in and download it.

Money and recording add their own checks. The buyer's earnest money arrives as a wire on the escrow bank's portal, and the escrow officer has to match it to an order before anyone can send the agent a receipt. After closing, a deed sent to the county on paper is recorded when the county gets to it, and the post-closer finds out by searching the county's index.

SoftPro 360 brings payoffs and e-recording into the order

Process Automation adds tasks from order data, updates order status, applies templates, adds or updates a task when a commitment is published and runs reports at scheduled times. The Task Notification Tool sends a templated email when a task meets the criteria an administrator sets.

SoftPro 360 places orders for CPLs and jackets, e-recording and property and tax searches with integrated vendors, without leaving SoftPro. Through Rexera, an office also orders HOA certificates, mortgage payoffs and municipal lien searches and gets the documents back the same way. For the owner, the Power BI Dashboard shows opened, closed and in-progress orders, scheduled closings and revenue on a web page outside Select.

A payoff requested straight from the seller's lender, or an estoppel from a management company that is not on Rexera, comes back by email or on that company's site. AutoMail passes over an email without an order number. The escrow bank's portal and the county's recording index are separate websites, each with its own login or search.

A closing list that shows what is still missing three days out

For each closing on the dashboard, the closer could have the lender's package, the payoff letter and the estoppel checked three days out, with a polite chaser for each missing one in the escrow officer's drafts. The processor could get each email without an order number matched to its file by property address or borrower name, so saving it to the order takes a minute instead of a search. Each morning the escrow officer could have the night's wires on the escrow bank's portal matched to their orders, and once she posts a deposit in SoftPro, a receipt confirmation for the buyer's agent is ready to send.

After closing, the post-closer could have last week's paper deeds and mortgages looked up in the county's index every day until each shows as recorded, with anything still missing after a week flagged for a call to the recorder.

WebRun covers the web pages around a desktop Select

The closer and the escrow officer can hand those checks over: each closing on the Power BI Dashboard against the lender portals and the inbox, then the night's wires and the county index. WebRun is an AI agent that works a real Chrome browser. It does not drive the Select desktop client, and the processor and the closer still enter and update every order.

Each chaser and receipt confirmation goes into the escrow officer's drafts, and she decides which ones to send. Wire instructions are off limits: on the bank's portal it reads incoming deposits and nothing else, and it never starts a wire.

The missing document chaser is built for the week before a closing: it lists each order's outstanding documents and drafts a chaser to whoever owes them.