How a360inc saved $400K by automating notary outreach with Regal AI

Written by:

October 14, 2025

•

5 min read

a360inc is a full-service legal and lender solutions provider with a specialized Notary Signing Solutions division. Leveraging nationwide reach and proven operational workflows, a360inc manages notary assignments at scale—coordinating signings and document execution by engaging, negotiating with, and seamlessly dispatching notaries across diverse geographies.

The Challenge

The traditional process for filling notary jobs is slow and costly:

Manual calling is expensive: When a notary doesn’t reply to a text message, staff have to follow up with manual calls, driving up costs and eating into limited capacity.
Capacity is limited: Reps can’t reach every notary, leaving some orders unfilled.
Incentives favor speed, not coverage: Human callers prioritize easy jobs to close quickly, ignoring harder notaries that still need to be scheduled.
Negotiations are inconsistent: If a notary rejects the first price, reps often lack the bandwidth to gather counteroffers or follow up with alternatives.

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a360inc’s CloseClear platform needed a scalable system that could contact more notaries, capture bids, and negotiate prices consistently, all while lowering costs and improving margins.

Why Regal?

a360inc needed more than a dialer. It needed AI agents that could actually negotiate, capture data cleanly, and adapt to notaries’ varied responses. Regal’s broad library of natural-sounding voices made those conversations credible, while its LLM-powered data extraction ensured every bid and disposition was logged in a structured format. This meant that instead of scattered notes, reps had reliable data flowing directly into their system, giving them richer, more actionable context.

Regal’s platform gave a360inc the tools to embed its unique business rules directly into the AI. Pricing didn’t stay static—the agent adjusted thresholds dynamically as notaries declined—and randomized prompts across multiple personas kept conversations unpredictable, making it harder for notaries to exploit the system. These tailored flows turned outreach from a costly, inconsistent human task into a scalable program that improved coverage, preserved fairness, and protected margins.

Driving Impact with Regal’s AI

By shifting repetitive outreach and negotiation to Regal’s AI agent, a360inc saw clear improvements in coverage, efficiency, and profitability:

Randomized logic for resilient interactions

To prevent notaries from “gaming” the system, Regal deployed multiple AI agents with varied voices and negotiating logic. This kept interactions unpredictable, so notaries never knew which agent they were speaking with. The result was a negotiation process that felt fair, avoided scripted loopholes, and held up even with repeated weekly interactions.

Smarter negotiation with dynamic thresholds

The AI agent introduced structure into notary negotiations. Using a dynamic threshold, it adjusted price offers based on how many notaries had already declined a job. Randomized prompting reinforced this by ensuring the back-and-forth couldn’t be broken or manipulated. Together, these strategies meant the AI could push harder for favorable pricing while still closing deals reliably.

Richer bid data for better decisions

Bid data that once came in sporadically through calls and texts was now systematically captured and analyzed. Regal’s Custom AI Analysis ensured every bid was logged in a consistent format, passed through APIs, and stored with clear properties. With this structure in place, human reps could quickly compare offers, see pricing patterns, and step in with context when an AI agent’s offers weren’t accepted. Having multiple bids on hand meant reps had stronger backup options and could close deals faster and more reliably.

Faster order fulfillment with structured handoffs

The AI agent passed structured disposition data directly into a360inc’s custom site, so human reps could trigger actions like assigning an order without re-entering information manually. The order assignment and bid collection functions created a smooth bridge between the AI’s outreach and the human team’s fulfillment workflows, speeding up the entire process.

Real Results

Regal's AI agent drove real operational and business results, including 80% cost reduction per call and $400K saved on remote bid collection.

Lessons Learned

The rollout of Regal’s AI agent revealed several important lessons about how automation can transform notary operations without sacrificing performance or trust.

Randomization is key to fairness: In negotiations, predictability can undermine outcomes. By rotating between multiple agent personas and introducing variability in phrasing, Regal prevented notaries from “gaming” the system. This randomness kept the process credible and balanced, ensuring that every deal was struck within fair parameters rather than scripted patterns.
Better observability means better outcomes: Every bid collected by the AI agent was logged in a structured, standardized format. This gave reps more reliable data to work with and allowed them to make quicker, better-informed decisions. Instead of chasing scattered notes or incomplete offers, teams had a clear view of pricing trends and notary availability, turning each negotiation into an opportunity to optimize margins.
Consistency builds trust: Notaries weren’t just willing to engage with Regal’s AI agent once—they interacted with it multiple times a week and continued to respond over time. That consistency proved the AI could maintain credibility across repeated negotiations, turning what might have been a one-off novelty into a reliable part of how business gets done.

Looking Ahead

With Regal’s AI already proving its value in bid collection and negotiation, a360inc is ready to push the technology further. The next evolution is letting the agent take on more of the back-and-forth, driving negotiations deeper before a human ever needs to step in. That shift means deals close faster, pricing stays consistent, and reps are freed up from the repetitive grind.

The company is also preparing to roll out AI-led appointment scheduling, giving notaries the ability to confirm availability on the spot. Automating this step removes yet another layer of manual coordination, helping a360inc cut costs, boost reliability, and keep orders moving without delay.

Ready to see what cost savings and efficiency gains Regal AI can drive for you? Schedule a demo with us.

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