Business Workflows Overview
Business Workflows Overview
This guide covers the complete business workflows for operating a notary signing service using the NotarySaaS platform.
Table of Contents
Quick Start Workflow
The essential workflow for processing a notary order from start to finish:
Client Request → Create Order → Assign Notary → Complete Signing → Upload Documents → Send Invoice → Receive Payment
Step-by-Step
- Receive Order Request - Client submits signing request
- Create Order - Enter order details into the system
- Assign Notary - Select and assign a qualified notary
- Complete Signing - Notary meets signers and completes signing
- Upload Documents - Scan and upload signed documents
- Send Invoice - Generate and send invoice to client
- Receive Payment - Record payment and close order
Time to Complete: 5-15 minutes per order (actual signing takes 30-60 minutes)
Available Workflows
| Workflow | Description | Link |
|---|---|---|
| New Client Onboarding | Add and configure new client accounts | View |
| Order Processing | Complete order lifecycle from creation to completion | View |
| Notary Assignment | Find, select, and assign notaries to orders | View |
| Document Management | Handle documents throughout the order lifecycle | View |
| Invoicing & Payments | Generate invoices and collect payments | View |
| Journal Entry | Record notary journal entries for compliance | View |
| Bulk Order Import | Import multiple orders from external platforms | View |
| Mobile On-The-Go | Process orders using mobile interface | View |
| Vendor Management | Manage vendor relationships and payments | View |
| Communication Templates | Setup automated communication workflows | View |
Workflow Diagrams
Order Lifecycle Flow
┌─────────────┐
│ Client │
│ Request │
└──────┬──────┘
│
▼
┌─────────────┐ ┌─────────────┐
│ Create │────▶│ Assign │
│ Order │ │ Notary │
└─────────────┘ └──────┬──────┘
│
▼
┌─────────────┐ ┌─────────────┐
│ Signing │────▶│ Documents │
│ Appointment │ │ Uploaded │
└─────────────┘ └──────┬──────┘
│
▼
┌─────────────┐
│ Invoice │
│ Sent │
└──────┬──────┘
│
▼
┌─────────────┐
│ Payment │
│ Received │
└──────┬──────┘
│
▼
┌─────────────┐
│ Order │
│ Complete │
└─────────────┘
Client Management Flow
┌─────────────┐ ┌─────────────┐ ┌─────────────┐
│ Add New │────▶│ Configure │────▶│ Assign │
│ Client │ │ Settings │ │ Contacts │
└─────────────┘ └─────────────┘ └─────────────┘
│
▼
┌─────────────┐
│ Set │
│ Billing │
│ Terms │
└─────────────┘
Workflow Roles
Different roles in your organization will use different workflows:
| Role | Primary Workflows |
|---|---|
| Owner/Admin | Client onboarding, vendor management, reporting |
| Order Manager | Order processing, notary assignment, document management |
| Accountant | Invoicing, payments, financial reports |
| Notary | Mobile on-the-go, document uploads, journal entries |
| Support | Communication templates, client inquiries |
Getting Started
- New to the platform? Start with New Client Onboarding
- Processing your first order? See Order Processing
- Need to assign notaries? Read Notary Assignment
- Ready to get paid? Follow Invoicing & Payments
Workflow Tips
- Use Templates: Save time by creating communication templates for common scenarios
- Bulk Import: Use bulk import for adding multiple orders at once
- Mobile Access: Notaries can use the mobile interface for on-the-go access
- Journal Compliance: Always record journal entries for legal compliance
- Status Tracking: Keep order status updated for accurate reporting
Related Guides
Need Help?
- Press Ctrl+/ anywhere to access help
- See Getting Started Guide
- Contact support for workflow customization