How Thomas & Webber Increased Closer File Capacity by 33% with Qualia Clear

[Thomas & Webber, PLLC](https://thomasandwebber.com/) is a North Carolina-based law firm focused on residential real estate closings. The company maintains a small-town feel and a highly personalized client experience while handling a significant volume of complex transactions. As volume and client expectations increased, company leadership looked for ways to protect service quality and staff sustainability without slowing growth. Thomas & Webber began evaluating new Artificial Intelligence (AI) tools, and their search ultimately led them to [Qualia Clear](https://www.qualia.com/qualia-clear/).

Challenge

**Communication Overload Drove Burnout Risk** Thomas & Webber saw a sharp rise in client communications tied to each transaction. Emails, texts, and document revisions per file **increased threefold**. That volume made it harder for closers to stay ahead of routine questions while also tracking critical changes—such as amended purchase prices or seller credits—that could materially affect a closing. Tiffany Webber, Owner and Managing Attorney, was concerned about retaining her team, noting, “I care about our people and their well being. I didn't want to lose good people because they're too stressed and burnt out to get the work done.” **Manual Checks Created Anxiety Around Accuracy** Even with careful review processes, the growing number of cross-checks required before closing created constant pressure on Webber’s team. “Closers were worried about missing small but critical discrepancies buried in email threads or documents,” she said. “What we needed,” said Webber, “was a systematic way to ensure every file received a truly comprehensive review well before hitting the closing table, without encumbering our team or adding considerable new overhead.” **Limited Scalability Constrained Growth** The increased volume of questions from clients led to the average number of files a closer could handle to drop—from 40 to 30 files per month. To return to peak capacity and support their business growth, Webber projected that they would need to hire multiple new staff members in a market where finding experienced people is challenging. Webber calculated that hiring a part-time assistant for each of her six closers would cost **$117,000** annually.

Solution

Thomas & Webber chose to implement [Qualia Clear](https://www.qualia.com/qualia-clear/), an agentic AI system, to transform their title production system from a system of record into an intelligent system of action. “AI is super important for our future, and it’s going to make our team’s life a lot easier,” explained Webber. **Integrated Title Intelligence Across Every File** Qualia Clear is built directly into the Qualia platform. This native integration means the system’s AI has full visibility into all file data—including emails, documents, and communications. The benefit to Thomas & Webber—and all Qualia Clear users—was that the system worked in collaboration with closers. Team members didn’t need to manually feed information in for files; Qualia Clear already had the knowledge to help move files along. Explained Webber, “Members of my team using the draft email replies feature are obsessed with it, saying 'After the system drafted an email reply for me, I changed two words, and Qualia Clear saved me 25 minutes because of all the digging I would have had to do.’”

**Closing Checklist Agent Catches Discrepancies** The team started using features like the pre-closing checklist to ensure file accuracy. Qualia Clear automatically cross-checks every document and email against the closing statement and contract, flagging inconsistencies. “The **pre-closing checklist command** is already catching critical errors, such as unreflected seller concessions or name mismatches, much earlier in the process,” said Webber. This proactive identification allowed closers at Thomas & Webber to catch issues earlier. “I would rather find that red flag earlier than be at the closing table and have an agent mention, 'I don’t see this invoice on the closing statement,'” Webber stated. **Qualia Clear Acts as a “Personal Assistant” for Closers, Saving $117k** To encourage adoption, Thomas & Webber positioned Qualia Clear as a personal assistant to team members rather than a replacement of them. Her goal is to build a morning routine where Qualia Clear's scheduled commands triage emails for action items, run invoice processors, and complete pre-closing checklists before the closer even opens their email, freeing them up for high-value client work. “Think of Qualia Clear like your personal assistant. We could all be great if we all had a personal assistant, but that’s not feasible or economical in many cases. If I were to hire a part-time assistant for each of my six closers, it would cost $117,000. Qualia Clear is a lot less expensive,” Webber explained.

Results

With Qualia Clear handling routine checks and surfacing issues earlier, Thomas & Webber restored closer capacity to 40 files per month—an increase of approximately 33% from the firm’s reduced baseline. Critically, the upsurge occurred while staff maintained peace of mind. “We were back at a strong level, without compromising accuracy and service quality, or overloading our staff,” Webber said. Notably, the efficiency gains allowed Thomas & Webber to defer multiple planned hires, making the cost of Qualia Clear significantly lower than the staffing expenses it replaced. In some cases, automation eliminated lower-value manual tasks, opening the door to promoting existing staff into higher-value roles. “For us,” said Webber, “the result was not just higher capacity—but a more sustainable operation built to grow without burning out the people who make it run.”