Online booking
Clients pick the service they need and get the right appointment length, with urgent and after-hours slots if you offer them.
Notary booking software: appointments & document checklists
Notaries: clients who arrive with the right documents. Stamp once, not twice.
Clients turn up with photocopies instead of originals, the wrong ID or a document they've already signed. Then the phone rings all week with "how much?" and "is my apostille back yet?". We build booking, checklist and tracking systems for notaries that get every client to the desk ready first time. Then we host them and look after them.
Looking for notary booking software that gets clients in with the right documents?
A notary practice runs on paperwork that isn't yours. The client brings it, the overseas authority decides what it needs and you're stuck in the middle when something's missing. Most notaries take bookings through a phone, an inbox and a diary. They explain the same fee structure ten times a week and answer every "is it ready yet?" call by digging back through emails.
Wollopit builds custom notary software around how your practice actually works. Clients book the right service online, get a checklist for exactly what to bring, upload their ID for a quick look beforehand and pay ahead. After the appointment they can see where their document is up to, from your desk to DFAT to the courier. We connect the tools you already use (Xero, Microsoft 365 or LEAP) and host the lot on our own servers.
01The problems
What we hear from notaries
Does your notary practice have these problems? Here's how we'd fix them.
Most notaries we talk to are meticulous at the desk and drowning in the admin around it. The stamp takes a minute. The back and forth takes a week.
- The problemClients turn up without originalsThey bring a photocopy of the degree, no passport and a document that's already been signed. The appointment is over in five minutes and gets rebooked.How we fix itChecklists by service type sent at booking and again the day before, with a 'ready to go' link they tick when everything's in the folder.
- The problemThe wrong ID at the deskAn expired licence or a name that doesn't match the document since they got married. You find out when they sit down.How we fix itID rules shown at booking, prompts for name-change evidence and a secure upload so you can check it the day before.
- The problemBookings by phone and emailEvery booking is a phone call or three emails to work out what they need, how long it takes and when you're free.How we fix itOnline booking by service, with the right appointment length and a calendar that syncs with Outlook or Google.
- The problem"How much will it cost?"Fees depend on the document, the number of pages and what happens after. Clients ring to ask, then ask again at the desk.How we fix itA clear fee guide by service and a quote calculator, with pass-through fees like DFAT and couriers shown separately.
- The problemApostille or legalisation?Clients have no idea whether their country takes an apostille or needs the embassy too. Neither do the people who sent them.How we fix itA country guide that tells clients which path their document takes and what each step involves before they book.
- The problem"Is my document back yet?"Once it's lodged with DFAT or an embassy the calls start. You dig through emails to find out where it's up to.How we fix itA tracking page for every job with automatic email and SMS updates as it moves, so clients stop ringing.
- The problemChasing paymentCard machine at the desk, invoices sent later and the odd client who forgets to pay the DFAT fee you already covered.How we fix itDeposits or full payment online at booking, payment links for extras and invoices that land in Xero or MYOB.
- The problemThe register lives on paperYour notarial register, certificate copies and ID notes are in a book, a folder and a scanner that only half works.How we fix itA digital register logged as you work, searchable by client, date or country with certificate copies stored securely.
- The problemMobile visits are a messHospital and aged care visits get booked by a relative over the phone with no idea of travel time or cost.How we fix itMobile visit bookings with travel zones, extra time built in and their own fees, plus a checklist for the family.
- The problemForeign-language documentsA document arrives in Italian or Vietnamese and you need a translation before you can do anything with it.How we fix itTranslation flags at booking with a referral to a NAATI translator, so it's sorted before the appointment.
02What we build
Solutions
What we build for notaries. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Service checklists
What to bring for every service type, emailed at booking and again the day before with a 'ready to go' link.
ID checks & uploads
Accepted ID shown up front, name-change prompts and secure uploads you can check before the appointment.
Fee guide & quote calculator
Clear pricing by service and page count, with DFAT and courier costs shown as pass-through fees.
Apostille & legalisation guide
Pick a country and see whether it's an apostille or full legalisation, plus every step in plain English.
Document tracking
A status page for every job from your desk to DFAT to the embassy to the courier, with automatic updates.
Online payments & invoices
Deposits, full payment or payment links through Stripe, with invoices synced to Xero or MYOB.
Digital notarial register
Every act logged with client, document, ID and destination country, searchable and backed up.
Mobile visit bookings
Hospital, aged care and home visits with travel zones, extra time and their own fees.
Courier & return
Collect or post options, tracking numbers attached to the job and the client told when it's on its way.
A website that gets found
Hand-built, quick on mobile and built to rank for 'notary near me' and your suburb, with booking front and centre.
03The systems
The big ones
Your whole practice, on one system.
These are the systems notaries ask us about most. Each one works on its own and they get properly clever when they're joined up.
Booking & checklists
Book the right service. Bring the right documents.
Clients pick what they need notarised and the booking works out the rest: how long it takes, what it costs and exactly what to bring. Checklists go out at booking and again the day before, so nobody turns up with a photocopy.
- Services set up by document type
- Appointment length per service
- Checklist emailed at booking
- SMS reminder the day before
- 'Ready to go' confirmation link
- Urgent and after-hours slots
- Mobile visits with travel zones
- Syncs with Outlook or Google Calendar
- Deposits or full payment online
ID & document pre-check
Spot the problem before they're at your desk.
Clients upload their ID and a preview of the document before the appointment. You check the names match, the document isn't already signed and any translation is sorted. Anything missing gets flagged while there's still time to fix it.
- Secure ID and document upload
- Name-change evidence prompts
- 'Don't sign it yet' reminders
- Translation flags with NAATI referral
- Your own review checklist
- Ask for more info in one click
- Uploads deleted on your schedule
- Status on every booking
Apostille & legalisation tracking
No more "is my document back yet?" calls.
Every job gets a status the client can see: notarised, lodged with DFAT, back from DFAT, at the embassy, couriered. Updates go out by email or SMS as it moves so your phone stays quiet.
- Country guide: apostille or legalisation
- Step-by-step plan per job
- Client tracking page
- Automatic email and SMS updates
- DFAT and embassy lodgement dates
- Pass-through fees recorded
- Courier tracking numbers attached
- Overdue job alerts
Register & billing
The notarial register, off the paper.
Every act gets logged as you do it: who, what, which ID and which country it's headed for. Invoices raise themselves from the booking and land in Xero or MYOB.
- Digital register of notarial acts
- Search by client, date or country
- Certificate copies stored securely
- ID details recorded per act
- Invoices straight from the booking
- Xero or MYOB sync
- Online payment links
- Monthly reports by service
04How it changes
Before and after
An overseas document, wolloped.
Here's how a power of attorney headed overseas could change. Every practice is different, so we map yours first.
Before
- Client rings and you explain what to bring
- They arrive with a photocopy and an expired licence
- Appointment rebooked for next week
- Fees explained again at the desk
- Card machine, receipt and a handwritten register entry
- Three calls asking if the apostille is back
After
- Client books the right service online
- Checklist and ID rules land in their inbox straight away
- Uploads checked the day before with one fix flagged
- Paid online before they walk in
- Done first time and logged in the register
- The tracking page keeps them posted all the way home
05Services
Everything under one roof
Software, websites and systems for notaries.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for notaries
Built around how your notary practice actually runs: online booking, service checklists and the admin in between, in one system you own.
Websites for notaries
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Notary practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for notaries
ID checks & uploads and fee guide & quote calculator: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Microsoft 365 so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your notary practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the booking, accounting and practice tools you rely on. We work around the ones you're happy with and replace the ones holding you back.
- Xero
- MYOB
- Microsoft 365
- Outlook
- Google Workspace
- DocuSign
- Calendly
- Acuity Scheduling
- Stripe
- Square
- Zoom
- Microsoft Teams
- HubSpot
- Mailchimp
- LEAP
- Smokeball
- Actionstep
- Australia Post
- StarTrack
- DHL Express
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your notary practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on a few appointments and go through your inbox to see where clients trip up and where your week disappears.
- 02
Archi-tech
We plan it before writing code: your services, checklists, fees, country rules, records, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually bookings and checklists first, so rebooked appointments drop off quickly.
- 04
Look after
We host it, maintain it and keep it secure. When something breaks you call the people who built it.
08Questions
FAQ
Things notaries ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients book urgent appointments?
Yes. Urgent and after-hours slots can be offered with their own pricing and limits so they don't take over your week.
Can the checklist change depending on the document and the country?
Yes. Each service has its own checklist and the country guide adds what that destination needs, like whether it's an apostille or full legalisation.
Is it safe for clients to upload their ID?
Uploads are encrypted and only you can see them. They can be deleted automatically on a schedule you set. We'll talk through your record keeping obligations when we plan it.
Can clients track their apostille themselves?
Yes. Every job gets a tracking page and automatic updates as it moves from your desk to DFAT, the embassy and the courier.
Can it handle hospital and aged care visits?
Yes. Mobile visits can be booked with travel zones, extra time and their own fees. The family gets a checklist so the right documents are there when you arrive.
We already use Calendly or LEAP. Do we have to switch?
No. If something's doing its job we build around it. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a notary booking system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online booking with checklists can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most notaries we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a notary practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.