Notary offices and legal service providers work with complex files, strict statutory deadlines, and clients who are uncertain about the progress of their case. A transaction where the transfer of ownership of a home or business is delayed has major financial consequences. AI agents monitor file progress and keep clients proactively informed.
File Follow-up and Deadline Monitoring
An AI agent manages file planning: each file contains a timeline with statutory deadlines (transfer deed, mortgage deed, land registry registration), internal deadlines, and action points per responsible employee. The system proactively signals when a deadline approaches and sends a reminder notification to the responsible notary employee. When a statutory deadline is at risk of being exceeded, the notary is automatically informed for direct action.
- Timeline management: monitor statutory and internal deadlines per file
- Reminder notifications: alert employees when deadline approaches
- Escalation: inform notary when statutory deadline at risk
- Action points: maintain clear overview of outstanding tasks per employee and file
Client Communication and Information Work
Notary offices spend a lot of time providing information: clients call with questions about what to bring, what the costs are, and how long it takes. An AI agent automatically answers frequently asked questions via a chat interface or WhatsApp. For complex questions, the client is referred to the notary employee. The system also automatically sends the required document checklist to clients as soon as a file is created, minimizing incomplete information at the signing date.
- FAQ automation: answer frequently asked questions via WhatsApp/chat
- Document checklist: automatically send when creating file
- Appointment scheduling: automatically schedule and confirm signing dates
- Cost overview: automatically inform about fees and additional costs
Compliance Checks and Anti-Money Laundering Monitoring
Notaries have legal obligations regarding anti-money laundering and client identification. An AI agent supports the compliance workflow: at each new file an anti-money laundering checklist is automatically generated, client identification is coordinated, and suspicious transaction indicators are signaled. Documents are automatically archived according to retention periods. The system periodically generates a compliance overview for the responsible notary.
Match-AI implements AI agents for notary offices, legal service providers, law firms with transaction practice, and real estate transaction advisors that want to accelerate their file processes and improve client experience.
