The AI voice agent that answers your notary office's clients
Estates, sales, preliminary agreements: your clients call to find out where their file stands, and your team picks up instead of drafting. NoviaMind identifies the caller, books the appointment with the right team member, logs the request and passes it on, without ever disclosing a file. For a new matter, it sends the client the right submission link: the client fills in their details, attaches their documents, and you receive everything by email.
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No answer at the office,
the file goes elsewhere
Clients and real estate agents choose their notary by an ever simpler rule: the one who picks up.
“Any news on my file?” twenty times a day
Estate, sale, preliminary agreement: the same question, asked at the front desk, transferred to the clerk, who stops to repeat what they already wrote by email the day before.
Closed at 6 p.m., just when your clients are free
They call between meetings, in the evening, on Saturday morning. They get voicemail, call back the next day and hit a busy line again.
Appointments that take three calls to set
Signing, consultation, estate meeting: finding the right team member's slot, for the right length, ties up your front desk while the waiting room fills up.
Real estate agents go to the fastest office
On a sale, the real estate agent steers clients to the office that picks up and schedules the signing fast. Every missed call is a file that goes to another notary.
What the agent handles,
and what it will never say
Professional secrecy is non-negotiable. The agent applies your rules on every call and never discloses the contents of a file.
Handles on its own
- Identifies the caller: client, real estate agent, bank, another notary, public authority
- Qualifies the reason: appointment, file follow-up, document to send, practical question
- Books the appointment with the right team member, for the right length: first consultation, document drop-off, estate meeting
- Logs a follow-up request with the file reference and contact details, for the clerk to call back
- Covers the basics: opening hours, address, documents to bring, how to book an appointment
- Sends a written summary of each call to the team member concerned
- Texts the right file submission link for the matter: sale, purchase, inheritance, gift, civil partnership or marriage
Transfers right away
- Another notary, a bank or a real estate agent calling about a signing in progress
- A client in an urgent situation, per your instructions: a death, a cooling-off deadline, financing
- A caller who specifically asks for their notary or clerk during office hours
- Any request outside its scope, with the call summary already written
Never does
- Share the status or contents of a file over the phone
- Give legal or tax advice, even in general terms
- Commit to a signing date or a fee amount
- Pretend to be human: the caller knows they're speaking with the office's assistant
Thursday, 6:05 p.m., the office has just closed
Office assistant
Incoming call · Office client
Bennett Notary Office, good evening. I'm the office's AI assistant. How can I help you?
Hello, this is Mrs. Carter. I wanted to check whether the signing for our sale is still set for the 3rd.
Hello, Mrs. Carter. I can't share the status of a file over the phone, but I'll pass your request on to the clerk handling it. Do you have the file reference or the property address?
It's the apartment on Maple Street, file SA-2417.
Thank you. I've noted your request on file SA-2417. The clerk can call you back tomorrow at 9:30 a.m. or 11:00 a.m. Which works best for you? You'll get a confirmation by text.
Your clients get an answer.
Your clerks get time to draft.
An AI voice agent for notaries is a phone assistant that answers every call to your office, identifies the caller, books the appointment with the right team member, logs the request and passes it on, without ever disclosing a file. NoviaMind is set up with your team, your appointment types and your rules.
Answers every call, even at 6:05 p.m.
Several calls at once, on a Saturday morning or during a signing: every caller gets an answer. No more voicemail.
Routes to the right team member
Notary, clerk, assistant, estates or real estate department: the agent knows who handles what and sends each request to the right person.
Books appointments for the right length
First consultation, document drop-off, estate meeting: each type has its own length and team member. The agent books in the right calendar and confirms by SMS.
Protects professional secrecy
No file contents shared over the phone. The agent logs the request, notes the reference and lets the clerk call back.
Sends the right file submission link
Sale, inheritance, gift: the agent sends the client the link that matches their matter. The client fills in their details, attaches their documents, and you get an email with the file ready to process.
Answers in 33 languages
Foreign buyers, international estates: every caller is understood and directed in their own language.
The file comes together
before the first appointment
During the call, the agent sends the client the submission link that matches their matter. The client fills in their details and attaches their documents, and your office receives everything by email. The first appointment starts with the file already put together.
Documents to gather: Property sale
6 documents- Title deed (or a certificate if it can't be found)
- Property inspection reports (asbestos, termites, floor area, etc.) — inspector contacts available on request
- Latest property tax bill
- ID, occupation, address and marital status
- Condo documents + building manager's contact (if in a condo)
- Real estate agency contact (if any)
- 1
The AI sends the right submission link
Sale, purchase, inheritance, gift, civil partnership or marriage: the page tells the client exactly which documents to gather, and why.
- 2
The client fills in their details and sends their documents
Name, email, phone, comment and documents, from their phone or computer. They can add anything missing later.
- 3
The notary gets an email and takes over
Contact details, matter type and attachments arrive in a single email. The notary or clerk gets back in touch with a file already qualified.
- A submission page in your name, with one entry per matter type and your required documents.
Up and running in minutes
No new number, no hardware, nothing to install. Three steps with our team.
- 1
You describe your office
Team members and their practice areas, appointment types and lengths, matter types and required documents, opening hours, transfer rules, what the agent may and may not say.
- 2
We connect your calendars
Each team member's Google, Outlook or iCloud calendar, and the email address that receives submitted files and call summaries. Your clerks keep their usual tools.
- 3
You turn on call forwarding
After hours first, then when your lines are busy, then on every call if you wish. You listen, you adjust, you expand.
Three ways to answer,
only one always picks up
In-house reception, outsourced answering service or AI voice agent: what changes for a notary's office, criterion by criterion.
Scroll to see all columns
| Criterion | NoviaMind AI voice agent | In-house reception | Outsourced answering service |
|---|---|---|---|
| Availability | 24/7 | Office hours | Contracted time slots |
| Simultaneous calls | All answered, about 30 at once | One per line | Limited to the shared team |
| Routing to the right team member | Configured: who handles what | Yes | Generic message to re-route |
| Appointment in the right calendar, for the right length | Yes, with SMS confirmation | Yes, after searching for a slot | Depends on the provider |
| File prepared before the appointment | Submission link sent during the call, file received by email | List sent by email, manual reminders | No |
| Professional secrecy | Strict rule: never any file contents | Depends on the person | Depends on the script |
| Languages | 33 languages | Those your team speaks | English, sometimes one other |
| Cost | From €39 per month billed annually, €49 with no commitment | Full salary cost of a receptionist | Subscription plus per-call billing |
Indicative comparison based on the usual features of each option. The costs of in-house reception or an outsourced answering service depend on your organization and your contracts.
Built for an office
bound by professional secrecy
An agent that never discloses a file, data stored in France, and an office that stays in control of everything.
Professional secrecy, applied on every call
A duty under notarial ethics rules and criminal law: no file contents, no legal or tax advice, no commitment to a signing date. The agent only knows what you share with it.
Your data is stored in France
Servers and database in Paris, TLS encryption in transit and AES-256 at rest, strict separation between offices. Nothing is sold or rented to third parties.
Your calls train no third-party AI
Our AI providers are configured with no audio retention and no training on your calls. Only our own models improve from your conversations, and you can opt to have that data anonymized or pseudonymized.
Transparent with callers, and the office decides
Callers know from the very first second that they're speaking with the office's AI assistant (AI Act, art. 50). No automated decision-making (GDPR, art. 22): confirming a signing remains the notary's or clerk's call.
NoviaMind acts as a data processor: your office remains the data controller. The DPA, annexed to our terms and conditions, lists our sub-processors and details each of these commitments.
They talk about us
Discover press articles mentioning NoviaMind
Clear pricing,from the very first month
Choose your plan, try it free for 7 days, cancel anytime.
Everything you need to get started
€
excl. VAT / month
100 min / month (~65 calls)
Included features:
For a higher call volume
€
excl. VAT / month
280 min / month (~185 calls)
Everything in Starter, plus:
For an office with several team members
€
excl. VAT / month
600 min / month (~400 calls)
Everything in Discovery, plus:
For a multi-site office
€
excl. VAT / month
1400 min / month (~930 calls)
Everything in Growth, plus:
You try it,
you decide
7 free days, on your real calls
Turn on the agent after hours for a week and read the summaries the next morning.
Up and running in minutes
Call forwarding and your instructions. No hardware, no change of number.
GDPR, AI Act and professional secrecy
Database hosted in France, callers told they're speaking with an AI, no file contents shared.
No commitment
Monthly subscription, cancel in one click from your account.
A human, always
Your team is only ever one transfer away, on every call.
Clerks who get to draft
Fewer interruptions, appointments already booked, follow-up requests already qualified.
Looking for another profession?
Related articles
GDPR and AI Act: What a Voice Agent Must Tell Callers
Voice agent in a real estate agency: what information to announce to callers, which official sources to consult, and how to test your greeting.
No client of your office left unanswered
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