Case study / Financial services / Signing service operations
CloseWise: signing service software built to support more than $21 billion in loan closings
CloseWise is signing service software: signing companies create loan signing orders, assign agents, manage scheduling, and run invoicing and agent payouts in one system. Logic Square built it, starting in 2021, and has kept extending it as the operation grew: automated agent recommendations, staged job offers, AI assisted order intake and an agent toolkit. The platform has supported more than $21 billion in loan closings.
- Client
- CloseWise
- Engagement
- Feb 2021 start, soft launch Apr 2022, continued releases since, major refactor 2024
- Team
- 10+ specialists across PM, QA, backend, frontend and design
- Stack
- React, React Native, Node.js, MongoDB
01 / The Challenge
A simple order tool that had to become an operating platform
CloseWise began as a relatively straightforward tool: signing companies enter or upload loan signing jobs, capture the details, assign a signing agent, manage the schedule, and handle basic accounting, reporting and payment.
The hard part arrived after launch. As the operation ran, the scope kept widening. Jobs had to reach the right agents without a scheduling team chasing them by phone. Cancelled and incomplete jobs still had money attached. Agents wanted to run their own signing businesses inside the platform. None of that was in the first specification, and all of it had to land while real money moved through the system every day.
02 / The Decision
Model the operation, then keep releasing into it
Two decisions shaped the build. First, the order is the system of record: every job carries its schedule, its documents, its change history and its money, so operations and finance never drift apart. Second, release continuously into production rather than wait for a complete specification that would never exist. The platform grew release by release for years.
That choice has a cost, and the page says so. Repeated additions increased complexity, and in 2024 the team undertook a major refactoring effort. After that work the product became more stable, more usable and less error prone, based on the founder’s account. Iterative delivery and paying down technical debt are both part of the story.
03 / What We Built
Signing operations, end to end
How an order moves through CloseWise
- 01
Intake.
Orders arrive from several sources, including AI assisted parsing of incoming job information, and land in one pipeline.
- 02
Recommend.
The system suggests which agents should receive the job first.
- 03
Staged offers.
The order goes to an initial group of agents, for example five. If no one accepts within the configured window, it moves to the next group automatically. Agents accept or counter within customizable settings, which removed the need for a scheduling team.
- 04
Signing and documents.
Appointment, document exchange and status changes live on the order, visible to every role that needs them.
- 05
Invoice and payout.
Client invoice and agent payout are tied to the order outcome and the business rules, including exceptions.
- 06
Reconcile and report.
Reporting draws on one record of the work actually performed.
FIG. 01 / How an order moves through CloseWise, with the exception branch from invoice and payout.
Agent recommendations and staged, timed offers
Automated scheduling that suggests agents and offers the job in stages, with a configurable acceptance window per stage. This automated a process that otherwise ran on manual outreach and follow up.
Financial workflows built for exceptions
CloseWise links order outcomes to client invoices and agent payouts, including cancellations, partial charges and conditional agent payments. Agent payroll can run weekly, biweekly or monthly. Controls prevent the same job from being invoiced twice or an agent being paid twice.
Change history on every order
Each order has a change history to help teams investigate updates and exceptions.
Who uses it
Signing agents, signing services and signing companies, administrators, and end clients who log in to see job information or create jobs. The solution contains several distinct front end experiences on one shared backend: signing company workflows, an agent experience, a client experience, an administrative panel, and white label variations for individual signing companies.
NotaryNearMe and the agent toolkit
As the product expanded, the engagement grew beyond the original signing company workflow. Logic Square built NotaryNearMe, a related directory experience for finding notaries, along with the tools that let agents run more of their own business inside the platform, including accepting work and assigning jobs to other agents.
04 / Engineering Notes
One backend, several experiences, years of change
One deployable backend. The backend is a single application released together. The distinct experiences (company, agent, client, admin, white label) sit on top of it. This is a multi experience application with a shared backend, not a microservices architecture, and the page does not pretend otherwise.
Transaction integrity. Orders and money in one system of record. Change history on every order. Invoices and payouts reconcile against the work performed, with duplicate billing and duplicate payout prevented by design.
Scale, dated. At the time of the client’s 2023 public review the platform was handling 6,000 or more signing orders a month.
Controls that supported SOC 2. Logic Square built the controls that supported the client’s SOC 2 certification: access controls, audit logging and change discipline. The client’s internal team completed the audit, and CloseWise attained SOC 2.
The 2024 refactor. Accumulated scope made the codebase harder to maintain, so the team refactored it in 2024. Stability and day to day usability improved afterwards, per the founder. No measured reduction in incidents or cost is claimed.
The stack. React and React Native, Node.js, MongoDB. More on the build decisions in how we built CloseWise.
The stack
React, React Native
Node.js
MongoDB
One deployable backend, several experiences
05 / The Results
Scale carried, scope absorbed, debt paid down
Dated proof, with sources
- Apr 2022: soft launch.
- 2023, client’s public Clutch review: 6,000+ signing orders a month, $2.2 billion in real estate value transacted, and $1.4M in client revenue managed through the platform in the first year after soft launch.
- 2024: major refactoring effort; improved stability and usability reported by the founder.
- As of October 2026: more than $21 billion in cumulative loan closings supported.
“Logic Square is very involved in our project and acts like a part of our team rather than a paid service provider. They’re invested in our success.”
Building software for signing, title, escrow or contractor operations?
Book a Strategy Call06 / Who this pattern fits
The CloseWise pattern is an order that drives work, a schedule and money in two directions, with exceptions that still have money attached.
It appears in signing services and notary networks, in title and escrow coordination, in contractor and field service dispatch, and in any operation that pays independent professionals per completed job. For the rules driven parts, see rules based workflow automation; for the regulated money side, financial services software. A different document driven workflow we productized: The Augusta Rule documentation workflow.
FAQ
Common questions
What is signing service software?
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Software that runs a loan signing operation: order intake, agent assignment and scheduling, document handling, client invoicing and agent payouts, and reporting. CloseWise is one platform doing all of it.
What did Logic Square build for CloseWise?
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The platform from the first version in 2021 through today: order intake including AI assisted parsing, agent recommendations and staged timed offers, scheduling, document handling, exception aware invoicing and payroll, change history, reporting, and the company, agent, client, admin and white label experiences on one backend. As the engagement grew, we also built NotaryNearMe, a related directory experience for finding notaries, and the agent toolkit.
How does the platform handle cancelled or incomplete jobs?
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Order outcomes drive the billing rules. A cancelled or incomplete job may still qualify for an agent payment, and the client may receive a partial invoice depending on why the job did not proceed. The platform coordinates those cases and prevents double billing and double payouts.
Did the platform need a rewrite as scope grew?
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Not a replacement, but a major refactor in 2024. Years of additions had made the code harder to maintain; the refactor made the product more stable and easier to use.
What results can be verified?
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The 2023 figures come from the client’s public Clutch review: 6,000+ orders a month, $2.2 billion in real estate value transacted, $1.4M in client revenue managed through the platform in the first year. The cumulative figure, more than $21 billion in loan closings, is the platform’s current scale.
Is this a notary product Logic Square sells?
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No. CloseWise is a product we built for a client. If you run a notary signing platform, a signing service, or a title or escrow operation, we built CloseWise and can build yours.
