The third owner's ID card is still missing
The signing is set, the file is nearly ready, and at the front desk you are waiting for a document one of the parties has promised twice, meanwhile the personal records have to be typed into the practice business software, the tax codes read back character by character, and the files that came in by email have to be renamed and put into the folder for the case
The work of the deed is not this, the work of the deed is something else, this is what sits around it, and what sits around it is what fills the days
Where the hours go at the front desk
- The documents from the parties that arrive photographed with a phone, crooked, in pieces, and somebody has to read them and put them right
- The same personal records retyped several times, because the same name is needed in different places and every time you start again from the document
- The file to put together, with everything that has to be in it, in the order it has to be in
- The list of what is missing, which has to be kept up to date by hand and chased up out loud
- The filing afterwards, with the file names and the folders that in the practice follow a precise rule
- The internal dates to keep an eye on, the ones that if they slip only the person carrying them in their head notices
The part that is the deed we do not touch
Examples of what the system can do
These are examples of jobs the system can carry out, not jobs already delivered to some practice, Muffin Suite started recently and we would rather write it here than leave you to guess it
- The system reads the documents the parties have sent, pulls out the name, the date of birth, the tax code and the details of the document, and writes them into the practice business software in the right fields
- It checks that the tax code is consistent with the personal details and that the document has not expired, and if something does not add up it stops and flags it instead of carrying on
- It puts the file together, renames the documents by the rule you use, puts them in the folder for the case and prepares the list of what is still missing
- It keeps the internal deadline diary, the one belonging to the practice, and warns you when a date is coming up and the matching box is still empty
- It reads back the details of a party already in the archive and offers them again, instead of having them retyped from the document for the third time
All of it happens inside the business software you already have, the system opens the screens and fills in the fields the way a person would, so no technical integration is needed and your program does not have to be set up for anything, this is the case of programs with no integrations and it is the house specialty
What stays with the people
In a notary practice you do not hand the relationship with the parties over to a machine, nor the substantive check on what has been collected, nor the decision on a case that is unlike the others
The system invents nothing, if a document is unreadable or a value is ambiguous it does not try to guess, it stops and leaves you the case to look at, and how much autonomy to give it is up to you, at the start it is worth keeping it on a short rein, with more confirmations, then you widen it on the steps you have seen work
Why the practice comes out ahead
The hours that go into transcribing today come back free without hiring anyone to key in data, and with the people you already have you use them to follow the cases instead of chasing them
There is the errors side of it too, a mistyped tax code always surfaces at the worst possible moment, and an automatic check on every line does not get tired at the tenth record the way a person does at six in the evening
If you want an idea of how much repetitive work weighs inside your practice, there is the savings calculation, then you show me a procedure, a short screen recording with none of the parties' data in it is fine, I look at whether it can be done and I tell you the monthly fee before we start, that figure stays and you approve every addition yourself
I'm Antonio Fuccillo, I write the automations myself and I answer the messages myself, so when you write you're talking to the person who does the work