The life of a modern notary public extends far beyond the simple act of witnessing and stamping documents. Today’s notary professionals are often mobile entrepreneurs juggling complex schedules, intricate financial records, diverse client interactions, and ever-evolving compliance requirements. Managing these multifaceted responsibilities efficiently can be a significant challenge, particularly as a notary’s business expands. Fortunately, a variety of software solutions have emerged to streamline these operations, offering tools to save time, improve organization, and ultimately enhance overall business management. This blog post aims to provide a fair and detailed comparison of three popular notary business software options – NotaryGadget, NotaryAssist, and CloseWise— to help notaries make an informed decision about which platform best suits their individual needs.
Feature-by-Feature Comparison
1. Core Business Management
NotaryGadget’s core strength lies in its detailed accounting features, specifically designed for the unique financial management needs of notaries. Users can efficiently track income and expenses, generate professional invoices, and monitor payments received. The platform’s emphasis on accounting appears to be a central aspect, providing notaries with the tools necessary for tracking notarial acts for potential tax benefits.
NotaryAssist offers a more encompassing business management approach through its “Business Center,” enabling notaries to track various services they offer and customize their revenue streams. Beyond basic accounting, NotaryAssist integrates bookkeeping tools and facilitates expense organization with features like receipt scanning. It also provides income reporting on a per-customer basis, offering a more granular view of revenue generation. This suggests a platform geared towards providing notaries with a holistic view of their business performance, allowing them to analyze profitability across different service types.
CloseWise provides a robust full accounting suite that includes check processing and automated invoice management. It also offers built-in income monitoring and AI order inputs. Users can track expenses and receipts, and the platform generates Profit & Loss reports. The integration of direct payment options within its accounting suite indicates that CloseWise aims to streamline the financial workflows for notaries and signing services by facilitating transactions directly on the platform.
2. Scheduling and Organization
NotaryGadget excels in automating the scheduling process, offering calendar integration that automatically adds jobs and appointments, ensuring seamless synchronization. The platform also provides appointment reminders to help notaries stay on track. It functions as a comprehensive to-do list specifically tailored for notaries, tracking every step of a job. A significant time-saving feature is its ability to automatically import signing orders from major signing platforms.
NotaryAssist simplifies scheduling by offering easy appointment scheduling and organization with synchronization capabilities for both Google Calendar and Apple Calendar. Its auto-import feature extends to any confirmation email, potentially capturing appointment details from a wider range of sources.
CloseWise leverages artificial intelligence for smart scheduling, including AI-powered auto order intake, which significantly reduces manual data entry. The platform offers scheduling automation and real-time tracking of appointments as well as calendar synchronization with Google Calendar. With time-saving order management and automation tools, along with agent availability and rating systems, CloseWise appears to be designed to optimize the scheduling process for both individual notaries and signing services managing multiple agents.
3. Mileage and Tax Assistance
NotaryGadget places a strong emphasis on tax savings by automatically calculating mileage for each job, a crucial deduction for mobile notaries. It assists in maximizing tax benefits by tracking notarial acts, a key factor in reducing self-employment tax for notaries. The software generates comprehensive tax reports, including a breakdown of IRS notarial acts of savings, and allows users to track tax deductible expenses.
NotaryAssist provides tools to track business commutes and automatically calculates the total miles driven, simplifying tax preparation related to vehicle usage. It also helps notaries track their notarial acts and the associated allowable fees, which are often exempt from self-employment tax, thereby helping to maximize tax benefits. The platform offers tax reports with customizable date ranges, providing flexibility for different accounting needs.
CloseWise also includes a mileage log feature, catering to the specific needs of mobile professionals. It aims to help notaries save on taxes through efficient expense and mileage tracking. The platform also incorporates notarial act tracking within its reporting capabilities, providing data that can be valuable for tax purposes and business analysis.
4. Client Management
NotaryGadget allows notaries to manage their clients, providing easy access to contact information and records of past appointments. It facilitates communication by enabling users to send appointment reminders to their customers and offers email templates for creating customized messages, streamlining client interactions.
NotaryAssist offers a more robust customer management system that securely stores client contact information. It enables users to generate invoices and provides income reporting specifically for each customer, offering insights into client profitability. NotaryAssist offers a separate “Listings & Reviews” platform designed to help notaries manage their online profiles and customer reviews across various platforms, enhancing their online reputation.
CloseWise provides a comprehensive client management system that includes a simple CRM with email and text messaging functionalities. It offers features to track client bookings and details for each closing, providing a centralized view of client interactions. CloseWise also offers individual client portals, potentially enhancing transparency and client satisfaction by providing clients with direct access to relevant information. The platform allows for customizable client features and managed communication, enabling notaries to tailor their interactions to specific client needs.
5. Automation and Efficiency
NotaryGadget is heavily invested in automation, offering features like automatic importing of signing orders, automatic mileage calculation, automated appointment reminders, and automatic invoice generation. It also provides email and text message templates, significantly reducing the time spent on repetitive typing tasks. This strong focus on automation aims to free up notaries’ time, allowing them to concentrate on revenue-generating activities rather than administrative burdens.
NotaryAssist also emphasizes automation with its versatile “Auto Import” feature that can process confirmation emails from various sources, acting as a virtual assistant by extracting key appointment details. It automatically pushes appointment details to smartphone calendars, ensuring seamless integration with a notary’s daily schedule.
CloseWise stands out with its utilization of AI for auto order intake, suggesting a more advanced level of automation in capturing appointment details. It offers scheduling automation and automatic order assignment, streamlining the process of dispatching work. The platform also provides automated email updates to clients, keeping them informed throughout the signing process.
Unique Features
- NotaryGadget offers an integrated electronic journal with features like signature pad and ID scanning, which can be crucial for maintaining legally compliant records. Its strong focus on tax savings through the tracking of notarial acts is a key financial aspect for notaries. Additionally, NotaryGadget provides background check integration, streamlining the process for notaries who need to verify their credentials.
- NotaryAssist distinguishes itself with its customizable Business Center, allowing notaries to track diverse service offerings beyond traditional loan signings. It also includes built-in SEO marketing tools designed to enhance a notary’s online visibility, helping them attract more clients. The separate “Listings & Reviews” platform further supports reputation management by making it easier for notaries to solicit and showcase positive feedback.
- CloseWise’s unique strength lies in its integrated marketplace that connects notaries with hiring companies, providing a direct avenue for finding work. It also offers a notary website builder, enabling notaries to quickly establish an online presence. The platform includes a Network Co-Op feature for sharing work with other notaries, potentially expanding business opportunities. Its integration with NotaryNearMe.com further enhances visibility to potential clients. The AI-powered order intake and the potential for AI support at the signing table represent forward-thinking features Finally, CloseWise offers white-label solutions, catering to signing services looking to brand their own platform.
Pricing Plans For Notary Softwares
Only CloseWise provides a free tier plan; the other three notary business software programs all have paid versions. Let’s check the cost further.
- NotaryGadget offers a compelling free trial that includes the first 15 signings at no cost, without requiring a credit card. Its monthly plan is priced at $11.95 when billed monthly, with a lower rate available for annual billing. This usage-based free trial is particularly advantageous for new notaries or those with variable signing volumes. You can expect saving up to over $1600 a year.
- NotaryAssist offers a monthly plan at $8.99 and an annual plan at $95.00. It also provides a storage-only plan for $50.00 per year. Notably, its “Listings & Reviews (Marketing)” feature is priced separately at $59.99 per month. A free trial is also available. While its base plans are competitively priced, the cost of the marketing features should be considered by users seeking comprehensive online presence management.
- CloseWise features a more intricate pricing structure, starting with a free “Starter” plan that includes limited features. Paid plans include “Pro ” at $10 per month and “CloseWise Pro+ Notary Website” at $47per month that includes a customized notary website. Additionally, it offers “Pay As You Grow plans with varying monthly fees and per-closing costs. The variety of plans and the inclusion of a free option make it accessible to different user needs.
Getting Help: What Are The Options?
NotaryGadget provides a comprehensive “Learning Center” for user guidance. It offers email support with a claimed response time of within 2 hours during normal business hours, and its tech support team is based in the US. A detailed FAQ section is available to address common queries. Users can also reach support via phone.
NotaryAssist offers readily accessible phone support and email support, with email and text support monitored regularly, promising responses within 24 hours in most cases. It also features a FAQ section and provides video demonstrations to help users navigate the platform.
CloseWise offers a dedicated customer support specifically for signing services, indicating a strong focus on supporting larger operations. For general inquiries, it provides a contact form and a phone number. A FAQ section is available for self-service support. CloseWise also offers a dedicated course to help you set up CloseWise features and other promotional strategies.
Feature | NotaryGadget | NotaryAssist | CloseWise |
Core Business Management | Strong Accounting, Invoicing, Expense Tracking | Comprehensive Business Center, Accounting, Bookkeeping | Full Accounting Suite, Invoicing, Expense Tracking |
Scheduling & Calendar Integration | Yes (Google Calendar) | Yes (Google Calendar, Apple Calendar) | Yes (Google Calendar) |
Mileage Tracking | Yes (Automatic) | Yes | Yes |
Tax Assistance | Yes (Extensive, Notarial Acts Tracking) | Yes (Notarial Acts Tracking) | Yes (Notarial Act Tracking in Reporting) |
Client Management | Basic | Robust, Separate Listings & Reviews Platform, Simple CRM | Comprehensive, Client Portals, Simple CRM |
Order Auto-Import | Yes (Major Platforms) | Yes (Any Confirmation Email) | Yes (AI-Powered) |
Mobile App Availability | Yes (Android & iOS) | Yes (Android & iOS) | Yes (WebApp on Android And iOS) |
Electronic Journal | Yes | No | No |
Marketing Tools | No | Yes (SEO, Listings & Reviews) | Yes (Website Builder, CRM) |
Marketplace/Work Opportunities | No | No | Yes (Integrated Marketplace, NotaryNearMe.com) |
Starting Price (Monthly) | $11.95 | $8.99 | Free (Limited Features) / $10 |
Free Trial/Tier | Yes (First 15 Signings) | Yes | Yes |
Customer Support Channels | Email, Phone, FAQ, Learning Center | Phone, Email, FAQ, Video Demos | Email, Phone, FAQ, Inquiry Form |
Conclusion: Choosing the Right Notary Software for Your Needs
Each of these notary softwares presents distinct strengths that cater to different priorities and business needs. NotaryGadget is suitable for accounting and tax features, making it a strong contender for individual notaries who prioritize financial management. Similarly, NotaryAssist offers an all-in-one business management solution, making it ideal for notaries seeking broader business management capabilities.
CloseWise provides many of the same management and accounting features as the other two platforms, but it sets itself apart with features like AI-powered input automation, a custom website builder option similar to Wix, and scheduling tools similar to Calandly. It also has an integrated marketplace for listing notaries— NotaryNearMe, which helps notaries list themselves and be seen by potential clients. With all of these features, CloseWise stands out as a standard choice for notaries searching for work opportunities and resources to enhance their online presence.