I completed a refinance package this morning in Tacoma — two signers, 120 pages, took 70 minutes using NotaryAct for the journal — and it went fine, but what happens if this scales? If I’m booking three of these a day, where does this go next in terms of workflow, fees, and keeping my seal/log tight?
And set a floor fee and batch confirmations; prefill journal templates; see https://www.nationalnotary.org/knowledge-center/signing-agent — what’s your ‘three-a-day’ target window?
But i’d map your day as prep → sign → scan → ship and guard the drop cutoff like it’s the last ferry — “three-a-day” works if you add a 30‑min buffer and batch scanbacks with a high‑speed scanner. One concrete step: create a single folder/filename convention (YYYYMMDD_LastName_Lender) and export NotaryAct + scans there, then drop by the nearest late pickup you’ve pinned via Shipping locations near you | FedEx Tacoma. Curious if you’ve got a late FedEx/UPS drop in your route.
I’d build a simple fee matrix (pages/scanbacks + travel zones) and lock in 3 time blocks so quotes and scheduling become automatic, then keep your stamp in a small lockbox and do a 2‑minute NotaryAct export at day’s end. That plus @wingwing’s buffer note turned my days from whack‑a‑mole to smooth; want a quick template for the fee matrix?
Piggybacking on @bepe159, I make a one-line “notary map” on the first page listing each notarization with page numbers and I tick them off in QC — on 120‑page refis it keeps the seal/log tight and scales when you’re stacked. Want the tiny template?
Co-sign @goldensignal; nightly export of NotaryAct to encrypted cloud, and preprint ship labels saves 10+ minutes.
I speed up two-signer refis like your 120‑pager by doing a quick “initials lap” first, then a second pass for signatures and notarizations; it cuts misses and makes NotaryAct entries more straightforward. Small caveat: some lenders in my area don’t allow flags, so I use tiny removable ones and pull each as we go to keep them comfortable.
At 70 minutes for a 120‑page refi, add a fixed 15‑minute post‑signing “seal audit” buffer to reconcile NotaryAct entries, stamp count, and queue scanbacks before you roll. When you hit three a day, price by time window and scanbacks (after‑5pm or same‑day scanback +$25) so Tacoma traffic and late docs don’t erase your margin. @olivia_cope93 do you preload refi templates in NotaryAct, or free‑type each notarization?