Notarial practice
The transaction has a signing date and several parties. Documents are requested from whoever holds them, the state of readiness is visible, and signing is scheduled once the notary confirms the file holds together.
Preparation and coordination
The matter arrives prepared and everyone involved is lined up on the same date. Drafts follow your templates, and nothing goes out before you approve it.
7 days, 20 answered calls, no card
The task it takes over
A property closing hangs on a firm date and four calendars: buyer, seller, broker, lender. If one party is missing or one document is late, the disbursement stalls. That is not law, it is coordination — and it is what fills an assistant’s day.
This add-on prepares the work ahead of you. From the documents received it pulls out the useful elements — parties, amounts carried on the document, dates, the description of the property — and proposes a filing. It prepares the draft from your approved templates and puts it in front of you. Nothing leaves the office without your approval; on a formal act the rule is absolute, and you are the one who signs.
It also carries the conversation with everybody else. Who owes what, by which date, and what is still outstanding on whose side. A broker calling to ask whether everything is ready gets the administrative state of the matter, without hearing one word of what professional secrecy covers.
Step by step
- Scope
Parties, date, boundaries
Type of act or mandate, parties on the matter, the date at stake. Other parties are named for your conflict check — the check itself is yours, and your receptionist rules on nothing.
- Extract
What a document holds, proposed and not decided
From the records received, the add-on pulls out the useful elements and proposes a filing. The proposal is visible and editable: it is preparation, not data entry you discover three weeks later.
- Prepare
The draft follows your templates
Text is written from templates you approved, filled with the elements of the matter. It reaches you as a draft. Where an act requires professional approval, approval is required — the feature has no path around it.
- Coordinate
Other parties, on one date
Client, bank, broker, opposing office: each learns what to supply and by when. The administrative state of the matter can be shared; protected content cannot, and identity is verified before any answer.
An add-on, not a base capability
The professional services base qualifies the call, opens the intake record and sends you the acceptance decision. It prepares no work product and coordinates no party. This add-on brings preparation and coordination.
Within its scope it contains the collection from documents and deadlines, which is not bought twice, and it shares that collection with recurring engagements when both are in place. A draft prepared here is work product on the matter; it is a different thing from an ordinary message written for you.
What this changes for your business
Transactional firm
Engagement letter, documents, scheduled consultation, tasks and approvals tracked with their owner. The deliverable goes out once approved, along with the invoice and the file close-out.
Litigation, family and immigration
Documents arrive through the authorized channel, with their provenance. Deadlines are entered then checked by a professional, and answers about the state of a matter come from authorized status, not from a guess.
CPA engagements
Requests go out in batches by client-side owner, versions and open points are traced, and a reviewer approves the steps before a report is delivered.
What it receives
- The type of act or mandate, the parties and the date at stake
- Documents received through the channel you authorized
- Your approved templates and your filing rules
- The list of other participants and what each one owes
What it produces
- Elements pulled out of the records and a proposed filing you can change
- A draft prepared from your templates, waiting on your approval
- Requests sent to the right parties, with their dates
- A readable state of readiness, and answers limited to authorized status
You approve the draft and you sign the act. You settle the conflict check from the names captured. Your receptionist gives no advice, computes no limitation period and confirms no signing date — that belongs to you.
What is metered, and what comes from elsewhere
The allowance has two faces: matters prepared, and document matters handled each month.
- Matters prepared per month, reset at each period
- Document matters handled per month, shared with collection
- A document page allowance for records and drafts
- Calls stay metered on the base, separately from this add-on
Third-party costs stay separate: electronic signature from an outside provider, access to a public registry, public officer fees or postal delivery are billed by that provider.
With practice software
The status shown is technical qualification, as the software register establishes it. With nothing connected, preparation lives in Zenvox.
- No connected softwareZenvox native modeExtracted elements, proposed filing, drafts and readiness state stay in Zenvox, readable from the app.Work without connected software
- ClioTo qualifyDistinguishes matters and stages. Regional app and permissions; matter-level rights still have to be proven.Clio
- KarbonTo qualifyOrganizes engagement work and collaboration. The account permission boundary has to be proven before any write.Karbon
- ProNotaire, JurisConcept and engagement platformsTo qualifyOften the system of record in a practice here. The access contract is unsettled and needs a specification per vendor.ProNotaire and JurisConcept
Questions about this add-on
Can a draft leave the office without me?
No. Nothing leaves the office without your approval; on a formal act the rule is absolute, and you are the one who signs. The draft is prepared from your approved templates, then put in front of you.
The broker calling to ask whether everything is ready — what do they learn?
The administrative state of the matter: who owes what, by which date, and what is still outstanding on whose side. Nothing covered by professional secrecy is said to them.
Does it compute a limitation period or confirm a signing date?
No. Your receptionist gives no advice, computes no limitation period and confirms no signing date: that belongs to you.
Who settles the conflict check?
You do, from the names captured at opening. Your receptionist takes the type of act, the parties and the date at stake; accepting the mandate stays with the professional.
Is the proposed filing final?
No, you can change it. The elements pulled out of the records — parties, amounts carried on the document, dates, the description of the property — and the filing that comes with them are a proposal you correct.
Where to next
Go back to your situation, or see how the add-on sits beside your base.
Preparation and coordination