Because sticky notes and memory alone won’t cut it anymore

Whether you're brand new or a notary veteran still rocking a flip phone (no judgment), one thing’s clear: technology can make or break your notary business.

From staying organized to landing more clients, the right tools help you save time, look more professional, and avoid costly mistakes. So let’s talk tech — not fluff. Here are 5 tools every modern notary should be using.

🖥 1. Google Workspace (Docs, Sheets, Gmail, Calendar)
Why you need it: Organization, scheduling, communication — all in one place.

Use it to:

Send invoices or confirmations
Track signings with a spreadsheet
Sync appointments to your calendar
Store scanned documents (securely, of course)
Bonus: It’s cloud-based, so you can access it from anywhere — even in your car between appointments.

📲 2. Closewise, Notary Gadget or Notary Assist
Why you need it: Bookkeeping, tracking mileage, logging signings — simplified.

If you're tired of tracking everything manually, these tools:

Calculate income + expenses
Track which signing services pay (and which don’t)
Help prep for tax season without stress
Keep records of every job
Yes, they cost a little. But missed write-offs and disorganization cost way more.

📱 3. A Mobile Scanner App (Like Adobe Scan or Genius Scan)
Why you need it: Not every client wants to wait 24 hours for scanned docs.

Whether you’re at a Starbucks, FedEx, or in your car:

Scan documents using your phone’s camera
Clean up the image for clarity
Send PDFs instantly
It’s a lifesaver when your portable scanner’s acting up — or you just need something fast and professional.

💬 4. Google Voice or a Virtual Business Line
Why you need it: Separation between your real life and notary life.

Use it to:

Route calls during business hours only
Avoid giving out your personal cell
Record voicemail with a business greeting
Forward calls to voicemail during family time
Professionalism and privacy? Yes please.

🖨 5. Adobe Acrobat Pro
Why you need it: Every signing agent has to deal with PDFs — it’s the law of the land.

Use it to:

Print letter/legal mixed files properly
Split PDFs for package uploads
Insert missing forms
Fill out forms digitally (like RON platforms require)
Bonus: You can redact info, combine docs, and even save signature templates. It’s worth every penny.

Tech Makes You Faster, Sharper, and More Professional
Sure, you could do everything old-school. But why make it harder on yourself?

Investing in the right tools isn’t about being flashy — it’s about working smarter. And as a notary business owner, time is your most valuable asset.

Want a Full Tech Stack Breakdown for Notaries?
At Notary Academy, we don’t just teach you what to use — we show you how to use it to save time, prevent mistakes, and win more business. 

Because when you have the right tools in place, you have more brainpower for what really matters — your clients, your brand, and your bottom line.