A property sale, an estate and a will request need different information from the first call. Your notarial practice receives the parties, the purpose and the dates the caller provides. You can prepare the meeting and decide whether to accept the mandate before making commitments.
$49 CAD / month · 50 Standard calls · 1 local number
The notary receives an intake with the property address, the capacity of each party, the lender, the quoted date and the broker's name as referral source. She runs the conflict check, takes the matter, and the office opens the file that same day.
Thursday, 11:05 a.m. The notary is in a signing. A real-estate agent calls about a sale whose date already appears in the accepted offer.
ReceptionistNotarial office, good morning. Let me take your name and a callback number first, in case we get cut off.
AgentNadine Perron, real-estate broker, 450 555-0188. I am calling about the sale at 204 rue Dagenais in Laval. Signing is on the 14th.
ReceptionistThank you. Who are the parties, and is a lender already known on this one?
AgentBuyers are the Tremblay family, seller is Mr. Rivard. Financing runs through their credit union; a file is open on their side.
ReceptionistRecorded: property, parties, lender and the date you gave me. I do not confirm that date myself — the notary sets it after her checks. She will call you back once she is out of the signing.
Purchase, sale, refinancing. She records the property address, whether the caller is buyer, seller or intermediary, the signing date quoted, and any agent or lender already on file. She advances no date herself: that one is yours.
A death, a liquidator, heirs. She offers condolences plainly, records the relationship to the deceased, the date of death and whether a will is known of, then offers a first meeting. She takes no position on anyone's rights.
« Where is my file at? », « did you get my documents? ». She verifies identity before giving any information, reads back only a status your team has updated, and takes a message when there is none.
For oneself or for a relative. If the person is in hospital or losing autonomy, the request is flagged as a priority and you are alerted right away. Fees are stated only if your office publishes them.
An agent, a financial institution, an accountant sending you a client. She records the partner, the referred client and the deadline, and marks the call as a referral so you can see where your files come from.
What she takes on between a real-estate transaction and an estate, then the line she does not cross. Every line is a call your practice gets.
She takes the full name and a callback number before the caller tells the story.
That number becomes the thread to follow if the line drops before the call ends.
She establishes whether this is a new file or one already open at the practice, before anything else.
An open file finds its own history instead of starting another one.
She records the kind of matter, the parties and their capacity, without setting a signing date herself.
Purchase, will, estate: each kind follows its own set of questions.
A will or a protection mandate for someone hospitalised or losing autonomy gets the request flagged as a priority.
The alert reaches you without waiting for the end of the day.
An agent, a lender or an accountant referring a client gets recorded as the source, so you know where your files come from.
The referral source stays visible on the file instead of getting lost in conversation.
She verifies identity before saying anything about an existing file, and confirms to no one that a person is a client without that check.
Professional secrecy extends to the people who work for you.
She books the meeting within the windows you open, with confirmation and a reminder before the date.
An estate meeting and a deed signing do not take the same slot.
She sends the reminder ahead of the date instead of leaving confirmation to the caller’s memory.
The reminder goes out through the channel you configured, before every appointment.
She tells the caller the intake is taken and that accepting the mandate belongs to the practice.
No one leaves the call believing their file is already accepted.
With Documents and deadlines, the document list goes out by kind of deed and the follow-up stops as soon as one arrives.
Whatever is still missing stays visible with its owner and its internal date. Documents and deadlines
With Preparation and coordination, filing received documents is proposed for review and coordination with the bank or the agent happens under your authorisation.
Drafts follow your approved templates before anything is sent out. Preparation and coordination
She sorts document and meeting requests by email, without that counting as accepting a mandate.
Accepting a mandate or confirming a signing stay separate steps from sorting the inbox.
With ProNotaire or JurisConcept, writing to the file still has to be proven on a real account before any promise.
No authentication contract is established with the vendor to date. ProNotaire and JurisConcept
She answers from the calls and files of your practice you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich calls mention a signing planned for this week?
She retrieves stated dates and recorded parties. A requested date does not become a confirmed signing.
Which documents are still missing for a deed planned this month?
Add-onWith Documents and deadlines: the list by kind of deed and its owner. Without the add-on she reports the request without tracking its documents.
Which requests come from an agent or a referring partner?
She rereads the referral source recorded at intake. She does not assess the partner’s quality.
Which files are still waiting on a conflict check?
She rereads the parties’ names captured at intake. She takes no position on any conflict herself.
Which matters the office takes, your meeting and signing windows, the document list for each kind of deed, who to alert when a deadline is tight, and what the receptionist may not say. You can change all of it at any time from the app.
Full name and callback number in her first sentence. Then: new file or open file, kind of matter, parties and in what capacity the caller is involved, property or estate reference, signing date quoted by the caller, and any deadline mentioned.
A written record reaches you by text: who, which matter, which parties, which date. A situation matching your priority rule triggers an immediate alert. The meeting is booked into windows you open, with confirmation and reminder; you then decide whether the office takes the matter.
A receptionist who answers for you in both languages, tells a new file apart from an open one, and sends you a written intake. No setup fee, and you keep your number.
A call creates no mandate. She takes the intake and says so plainly to the caller: accepting it belongs to the office.
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which calls mention a signing planned for this week?
She retrieves stated dates and recorded parties. A requested date does not become a confirmed signing.
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Sort the practice’s document and meeting enquiries; mandate acceptance and signing confirmation remain separate.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Clients, files, documents, deadlines and billing are the objects in scope. No authentication contract has been established with the vendor and no authenticated trial has been run yet: writing still has to be proven on a real account.
A notarial office has two windows of silence in a day: drafting a deed and signing one. Those are exactly the moments when a distraction costs something — a mistake in a deed is hard to undo — and they are also the moments when the phone rings most, because an agent, a lender and a client all call around the same closing date.
Your receptionist takes that call for you. She answers in French or in English depending on the caller, asks what an experienced legal assistant would ask — new file or open file, what kind of matter, which parties, what date was quoted — and sends you a written intake. You pick the line back up once the signing is done.
She does not replace your relationship with your client, and she does not speak for the office. Professional secrecy extends to the people who work for you, so she is configured not to confirm that someone is a client, not to read anything out of a file without verified identity, and to tell the caller that the office will decide whether to take the matter.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Legal & accountingNo. The notary preset rules out setting, confirming or moving a signing date: a disbursement depends on it and several checks come first. She records the date the caller quotes, presents it as such, and leaves the setting to you.
No, and she says so to the caller. She takes the intake — matter, parties, deadline — and the office then decides whether to accept. That is what keeps someone from hanging up believing their file is under way.
She prepares it; she does not perform it. She asks for the names of the other parties before the caller goes into detail, and those names arrive in the intake. The conclusion is yours.
She verifies identity before saying anything about a file, she does not confirm that someone is a client, and she discusses a file with no relative, no opposing party and no unidentified third party. When a call comes from the other side or its representative, she records the organisation and the subject and sends it to you as a priority.
Yes, within the availability you allow and on the windows you keep for meetings. She books it, sends the confirmation and the reminder before the date. A deed signing, on the other hand, stays a request until you have validated the parties and the documents.
Yes. Your number is printed on your deeds and your cards; you keep it and forward the line to Zenvox whenever you want — all the time, only when nobody picks up, or on a schedule. You can also add a local number alongside your own.
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberNotaries
