The problem
A notary office in Marrakech postpones a third of its signing appointments because a document is missing or expired: land title copy, tax certificate, ID, power of attorney. Every postponement means an unhappy client and a lost slot.
The solution, step by step
- Each transaction type has its document checklist in Airtable (sale, inheritance, company formation).
- When a file opens, an automatic Gmail goes to the parties with the exact list and how to obtain each document.
- As documents arrive, Claude reads them and checks names, dates, validity periods and land title references against the file.
- Discrepancies — an expired certificate, a name spelled differently — are flagged to the clerk with the exact issue.
- The appointment is only confirmed when the checklist is green; reminders chase missing items automatically.
- Postponed signings drop by more than half.
- Clerks save hours of document chasing per file.
- Clients experience a modern, predictable process — rare enough to be a differentiator.