Streamlining Title Commitments, Deeds, and Liens
Manual Document Handling Slows Operations
Doc Prep 911, a specialized service provider in real estate and title document preparation, historically managed large volumes of title commitments, deeds of trust, liens, and other requests received via email. Staff manually extracted key data such as buyer/seller names, property addresses, and legal descriptions from documents and emails, then created the required forms. Once completed, these documents were uploaded to SharePoint and sent back via email. Although this manual approach had worked in the past, it had become increasingly time-consuming and difficult to scale as the monthly requests climbed by 50% into the thousands.
Growing Complexity Exposes Risks and Inefficiencies
As the volume of incoming orders increased, cracks in Doc Prep 911’s workflow became more pronounced:
- High Risk of Human Error: Manually transferring details between emails, document templates, and internal systems introduced inconsistencies and potential omissions.
- Inefficient Processes: Frequent back-and-forth email correspondence to finalize missing or inaccurate data created bottlenecks and delayed turnarounds.
- Scalability Concerns: With more orders piling in each month, employees found themselves juggling multiple systems—Outlook, SharePoint, and Zoho—just to keep track of the status of each request.
Doc Prep 911 needed a solution to address these challenges and to streamline the entire document generation lifecycle.
Krista Orchestrates Automated Document Preparation
Doc Prep 911 deployed Krista to automate and orchestrate the end-to-end document preparation process. By integrating email intake, data extraction, and template-based generation, Krista removes the repetitive, manual effort from the workflow and improves quality:
- Centralized Intake Krista automatically collects new orders from both email (Outlook 365) and Zoho. Each request is logged and triaged, marking orders as “Complete” or “Needs Attention” depending on how many fields are successfully populated.
- AI-based Document Understanding and Email Scrubbing Krista extracts crucial data details, such as property addresses, dates, and legal descriptions, from incoming files like title commitments, deeds of trust, and liens. Krista uses advanced document understanding technology to read documents and flag incomplete or questionable data points for human review.
- Template-Based Document Generation Krista then automatically populates standardized MS Word templates to produce the required legal documents. The completed documents are automatically uploaded to Zoho, ensuring a clear audit trail and immediate status updates.
- Human-in-the-Loop Collaboration When the AI is unsure of the extracted data or fields are missing, Krista prompts designated staff to supply or correct information. This targeted intervention prevents time-consuming back-and-forth emails and keeps tasks flowing efficiently.
Immediate Benefits and Ongoing Support
With Krista’s automation in place, the company expects:
- Time Savings and Faster Turnaround: Automatic data extraction and document generation drastically reduce manual workloads, enabling staff to process more orders in less time.
- Enhanced Accuracy: AI validation and on-the-spot human review lower the risk of critical errors in legal documents.
- Improved Scalability: By orchestrating a single, streamlined workflow, Krista ensures the company can handle surges in monthly orders without overwhelming its team.
- Comprehensive Training and Integration: Krista’s team provides user training and extensions to connect with systems like Outlook 365, OneDrive 365, and Zoho, guaranteeing a seamless transition and easy maintenance beyond the project’s completion.
Transformative Return on Investment
The return on investment transforms the business model by dramatically lowering operational costs while creating new avenues for growth. The platform allows the company to operate with up to 95% less labor for specific processes, achieve an 80% reduction in overall costs, and process work 80% faster. This newfound efficiency enables the business to cut its prices by 50%, creating a powerful competitive advantage. The value extends beyond cost savings as the company redeploys its workforce from manual tasks to high-value activities, such as increasing sales, capturing more market share, and innovating on adjacent products and services. This strategic shift allows the business to generate more net income at a lower price, funding a cycle of aggressive and sustainable growth.
Through this initiative, Doc Prep 911 is transforming how it handles incoming orders, reducing manual overhead, boosting accuracy, and setting the stage for an even more efficient future in real estate document preparation.
