Virtual Assistance for Notaries and Signing Agents
The admin between signings, handled by a named human assistant: your Notary Cafe, SnapDocs and Pavaso profiles kept current, completion reports filed after every signing, and every appointment invoiced and logged.
- Same day
- Completion reports filed after every signing
- 2 days
- From first call to your first task list
How the work actually runs.
Start with your platforms
The first call lists every platform you are on, the fee schedule you work to and the documents each one asks for. Your assistant gets a named login where the platform allows it and a written procedure per platform before touching anything.
Work the trail after each signing
Every signing leaves the same three things behind: a completion report, an invoice and a payment to watch for. Your assistant clears that trail every working day, so you finish one signing and drive to the next.
Report every week
A short written note each week: signings invoiced, fees outstanding, profiles renewed, dates coming up. Questions are batched, so you are interrupted once, not between every appointment.
What is included.
Signing platform profiles
- Notary Cafe, SnapDocs and Pavaso profiles kept current: availability, coverage area and fees
- Commission, E&O, background check and certification dates tracked and renewed before they lapse
- New platform sign-ups completed with your documents, so you appear where the orders are
Completion reports
- Completion confirmations submitted to the platform or the hiring party after every signing
- Tracking numbers, drop-off times and signing notes recorded where the hiring party expects them
- Missing or rejected reports chased the same day, before they hold up your fee
Invoicing and payment logging
- Every signing invoiced to the client or signing service within 24 hours, at your fee schedule
- Payments logged against invoices, and overdue fees chased on a schedule you approve
- Mileage, fees and expenses recorded in QuickBooks, Xero or a sheet, ready for your accountant
We work in your tools, not ours.
Your Notary Cafe, SnapDocs and Pavaso profiles, your QuickBooks or Xero, your Sheets and your inbox. Your assistant works inside them as a named user, so the record of every signing stays yours.
One rate, three ways to buy it.
The same three packages as every other service, at the notary rate. Hours flex month to month, and a two-week pilot on Part time is there if you would rather try it first.
Part time
$400a month
10 hours a week
40 hours a month
One signing agent doing a handful of appointments a week.
Book a demoStandard
Most sold$800a month
20 hours a week
80 hours billed a month
Plus 20 hours free, so 100 hours in total
A busy solo agent, or two agents sharing one assistant.
Book a demoFull time
$1,600a month
40 hours a week
160 hours a month
A signing service running a roster of notaries.
Book a demoPrices exclude tax. Three month initial term, then rolling monthly with 30 days notice, and you can move between the three at any point.
Before you ask.
Which platforms do you work in?
Notary Cafe, SnapDocs and Pavaso for profiles and completion reports, plus whatever the agencies you work with use for confirmations. Invoicing and payments in QuickBooks, Xero, Notary Gadget or a shared sheet, whichever you already run.
Do you handle the documents themselves?
No. Documents stay with you, and nothing from a signer's file is ever copied into a tool of ours. The assistant works the administrative trail around a signing: profiles, reports, invoices and payment logs.
How do you access my platform accounts safely?
Where a platform supports team or delegate access, your assistant gets a named login with the least access needed. Where it does not, we agree in writing what is shared and how, two-factor stays on your device, and access is removed the day an engagement ends.
Want the admin between signings handled?
Book thirty minutes and tell us which platforms you are on and how many signings you do a week. We will come back with the hours it needs and what it costs, in writing.