Notaries

Never miss a call with 24/7 live receptionists.

Capture every opportunity to grow your notary agency when live receptionists answer your calls around the clock.
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Here’s why businesses rely on Smith.ai

82
%

of consumers expect an immediate response to a sales inquiry

50
%

of lead generation budgets are wasted on leads who are never contacted

79
%

of marketing leads never convert into sales

67
%

of customers who receive excellent service spend up to 14% more

KEEPING UP IS IMPOSSIBLE

Incoming calls are unpredictable.

Calls come in, but you're not always available to answer them. We capture leads, book appointments, collect payment, and log details instantly in your systems.

INCREASED PRODUCTIVITY

Oversee legal signings while we handle the calls.

There’s too much to do, and you can't delegate a notary's work. Hand off "the rest" to our receptionists. We capture leads, set appointments, and follow-up to win business.

FAST FOLLOW-UPS, DONE FOR YOU

Outreach calls and campaigns speed-up sales and support

Smith.ai receptionists make calls on your behalf, improving your speed-to-lead and unburdening staff who need to reach out to clients. We'll call-back online leads who complete web forms, contact donors for donation renewals, chase down payments on unpaid invoices, and more. We'll even send follow-up emails and texts after every call to ensure a connection is made. Learn more.

KNOW WHICH CONVERSATIONS MATTER

Powerful call intelligence gives your business the lead

Make better business decisions with real-time call data, visualized in every Smith.ai client dashboard. Every call summary is enriched with metadata including actions completed, caller disposition, priority, relevance, and more. See the big picture with historical tables and charts to predict business growth, costs, and ROI with superior accuracy. Learn more.

TRUE OMNICHANNEL SOLUTION

Capture and book appointments with 24/7 Live Chat.

Keeping a notary agency up and running can be time-consuming. Our 24/7 live agents respond instantly to chats, texts, and Facebook messages so new online leads are converted while you stay focused on important work.

integrations

Smith.ai integrates with your software.

Calls, chats, appointments, and payments are automatically logged in your systems. We directly integrate with over 30 programs, including Salesforce, Hubspot, and Zapier.

Trusted by businesses &
the agencies that support them

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"Smith.ai is just excellent. My go-to receptionist team that I use and recommend to other law firms... and business owners generally!! They go above and beyond to cater their receptionist and live chat services to the specific needs of my business."
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Joey Vitale
Indie Law
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Smith.ai was stellar. They listened to me and tailored my reception service to my specific needs. They were also very good about helping me stay within my budget.
Shamia Cottrell
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My only regret about hiring Smith.ai is that I didn't make the decision sooner. They've been instrumental in helping my team operate virtually during shelter-in-place orders amid the coronavirus pandemic.
Littleton Legal PLLC
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I love Smith.ai! This has been a really convenient service and enabled me to focus on my work more and screen customers more effectively.
Jennifer Fabian-Verzosa

Everything You Need to Know About Notary Answering Services

The best notary answering services do much more than pick up phone calls and take messages for home and office. At Smith.ai, we provide virtual receptionists capable of a wide range of services from call handling, to scheduling, to lead intake, to website chat, and more. Whether you need a virtual receptionist for full-time call handling, overflow support only, after-hours, or triage, here are the answers to the most common questions we receive from notaries and related signing agents.

What are the benefits of a notary answering service?

Undoubtedly, pressure goes hand-in-hand with a notary public's service, and because of that, work days can get pretty hectic. Whether they're verifying the identity of a small business loan borrower or authenticating the signing of a will, notaries have plenty of high stakes projects to look after. With so many important assignments to oversee, it can be easy for notaries to neglect their slightly more frivolous duties, like appointment scheduling or call answering. This leaves client relationships and lead conversions opportunities unattended to. Overtime, this can be a serious issue, resulting in a major hit in a notary service's reputation and revenue. Luckily, busy notaries can hand off their administrative tasks to trained professionals via a notary answering service so they can have one less thing to worry about. A reliable answering service provides professional notary services of all shapes and sizes support where they need most. Listed below are just a few of the benefits that many notaries can expect when hiring an answering service like Smith.ai:

  • Expanded availability

With an answering service available around-the-clock, your clients will always speak with a real human being, regardless of whether you're preoccupied, away from your desk, or on vacation. Entrusting a dedicated professional with your calls allows your clients will receive the exceptional customer service you hope to be known for.

  • Increased lead captured  

Missed calls lead missed opportunities. Don’t let leads fall through the crack simply because you can't reach the phone. Answering services provide nighttime, overflow, weekend, and after-hours availability, so your leads will be captured and nurtured on your behalf.  

  • Boosted work productivity 

By placing your administrative responsibilities on the shoulders of a trusted notary answering service, you can allocate the time you used to spend on the phone towards more productive work, like certifying official copies. This can lead directly to a whole world of growth opportunities for your notary agency.

  • Enhanced client satisfaction and business reputation

Smith.ai is well-informed on the customer experience, so whatever your business size, know that our virtual receptionist got you covered. Each and every Smith.ai virtual receptionist is highly proficient and well-versed in customer service, so let us put our award-winning practices to work for you by delivering the responsiveness your clients will love. 

  • Get more for less

Notaries can receive all the benefits of several highly-trained in-house receptionists wrapped into one easy-to-use service, all for the small price of a gym membership. Customers who use Smith.ai instead of hiring in-house receptionists can save upwards of $30,000/year, not to mention on-boarding hours.

  • Keep up with leads and clients

Phone answering services can deliver detailed call summaries after every call, and even offer your clients chat, social media, and text messaging, so your clients have more than one way to get in contact with you, opening the door for even more potential lead conversions.

A live notary answering service can revolutionize the way you do business. Smith.ai's virtual receptionist services are specifically designed to fit your business needs, whatever they may be. Whether you're on a limited budget, overwhelmed by growing business demands, or simply looking to enrich your customer service, Smith.ai can provide the unique support you need wherever you need it. You can receive all the benefits of several in-house receptionists combined into one simple service, and with tons of useful features available for you to take advantage of, Smith.ai can catapult your notary agency to new heights.

Smith.ai’s answering service can offer notaries much-needed services, like…

24/7 availability

After-hours & overflow answering

Bilingual answering

Outbound call-backs

Spam blocking

Appointment scheduling

Sales development

Payment collection

CRM Integration

Lead development

And much, much more…

With an extensive list of features and nearly-limitless resources, Smith.ai’s answering service is the clear choice for notaries and professional signing agents eager to boost their productivity, revenue, and outreach. Smith.ai has long been dedicated to offering comprehensive administrative support to notaries like yourself. For years now, our staff has been able to provide our award-winning services to thousands of satisfied clients. Read some of the 5-star reviews from clients like these to learn why notaries from across the nation trust Smith.ai to deliver exceptional virtual receptionist services.

How much money will I save by hiring an answering service for my notary agency instead of an in-house receptionist?

"Front desk" support can be a game-changer for notaries hoping to simplify their workload, and when deciding between an in-house receptionist and an answering service, costs can be a swaying factor. Keeping prices as low as possible without sacrificing the quality of work is key, but with an in-house receptionist, you might not be getting exactly what you're paying for. To give you a better understanding of the cost comparisons, we've compiled a short list of some of the average expenses notaries can expect to pay when hiring an in-house receptionist.

The average salary nation-wide for an in-house receptionist is about $37,000 and they usually come with pricey, hidden fees, such as:

  • Medical, dental, and vision insurance, costing about $11,000/year
  • Life and disability insurance, costing about $2,000/year
  • 401K’s, retirement and pension plans, costing about $2,000/year
  • Paid sick leave, holidays, and vacations, costing about $5,500/year
  • Commuting reimbursement, costing about $5,000/year
  • Child care subsidy and parental leave, costing about $3,000/year
  • Health and wellness programs, costing about $1,000/year
  • Bonus pay, costing about $2,000/year
  • Company retreats, team bonding events, and employee outings, costing about $4,000/year
  • Free lunch, snacks, and drinks, costing about $3,500/year

Total Cost in Addition to Salary: $77,000/year

If your notary agency is located in a major city, that final price will almost certainly be a lot higher. And with all the time you'll have to spend on-boarding and training your new hire, it's safe to assume the up-front costs will be significant. That's not to say the costs long-term will be any better, especially when your in-house receptionist inevitably comes in late, calls in sick, requests time off, takes personal leaves of absence, goes on vacation, etc. On the other hand, Smith.ai’s virtual receptionists can complete the exact same amount of tasks as an in-house receptionist can, and they may even be able to complete those tasks better than an in-house receptionist can. On top of that, our virtual receptionists are much more affordable, both up-front and overall, because you never pay for our receptionists' salaries or benefits – only of small, monthly fee.

Smith.ai’s answering service costs as little as $240/month, with no hidden fees. Ever. By hiring an answering service instead of an in-house receptionist, your business could save over $34,000/year on salary alone, and possibly up to $41,000/year in benefits beyond salary payments. So not only will you get more for less, but you'll also gain a virtual team of highly-trained professionals who can work on your behalf to improve your productivity, lead conversion rates, and net profit. Unlike in-house receptionists, virtual receptionists can answer calls outside of regular business hours, enabling you to capture and covert nearly 27% more leads. Smith.ai’s agents can even respond to live chats, texts, and social media messages, which is how 46% of customers prefer communicating with businesses, enabling your agency to reach potential leads you may have never even known existed.

Virtual receptionists can also provide additional sales assistance as well by making outbound calls to capture potentially interested leads, providing the responsiveness that over 67% of clients base their decision to hire a business on. With potential clients receiving the timely, professional responses they expect, the amount of leads your agency will be better equipped to convert will astronomical. With Smith.ai’s reliable notary answering service, you can receive all the benefits of an in-house receptionist and so much more without the unnecessary costs. Read our article to learn more about the differences between an in-house vs. a virtual receptionist.

What kinds of scenarios do notaries need virtual receptionist services for?

Notaries have their hands full. Whether managing daily tasks or supervising general business development and growth, notary agencies have more than enough essential projects that fill up their day. With strenuous work environments like this, it can be challenging for notaries to get everything done, let alone find the time to tackle less-crucial projects, like appointment scheduling. That's where an answering service comes in. By bringing in professional outsourced support, notaries can better manage their overwhelming workloads and effectively tackle any problems that may sneak up. Common scenarios that we've noticed notaries get stuck in that have required a virtual receptionist service for are:

  • I need administrative support, but can't afford it

"Front desk” support in any form is an absolute must for pretty much every business. Entrusting a trained professional to take on your tedious administrative duties can be a massive help. Unfortunately, some small notary agencies or independent signing agents just can't afford pricey in-house receptionists, meaning they tend to lose out on the invaluable administrative support that competing agencies might have.

  • Constant phone calls distract from work

Calls come in whether you're available to answer them or not. When professional signing agents repeatedly have to step out from appointments to answer the phone throughout their day, getting back to work can be troublesome. And when it takes, on average, about 23 minutes to get back to a task after being interrupted by a phone call, clients receive subpar service and notaries can kiss productivity, and possibly their reputation, goodbye.

  • Growing business demands are overwhelming

Businesses growth can be great for a number of reasons, but unfortunately, it can present a unique challenge for small notary agencies or independent notary publics. Growth means more: more calls to answer, more appointments to book, more clients to attend to. More and more gets added to the to-do lists by the hour, overwhelming already-busy notaries and making it nearly impossible for them to catch up on their existing workload, let alone prepare to take on more.

  • I can't offer the around-the-clock availability clients want

When the work day ends, notaries deserve to go home and spend time away from clients. But when just because you clock out for the day doesn't mean calls stop coming in. And when you're unavailable to answer their calls, you miss the over 27% of leads who call outside of regular business hours. Many notaries have expressed interested in offering after-hours answering, but simply can't afford overnight in-house receptionists or expensive call centers.

If any one of these scenarios are ringing a bell to you, an answering service can be the answer you've been searching for. By handing off administrative duties to professional virtual receptionists, you'll finally receive the support you need while your clients, new and existing, will receive the top-tier customer service they expect each and every time they contact you. Smith.ai's virtual receptionists are available 24/7 to assist you and your clients. So whether your agency could use an extra hand responding to leads, collecting deposits, or answering texts, our team of well-trained virtual receptionists can deliver the unique support you need in order to keep your notary service up and running.

What are some of the common problems that indicate my notary agency could use a virtual receptionist service?

As any professional will tell you, business rarely ever runs smoothly, no matter what industry you're in or company size you have. Inevitably, sticky situations require you to seek out external support. A few of the most commonly reported issues we've seen countless notaries need virtual receptionist services for are:

  • I'm unable to offer the responsiveness leads demand

Day-in and day-out, notaries experience jam-packed schedules and hefty workloads, leaving them little time to respond to potential customers' inquiries. Responsiveness has time-and-time again been proven crucial for any business interested in converting leads, but with hardly any time leftover in their workday to spend on customer service, small notary agencies and independent notaries are unable to provide the customer experiences that leads want.

  • I'm struggling to get productive work done

Rising prices for in-house receptionists force many notaries to try and tackle on administrative duties themselves. But with a never-ending list of responsibilities falling on their shoulders, and theirs alone, small notary agencies and independent notaries who choose to take on these administrative responsibilities themselves tend to buckle under the endless administrative pressures. Needless to say, in cases like these, productivity goes out the window.

  • I can't answer new leads in time and it's costing me money

Whether they're preoccupied servicing an existing client or simply away from the phone, notaries can't be expected to answer every call that comes in. Balancing existing projects with customer service demands can be a hurdle even the most skilled notary public can have a hard time overcoming, and with a tight schedule, call handling and lead screening duties are the first of many priorities to be sacrificed, leaving leads unanswered and unconverted.

  • My competitors are responding to potential clients faster than me

The competitive job market leaves many independent notaries and small notary agencies at a disadvantage when it comes to setting their service apart from their competitors. Providing premium customer experiences through immediate, thoughtful responses can place any professional in good standing with potential clients, but high-quality customer service takes time that most busy notaries just don't have.

  • Capturing and converting leads is challenging

Generating and converting new clients can be incredibly taxing. And with many notaries hard-pressed for time as it is, it can be a major struggle for them to juggle their everyday duties with their growing lead conversion demands. Even when they are able to respond to potential clients, notaries are often unable to provide the quality of customer service leads expect. Unfortunately, poor responsiveness and customer service will turn leads away, costing you valuable clients.

  • I don't know how to keep track of all of my clients’ data

Maintaining detailed phone records and call summaries isn't as easy as it may appear, and for notaries who, like many client-facing businesses, may distribute client data across a few different software platforms. It goes without saying that knowing exactly how, when, and why clients call is crucial for notaries growing their client base, but when information about a customer's experience isn't stored properly, notaries can repeatedly miss out on lead generation and conversion opportunities.

If you or your team is having a tough time dealing with any one of these tedious issues, a virtual receptionist service can help. Smith.ai's services are uniquely equipped with the exact tools you need to fight common problems like these. One of the many prominent features of Smith.ai answering services is that our virtual receptionists direct their attention to the distinct problems your company confronts. That means our virtual receptionists will spend time addressing the problems you need the most help with, whether that's something as straightforward as call handling or something more complicated, like deposit collecting. Smith.ai caters to your business needs, no matter how simple or complex. Sign up risk-free with our 14-day money-back guarantee and experience first-hand how Smith.ai’s virtual receptionists can tackle even the most frustrating issues your notary agency faces.

What do I need to prepare to get started with a notary virtual receptionist service?

When considering a virtual receptionist service, a good place to start is to consider which areas of you or your notary agency could use some additional support in. To identify which services you might benefit from the most, think about which problems or challenges seem to be a consistent struggle for you to overcome:

  • Does appointment scheduling tend to fall to the wayside? 
  • Could lead screening support help you convert those leads you've been neglecting? 
  • Do you have a hard time collecting deposits from new clients? 

Whatever you struggle with, Smith.ai’s virtual receptionists prepared to make changes to their service so they can pick up wherever you leave off. 

Once you've pin-pointed a handful of the issues that Smith.ai receptionists can help you with, consider your agency's activity level: 

  • Do you receive more Facebook inquiries than phone calls?
  • Do non-stop spam calls keep you from responding to potential clients?
  • Would your business benefit from 24/7 phone answering or would you prefer a particular time frame, such as 9-to-5, for answering calls? 

Whether you get twenty calls a month or 2,000, Smith.ai can customize your virtual receptionist service to fit your business activity so you only pay for what you need. 

All you have to do next is sign up. Getting started with Smith.ai’s virtual receptionist service is quick and simple. No annual contracts, no hidden setup fees, and no scripts required. 

To sign up with Smith.ai, follow these three easy steps:

  1. Customize your instructions – Just answer a few, quick questions about your team and the preferences you have, and we’ll get you started. We’ll use your answers to customize the way our virtual receptionists answer your calls and your clients’ questions. 
  2. Send your calls to us – We work with every major phone system and can set up customized rules for when we answer your calls, or we can answer every call, 24/7!
  3. Try risk-free with our 14-day money-back guarantee – Fully experience our call answering, scheduling, payments, and other phone services completely risk free for 14 days. If you find that we're not the right fit for you, you can receive up to $1,000 back within the first 14 days.

Whether you need a full-time virtual receptionist or just an overflow or after-hours call answering service, Smith.ai can be the "front desk" support you've been searching for, helping you to screen more leads, book more appointments, and deliver better quality customer service. When you sign up with Smith.ai, you aren't just gaining a virtual receptionist service, you’re gaining a professional, reliable, and friendly team of well-trained experts who can transform the way you do business for good. And once you start using Smith.ai's virtual receptionist service, you'll wonder how you ever got anything done without us.

Learn how to get started with Smith.ai’s virtual receptionist service.

Recent Client Testimonials

"Smith.ai is our inbound sales team. Having a trained and personable voice has transformed our ability to answer the phone and convert callers to clients."
Jeremy Treister
CMIT Solutions of Downtown Chicago
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