Software for notaries

Notary office software for a queue of very different requests

People come to a notary with very different business: certifying a copy of a document, drawing up a power of attorney, signing a contract with several parties present. Notary office software has to sort these acts by duration, so short ones do not wait in line behind long ones, and so people arrive with the right papers instead of wasting the visit.

A certified copy and a contract do not take the same time

Each notarial act is set up as a separate service with an individual appointment type, its own duration and a link to the notary or assistant who performs it. In the online booking form the client picks the act first, so the system only offers slots where that act actually fits. The duration set in the settings can be changed for a particular appointment when more parties than usual are coming, and the calendar shows right away how much free time is left until the end of the day. When several notaries work in one office, each has their own list of acts and schedule, and the client chooses either a specific notary or the nearest free time with any of them.

The document list is visible before the client books

The booking form settings have separate steps for booking rules and cancellation terms, and both can be set per service. The notary writes in the booking rules exactly what to bring for a power of attorney, and gives a different list for a purchase agreement. The client sees the cancellation terms if they try to cancel through the form. If these texts already exist on the office website, an external link can replace the full text. How this section works is described in the article on terms and agreements in the booking form.

A monthly rate for the assistant and the day's totals

An assistant or consultant with no appointments of their own is easiest to pay a fixed monthly rate. One requirement is worth remembering: a rule with the Month period only applies if the accrual period starts on the first day of the month and contains at least one full calendar month. Otherwise the system skips it, while the other rules in the scheme run as usual.

At the end of the day, the cash register shows how much came in as cash and how much by card, and cash documents are created both automatically and by hand. Periodic cash flow reports pull these amounts together for a week or a month, so the notary does not have to add up totals in a separate notebook.

Time held in reserve

Convenient hours at a notary's office are in high demand, and some of them end up taken by people who never show up. A limit on repeat bookings of the same service within a chosen period stops one client from holding several hours in advance. After the visit, a short survey with a review screen shows whether everything was clear. A notary's office belongs to the consulting services group together with a law company and accounting.