Frequently Asked Questions

ClosingBot is an AI-powered closing coordination platform designed for title companies, real estate agents, settlement agents, and transaction coordinators. It automates the task management, document tracking, multi-party communication, and deadline monitoring that traditionally requires hours of manual work for every real estate closing. Whether you handle five closings a month or five hundred, ClosingBot keeps every file organized and every party informed.

Most users are up and running within 15 minutes. You create an account, configure your default fee schedules and checklists (or use our pre-built templates), and open your first file. There is no hardware to install and no IT department required. ClosingBot runs entirely in the browser.

Yes. ClosingBot supports bulk import via CSV for migrating your existing pipeline. You can also upload purchase agreements directly and our AI will extract the key deal terms, parties, and deadlines automatically. Most title companies complete their data migration within a single business day.

No. ClosingBot is a web-based application that works in any modern browser on desktop, tablet, or phone. All parties you coordinate with (buyers, sellers, agents, lenders) access their status updates through secure web links without needing to create accounts or install anything.

Yes. ClosingBot is designed with RESPA (Real Estate Settlement Procedures Act) compliance built in. Our fee calculation engine follows TRID (TILA-RESPA Integrated Disclosure) rules, including tolerance bucket tracking for zero-tolerance, 10%-tolerance, and unlimited categories. Closing Disclosures generated by ClosingBot comply with CFPB formatting requirements. That said, ClosingBot is a coordination and calculation tool — your compliance officer or closing attorney should always perform final review before execution.

ClosingBot generates Closing Disclosure drafts that follow TRID formatting requirements and automatically calculate prorations, fees, and credits. These drafts are designed to be reviewed and finalized by your title officer or settlement agent before delivery to the borrower. We include automatic tolerance tracking to flag any changes that may trigger a revised Closing Disclosure or an extended waiting period.

Real estate closing requirements vary significantly by state. ClosingBot includes state-specific checklist templates that account for differences in attorney requirements, transfer tax calculations, recording procedures, and disclosure obligations. We currently support all 50 U.S. states, with jurisdiction-specific fee tables that are updated quarterly to reflect regulatory changes.

No. ClosingBot is a closing coordination and document management tool, not a law firm and not a substitute for legal counsel. While our platform includes compliance checks and regulatory templates, all legal determinations (title opinions, lien resolution, curative work) should be made by a licensed attorney in your jurisdiction. ClosingBot helps you organize and track the process — your legal team makes the decisions.

ClosingBot does not perform title searches directly but integrates with your existing title search workflow. You can track title search orders, manage exception lists, assign curative actions, and generate title commitments within the platform. For Enterprise customers, we offer integrations with major title plants and underwriter systems to pull search results directly into ClosingBot.

Yes. The Team and Enterprise plans include title commitment templates that pre-populate standard and special exceptions. You enter or import the search results, select the applicable exceptions, and ClosingBot generates a formatted commitment document. Enterprise customers can customize templates to match their underwriter's preferred format.

ClosingBot accepts all common real estate document formats including PDF, DOCX, JPG, and PNG. Documents are automatically classified by type (contract, inspection report, appraisal, survey, title commitment, payoff statement, etc.) using AI document recognition. You can also upload documents via email by forwarding them to your file-specific email address.

When you open a closing file, you add all parties involved: buyer, seller, buyer's agent, seller's agent, lender, attorney, inspector, appraiser, and any others. ClosingBot sends each party only the updates relevant to them. Agents get task assignments and deadline reminders. Buyers and sellers get progress updates. Lenders get document requests and confirmations. Communication happens via email and SMS, and every interaction is logged in the file.

No. Only your team needs ClosingBot accounts. All other parties (agents, buyers, sellers, lenders) receive communications via email and SMS and can view their closing status through a secure web link. They can reply to messages, upload documents, and confirm appointments without creating an account.

Yes. You can configure notification preferences per role and per file. Some parties may want daily digest emails while others prefer real-time SMS alerts. You control what information each party can see and when they receive it. Templates are customizable at the organization level so your preferred communication style is consistent across all closings.

ClosingBot uses bank-grade encryption for all data in transit (TLS 1.3) and at rest (AES-256). Our infrastructure runs on SOC 2 compliant cloud providers. All documents are stored in encrypted vaults with access controls tied to user roles. We perform regular security audits and penetration testing. Your closing data is never shared with third parties or used for AI training.

Yes. You can export your complete closing files (including all documents, communications, and audit logs) at any time in standard formats. If you cancel your account, we retain your data for 90 days for recovery purposes and then permanently delete it. Enterprise customers can request immediate deletion with written confirmation.

Yes. Every plan includes a 14-day free trial with full access to all features in that tier. No credit card is required to start. At the end of 14 days, you can choose a paid plan or your account will be paused (your data is preserved for 90 days so you can reactivate anytime).

Absolutely. You can upgrade or downgrade your plan at any time. When you upgrade, you get immediate access to the new tier's features and pay a prorated amount for the remainder of your billing cycle. Downgrades take effect at the start of your next billing cycle.

If you approach your plan's active closing limit, ClosingBot will notify you. You can either close out completed files (closed transactions do not count toward your active limit) or upgrade to a higher tier. We never lock you out mid-closing — if you are slightly over the limit, you can finish your active closings before adjusting your plan.