a360inc automates notary outreach and negotiation with Regal’s AI Agent
By automating notary outreach and negotiation with Regal’s AI Agent, legal and lender solutions provider a360inc cut dialing costs, saved $400K through automated bid collection, and achieved 95% positive sentiment at scale.
Legal Services
IN NUMBERS
In Regal, the a360inc team found a purpose-built automation platform that let them easily design logic around which notaries to contact, when to follow up, and how to tailor each negotiation for maximum efficiency.
$400K
Saved on Remote Bid Collection
80%
Cost Reduction Per Call
95%
Positive Contact Sentiment
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.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?
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
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.
lesson learned
1. 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.
2. 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.
3. 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
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.
HENRY DAVIDSON
EVP of Sales and Business Development, a360inc
"Regal’s AI transforms outreach into a true competitive advantage. We’ve reimagined notary engagement—reducing costs by 80% per call, making unlimited calls instead of 17-20 per hour, and saving $400K through automated bid collection—all while delivering speed, reliability, and scale for the future."
ABOUT THE CUSTOMER
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.
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