Proof Closing Operations for Real Estate Organizations
This document outlines the Proof Closing Operations process for real estate organizations, detailing the roles of Document Specialists and Quality Control Specialists in preparing and verifying transactions, the FIFO order processing method, transaction status updates including automated notifications to involved parties, and contact information for the Closing Operations Team.
Who this is for
This content is for real estate organizations that utilize or are interested in utilizing Closing Operations services.
Closing Operations process overview
- 1.The Document Specialist tags the documents and prepares the transaction before sending it to the Quality Control Specialist.
- 2.Quality Control verifies that the transaction is set up according to the lender's standard operating procedures. The Quality Control Specialist sends the transaction to the signers listed on the file.
- 3.After the Closing Operations Team sends the transaction to the signers, the transaction status updates to Sent to Signer. Title agents, lenders, and anyone added to the transaction as a Closing Team participant will receive an automated email confirming that the documents have been sent to the signers. You can check your account for status updates at any time.
The Closing Operations team processes orders using a first-in, first-out (FIFO) method.
Status of transactions
You can check the status for orders sent to Closing Operations or read about transaction history and status definitions for more information on what each status means.
Contact Closing Ops
If you need to contact the Closing Operations Team, you can email them at orders@proof.com. For current hours of operation, refer to the support resources.
Related
2025-10-06 Proof Release Notes – Proof Help Center
The 2025-10-06 Proof release introduces enhancements allowing title and lender customers to add closing contacts to Identify transactions for dashboard access, and enables Command Center users with appropriate roles to download their company directory and view organization statuses, both features now generally available by default.
Transaction Actions Overview – Proof Help Center
The Proof Help Center's Transaction Actions Overview details specific actions—such as Archive, Cancel, Delete, Edit, Force-complete, Recall, Resend, and Unarchive—that users can perform on transactions based on their type (business or real estate) and current status, emphasizing the need to verify eligibility before proceeding and offering support options if needed.
Delete Payment Method for Your Personal Account – Proof Help Center
To delete a payment method from your personal Proof account, click your initials in the upper right corner, go to Account information, find the Payment method section, and select the trash can icon next to your payment method to remove it, with a confirmation message appearing upon successful deletion.
Create an OAuth Client Application – Proof Help Center
The Proof Help Center guide explains that organization owners, admins, or users with API management permissions can create OAuth client applications—a paid feature enabled by Proof—to securely connect external systems to Proof accounts using token-based authorization instead of passwords, with each client application having a unique App ID, multiple one-time-viewable App secrets, full API key scope, and tokens that expire every two hours, recommending separate clients for different environments and emphasizing secure storage of secrets.
Cancel a Transaction – Proof Help Center
The Proof Help Center guide for organizations explains that transactions can be permanently cancelled only if they have been sent but not completed—such as when sent to the wrong email, signer count changes, duplicates, or document changes—while errors like incorrect tag placement or witness needs should be corrected during the notary meeting; it details which transactions are cancellable (real estate expired, business sent but incomplete), how to cancel via the Transaction Actions menu in the Proof account, and emphasizes that cancellation is irreversible and inaccessible to customers.
Edit a Business Transaction – Proof Help Center
The Proof Help Center explains that organizations can edit business transactions only while they are in Sent status—editing temporarily moves the transaction to Draft without changing recipients' existing access links, and after making changes via the Transaction actions menu and confirming with Update transaction, recipients are notified unless edits are merely saved without updating; however, these steps do not apply to real estate transactions, which require a different process.