Test scenarios: new orders, document generation, fee calculations, closing captures, recording post-closing tasks.
Customisation
Integrations and APIs
Qualia supports integrations with common lenders, title plants, e-recording, accounting systems, document management, and e-signature platforms.
API access enables custom integrations for data exchange with your internal systems.
Webhooks and automation rules can trigger actions across connected systems.
Data model extensions
Some data fields can be extended via custom fields or configuration; deeper schema customizations typically require collaboration with Qualia and may be limited by the platform’s current data model.
Workflow and process customization
Automations, approvals, and notification rules can be tailored to reflect your firm’s processes.
Document templates and boilerplates can be customized to match your branding and language.
Limitations and considerations
Heavily customized platforms may require more involved implementation and potential ongoing configuration work.
Some deep customizations could be constrained by module licensing and roadmap priorities.
If you require unique document formats or niche processes, discuss them early to confirm feasibility and estimated effort.
Additional Costs
Setup/implementation fees
One-time onboarding or activation fees.
Fees for discovery workshops, data migration, integration setup, and initial configuration.
Possible fees for data migration services or professional services.
Licensing and subscription
Per-user or per-seat licenses, typically billed monthly or annually.
Reporting, analytics, and basic admin tasks (permissions, SSO provisioning).
Certification and reinforcement
Optional certification programs or formalized training paths for admins.
Ongoing micro-learning or refresher sessions aligned to feature releases.
Change management
Best-practice playbooks for rollout, phased adoption, and user adoption metrics.
Security Measures
Data encryption
Data at rest is typically encrypted (e.g., with industry-standard encryption like AES-256).
Data in transit protected via TLS/HTTPS
Access control and identity management
Role-based access controls (RBAC) and granular permissions.
Support for Single Sign-On (SSO) with enterprise identity providers (e.g., SAML, OAuth) where available.
Multi-factor authentication (MFA) options to reduce credential risk.
Compliance and governance
Alignment with common regulatory requirements for real estate/finance data (where applicable to region).
Audit logs and event monitoring to track access and changes.
Data retention policies and configurable purge/archiving rules.
Data residency and backups
Depending on contract, data residency options may be available by region.
Regular backups and disaster recovery procedures; defined RPO/RTO expectations.
Security testing and certifications
Regular security assessments, vulnerability scans, and penetration testing as part of vendor practices.
SOC 2 or equivalent compliance posture typically highlighted in security documentation (availability of copies of reports upon request).
Incident response
Established incident management process with notification SLAs.
Post-incident reviews and remediation transparency.
Updates
Update frequency
Qualia generally releases updates on a periodic basis, which can include monthly or quarterly feature releases plus maintenance updates.
Major platform releases may occur periodically with new modules or significant enhancements.
Release management and deployment
Updates are typically tested in staging environments before production rollout.
Controlled rollout with compatibility testing for existing workflows and integrations.
Communication ahead of releases with release notes detailing new features, changes, and any potential impact.
Change impact and customization
For customers with heavy customizations, Qualia or a partner may provide an impact assessment and a migration plan for major updates.
Some updates may require re-validation of custom automations, templates, or integrations.
Training and adoption around updates
Release notes are usually provided to customers.
Optional training or quick-start guidance for notable new features.
In some engagements, the customer success team will guide adoption of new capabilities and gather feedback.
Data Ownership and Portability
Data ownership
Most SaaS platforms, including Qualia, position customer data as owned by the customer. Qualia typically acts as a data processor under applicable data protection laws and stores data on behalf of the customer.
The vendor’s terms usually affirm that customers retain ownership of their data, including documents, matter data, records, and metadata created or uploaded by the customer.
Data access and export rights
Customers typically have rights to obtain and export their data in a structured, usable format (e.g., CSV, JSON, or XML) for migration, reporting, or archival purposes.
Data export rights are often specified for ongoing operations and at termination, with timelines or procedures for a final data export.
Data retention and deletion
Contracts usually define data retention periods after termination and the processes for securely erasing data (data purge) in line with regulatory requirements.
Some agreements specify a post-termination data extraction window and secure deletion of residual data after that window.
Data portability and interoperability
Availability of standard data formats and APIs to facilitate data movement to another system.
Documentation or support for data mappings to minimize migration friction.
For highly regulated clients, data portability provisions may include guaranteed formats, data dictionaries, and timelines.
Data security and privacy in relation to data ownership
Standard confidentiality provisions, access controls, and minimum security controls to protect customer data while in use, at rest, and in transit.
Data processing addenda (DPA) often referenced or attached, aligning with GDPR, CCPA, and other regional privacy regimes where applicable.
Scaling Up / Down
Flexibility and pricing
Most contracts offer scalable licensing models (per user/seat, per transaction, or per module) to accommodate growth or downsizing.
Scaling often involves adjusting user counts, modules, or transaction volume tiers with corresponding price adjustments
Operational scaling terms
Provisions for mid-term expansion (mid-cycle add-ons) or reduction of licenses during a term, subject to minimum terms or notice periods.
Lead times for provisioning changes (e.g., 15–30 days’ notice is common, but can vary by vendor and contract).
Data and configuration implications
When scaling down, customers may be required to consolidate data or archive non-active matters; data export rights remain, but ongoing access to decommissioned modules may be affected.
When scaling up, onboarding timelines for new users, features, or integrations are typically defined in a change management or professional services plan.
Payment and contract impact
Pro-rated charges for mid-term expansions or contractions are common, along with any applicable one-time setup fees for new modules.
Some contracts have minimums or tiered pricing that affect the economics of scaling.
The terms & conditions for contract renewal and cancellation
Renewal terms
Renewals are typically annual or multi-year, with evergreen renewal sometimes possible depending on regional norms.
Price renewal can be fixed for a term or subject to increase (with caps or inflation-based adjustments in some agreements).
Automatic renewal provisions are common unless a notice of non-renewal is provided within a set window.
Termination and cancellation
Termination for convenience: some contracts allow termination with notice and possibly early termination fees, depending on remaining term and prepaid amounts.
Termination for cause: standard grounds include material breach that isn’t cured within a defined period, regulatory non-compliance, or insolvency.
Data return or export obligations: upon termination, vendors typically provide a final data export and revoke access after a defined wind-down period.
Post-termination support: some agreements offer limited transitional support for a defined period to facilitate migration away from the platform.
Fees and refunds
Refund policies on prepaid amounts vary; often there are no refunds for early termination in many enterprise agreements, unless caused by vendor failure or breach.
Outstanding balances, prorations, and escrow-like arrangements (if any) are typically defined.
Exit rights and data retention
Clear definitions for the transition period, data export formats, and timing after termination.
Obligations around deletion of customer data after the exit period, subject to legal and regulatory retention requirements.
Compliance
SOC 2 Type II (often highlighted as a key assurance for service organizations handling data).
ISO 27001 (information security management) is commonly listed or pursued by vendors at the enterprise level.
ISO 27017/27018 for cloud security and data protection in the cloud may be indicated or pursued.
Privacy program attestations or adherence to GDPR, CCPA/CPRA, LGPD, or other regional laws as applicable, typically via DPAs and data processing addenda.
