PropHeroProduct Updates
← Back

Unified document verification streamlines settlement case processing.

SANTIAGO FIGUEIREDOVistralSettlements

Context and Problem

The deed signing process traditionally involves managing a multitude of documents, data points, and stakeholders including buyers, sellers, and the property involved. Historically, settlement agents have been required to operate across disparate tools such as Vistral, HubSpot, and Airtable, manually cross-referencing documents field by field. This lack of a unified platform created significant operational inefficiencies and risk:

  • Agents lacked a consolidated view to confidently determine if a case was ready to advance.
  • Ambiguity prevailed regarding the prioritization of tasks needed to reach stages like "Deed Signing Coordination" versus case completion.
  • Verification of data integrity between digital systems and physical documents was manual and prone to errors.
  • Corrections were untracked, eliminating the possibility of auditing changes.
  • The process had to be reiterated separately for buyer, seller, and product, without uniform standards.

The Solution: Unified Settlement Document Verification Display

Our solution introduces a structured, integrated workspace that consolidates the validation of all necessary documentation for deed signing into a single interface, designed specifically for settlement agents.

Key Features:

  • Three Distinct Verification Panels: Upon opening a case, agents access three organized panels—Buyer, Seller, and Product—each equipped with customized checklists of pertinent fields and documents.

  • Dynamic Buyer Panel: This panel adjusts intelligently based on buyer classification (individual or legal entity). It filters and presents only the applicable fields and conditional logic related to marital status, foreign residency, financed transactions, and more, all within one view.

  • Inline Data Integration: For critical documents such as DNI/TIE, Power of Attorney, Arras, Nota Simple, IBI, CEE, the system retrieves existing data from underlying platforms (Vistral, HubSpot, Airtable) and displays it inline.

  • Editable Fields with Auditability: Discrepancies identified by agents can be corrected directly from the verification panel. All changes automatically sync back to the primary data sources, with user identity and timestamps recorded to maintain complete audit trails.

  • Clear Prioritization via Field Classification: The interface differentiates between blocking fields (mandatory for progressing to "Deed Signing Coordination" or "Mortgage Approval") and non-blocking fields (required solely for final case completion), guiding agents on task prioritization.

  • Automatic Progress Tracking: Two real-time progress indicators reflect when a case is "Ready to coordinate signing" and when it is "Ready to complete," providing unambiguous status visibility.

Expected Impact

  • Accelerated Case Processing: Eliminates the need for agents to search across multiple tools, consolidating all verification needs in one workspace.

  • Reduction in Errors at Deed Signing: Structured, system-driven validation minimizes the risk of data inconsistencies reaching the notary stage.

  • Comprehensive Audit Trails: Every data amendment is tracked with the editor’s identity and exact timestamp, enabling full traceability and accountability.

  • Improved Prioritization: The distinction between blocking and non-blocking fields enables agents to address critical requirements first, reducing delays and bottlenecks.

  • Scalable Solution Across Deal Types: The dynamic handling of buyer profiles and product types (unit, project, WIP, building) ensures the tool adapts seamlessly to various case complexities without manual workarounds.