The verdict in three sentences
A Montreal notary office does not need to replace its deed drafting software (Para-Maître, Notarius tools, Genapi-type suites): it needs a client tracking layer that plugs into it. A custom build of EUR 15,000 to 40,000 (about CAD 22,000 to 60,000) delivers a secure client portal, step tracking for a property sale and qualified electronic signature for supporting documents in 10 to 14 weeks. The most visible gain is a drop of around 30% in calls from clients asking where their file stands.
The real cost of where is my file
For an office of 4 partners and 14 staff handling 1,800 deeds a year, including about 700 property sales, the phone is the biggest time drain. Each sale generates on average 8 to 12 calls between the promise to purchase and the signing of the deed.
| Property sale step | Average delay in 2026 | Client calls generated | What the portal shows |
|---|---|---|---|
| Accepted promise to purchase | Day 0 | 1 to 2 | Summary and signed documents |
| Inspection and conditions period | 10 days | 1 | Countdown and end date |
| Title search and municipal certificates | 1 to 2 months | 2 to 3 | Status of each certificate |
| Mortgage approval | 45 to 60 days | 2 to 3 | Document to upload and condition deadline |
| Certificate of location and searches | 3 to 6 weeks | 1 to 2 | List of documents received and missing |
| Deed of sale signing | 3 months on average | 1 | Date, place, ID to bring |
With 700 sales and 10 calls per sale, the office takes about 7,000 calls a year. At 6 minutes per call, that is 700 staff hours, almost half a full-time position.
How much does custom notary office software cost
The budgets below are a 2026 order of magnitude for an office of 10 to 30 people. Integration with the drafting software depends on the vendor: some offer an API, others a scheduled export.
| Module | Content | Budget (excl. tax) | Timeline |
|---|---|---|---|
| Secure client portal | Two-factor login, document upload, messaging | EUR 15,000 to 20,000 | 8 to 10 weeks |
| Sale step tracking | Timeline per file, email and SMS notifications | EUR 5,000 to 8,000 | 2 to 3 weeks |
| Qualified electronic signature | Integration with a certified provider (Notarius, Docusign) | EUR 3,000 to 5,000 + EUR 1 to 3 per signature | 2 weeks |
| Drafting software connector | Sync of files and statuses | EUR 4,000 to 9,000 | 2 to 4 weeks |
| Partner dashboard | Average delays, blocked files, workload per clerk | EUR 3,000 to 6,000 | 2 weeks |
| Maintenance and hosting | Canadian hosting, backups, fixes | EUR 3,000 to 7,000 per year | Ongoing |
A client portal plus step tracking scope sits around EUR 22,000. The full version with signature, connector and dashboard reaches EUR 35,000 to 40,000.
Security and professional ethics: non-negotiable requirements
A notary is a public officer bound by professional secrecy. The tool must therefore be hosted in Canada (Quebec's Law 25 governs transfers outside the province), encrypt documents at rest and in transit, keep a time-stamped access log and enforce two-factor authentication. Electronic signatures on supporting documents must come from a recognised certified provider. The notarial deed itself is still signed within the profession's own environment, the portal does not replace it. These requirements add 10 to 15% to the budget, but they avoid a negative finding at the office's professional inspection.
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Me Bernard, partner at a 4-notary office in Montreal, estimates 7,000 calls a year related to sale follow-up. With a 30% drop, the office avoids 2,100 calls, or 210 hours at 6 minutes per call. At a loaded clerk cost of EUR 45 per hour, that is EUR 9,450 a year. Add 2 days saved on average collecting mortgage documents, which speeds up fee collection. For a EUR 28,000 project, the direct payback is around 3 years, shortened to 18 months when counting the capacity freed to handle 60 more deeds a year.
FAQ
Do we need to change our deed drafting software?
No. The portal connects to your existing software through an API or scheduled export. The connector costs EUR 4,000 to 9,000 depending on the vendor.
Do older clients really use an online portal?
In offices that have deployed one, 60 to 75% of buyers use it at least once. SMS notifications reach the others without any login.
How long until go-live?
Allow 10 weeks for the portal and step tracking, 14 weeks with electronic signature and the partner dashboard.
How much does a qualified electronic signature cost?
Integration costs EUR 3,000 to 5,000, then EUR 1 to 3 per signature depending on volume. For 2,000 signatures a year, budget EUR 2,000 to 6,000.
Who owns the data and the code?
The office remains the data controller and owner of the data. The contract includes transfer of the code and a full export if you change provider.
Let's scope your project. We define with your office the scope (client portal, sale tracking, signature, connector), an indicative budget of EUR 15,000 to 40,000 and a 10 to 14 week timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
