Notarial practice
A property transaction has a firm signing date and several parties. The list goes out at opening, gaps stay visible, and whoever calls to ask what is left to supply gets an answer.
Documents and deadlines
The document list goes out on its own, reminds on its own, and goes quiet the moment a file arrives. You open a complete matter, not a pile.
7 days, 20 answered calls, no card
The task it takes over
A professional matter does not move because the work is hard: it moves because the missing document arrived. Last year’s statement, proof of income, the location certificate, the signed form. In the meantime, somebody at the firm writes a fifth email asking for the same thing.
This add-on takes that chasing off your desk. It builds the document list from the type of mandate, sends it, reminds at the pace you set, and goes silent the second a file lands. It reads what comes in to pull out the essentials — document type, period, party concerned — and files it against the right matter.
Two limits come from the profession itself, and out of no editorial caution. Your receptionist states which identification to bring; it does not validate it. And it takes down no tax figure, no social insurance number and no amount by phone or by message: it asks for the document, through the channel you chose.
Step by step
- Open
The type of mandate shapes the list
Transaction, will, estate, tax return, corporate file: one list per type. Parties and any deadline the caller states are captured at opening, because they drive the order of every request afterwards.
- Request
One list, rather than five emails
The client receives what to supply, all at once, along with how to send it. Anything already provided is left alone, and version tracking keeps a record of what replaced what.
- Chase
And above all, stop
Reminders follow the pace you set and end on receipt. That is the useful half of the feature: chasing that runs on after a document arrives costs more trust than it earns.
- File
Received, read, put away
The document is attached to the matter, its type and period are pulled out, and the checklist updates. The person responsible and the deadline stay visible, and so do exceptions — an unreadable page, a missing period.
An add-on, not a base capability
The professional services base tells apart a prospect, a client and an existing matter, takes the request type and any stated deadline, opens an intake record and books the consultation. It keeps no document list and chases nobody. This add-on brings collection and its follow-through.
On a matter already covered by recurring engagements or by case preparation, collection sits inside those options and is not bought twice. Accepting a mandate, running conflict checks and giving any advice stay with the professional.
What this changes for your business
Law firm
Documents arrive through the channel you authorized, with their provenance. Pre-intake stays minimal: the request is captured before sensitive detail, and the lawyer decides on acceptance.
Tax preparation
The list depends on the situation: employee, self-employed, rental income. It is built through questions, and seasonal staff can see at a glance which files are still waiting on a document.
Bookkeeping
Collection attaches to the period rather than to the client, which surfaces an expected document that failed to arrive before the close is at risk.
What it receives
- The type of mandate and the parties, captured at opening
- The deadline stated by the caller, exactly as it was said
- Your document lists per matter type, written the way you wrote them
- Files sent through the channel you authorized
What it produces
- An intake record with its owner, its deadline and its state
- A document list sent, reminded, then silent on receipt
- Documents filed on the right matter, with type and period pulled out
- Exceptions in plain sight: unreadable page, missing period, superseded version
You accept the mandate, you settle conflicts of interest, you approve the document list. Your receptionist gives no legal or tax advice, interprets no assessment notice, and confirms no deadline specific to a caller’s situation.
What is metered, and what comes from elsewhere
The add-on carries its own monthly allowance, separate from the calls in the base.
- Document matters handled per month, reset at each period
- A document page allowance for what arrives and for its versions
- Reminders by message and by email follow the channel, with no separate counter
- Calls stay metered on the base, separately from this add-on
Third-party costs stay separate: electronic signature from an outside provider, postal delivery, or access to a public registry are billed by that provider.
With practice software
The status shown is technical qualification, as the software register establishes it. With nothing connected, the list and the documents live in Zenvox.
- No connected softwareZenvox native modeDocument list, versions, deadline and owner stay in Zenvox, readable from the app.Work without connected software
- ClioTo qualifyRegional app and permissions, with a separate account per operating region. Matter-level rights still have to be proven.Clio
- KarbonTo qualifyHeader-based access is documented. The client-request lifecycle and the account permission boundary still have to be proven.Karbon
- ProNotaire, JurisConcept and engagement platformsTo qualifyCommon software in practices here. The access contract is unsettled: a documented need does not prove an interface exists.ProNotaire and JurisConcept
Questions about this add-on
Does the chasing continue after the document arrives?
No. Chasing stops the second a file lands, document by document. What stays in plain sight is the exception: an unreadable page, a missing period, a superseded version.
Will it take my social insurance number over the phone?
No. It takes down no tax figure, no social insurance number and no amount by phone or by message: it asks for the document, through the channel you chose.
Does it validate identification?
No. Your receptionist states which identification to bring; it does not validate it. Accepting the mandate and running the conflict check stay with the professional.
If I already take recurring engagements, do I need this one?
On a matter already covered by recurring engagements or by case preparation, collection sits inside those options and is not bought twice. It stays useful for matters outside those scopes.
What is metered when I turn this add-on on?
Document matters handled per month, reset at each period, and a document page allowance for what arrives and for its versions. Reminders by message and by email follow the channel with no separate counter, and calls stay metered on the base.
Where to next
Go back to your situation, or see how the add-on sits beside your base.
Documents and deadlines