Everything you need to run a professional signing business
SigningOS was built from the ground up for loan signing agents — not adapted from a generic CRM or business tracker. Every feature reflects real LSA workflow.
AI Order Intake
Forward any signing order email to the app. SigningOS's AI extracts every field — borrower name, property address, signing date and time, lender, loan type, signing service, and reference number — in seconds. Works with Snapdocs, SigningOrder.com, Amrock, ServiceLink, and plain-text emails from title companies.
- Extracts borrower, address, date/time, lender, loan type, reference number, and signing service
- Handles Snapdocs, SigningOrder.com, Amrock, ServiceLink, and title company emails
- One-tap review and confirm — edit anything before saving
- Attach PDF scans via the iOS Share Sheet instead of text for scan attachment flow
Apostille & Authentication Routing
End-to-end handling for international document authentication. Pick the destination country and SigningOS tells you whether it needs an apostille (Hague convention) or chain authentication (non-Hague), then routes the work to the correct state Secretary of State with current filing fees, processing times, and submission URLs.
- Hague vs. non-Hague routing — country picker covers every member state, OTA-updatable when membership changes
- Per-state filing paths with current fees, processing times, and direct SoS submission links
- Tiered pricing rules baked in: FL court-clerk-certified $20, TX international adoption capped at $100, VA $10 first doc + $5 each additional, NC duplicate-adoption discount
- Quote builder itemizes notary fee, state filing, courier, expedite, return shipping, and translation per page
- Multi-doc 10% discount auto-applied when 3+ documents in the same submission
- Vital-record warnings (birth, death, marriage) — surfaces state-specific restrictions before submission
- Custody log tracks every chain-of-possession event from intake to return
- Copy Certification wizard — state-rule + vital-record gating built in
General Notary Work (GNW)
Not every notarization is a loan signing. GNW is a dedicated intake flow with 11 subtypes covering the practical surface area of general notary work — each with its own checklist, journal template, and facility-specific reminders.
- 11 subtypes: Power of Attorney, Affidavit, I-9 Verification, Copy Certification, Vehicle Title, Healthcare Directive, Trust, Jail Signing, Hospital Signing, Real Estate (non-loan), Business Document, Other
- Each subtype maps to its own checklist and journal template
- Jail signings: visitor list reminder, photo ID pre-approval, attorney coordination
- Hospital signings: charge nurse coordination, capacity assessment reminder, witness recruitment
- Pipeline indexer + Mark Invoiced auto-advance — same status flow as loan signings
- Tracks fee, mileage, and time per GNW order alongside loan signings in the same income totals
Appointment Calendar — with Facility Confirmation
Schedule appointments with full date/time control and tag the location type. Facility signings (jail, hospital, courthouse, nursing home) trigger a confirmation step that surfaces the right pre-call reminders before the appointment locks in.
- Date and time picker with timezone-safe storage
- Facility-type tagging: jail, hospital, courthouse, nursing home, office, residence
- Pre-appointment confirmation modal for facility signings
- Reminders push with enough lead time to call ahead and verify visitor list
- Calendar view alongside the order pipeline — see what's coming and route mileage in advance
Translator Rolodex
A private rolodex of translators you trust, filterable by language. When an apostille submission needs a translation, hand off the document to a partner translator without leaving the app — and bill the translation back to the requester at your set per-page rate.
- Add translators with name, contact, languages spoken, and per-page rate
- Filter by language — quickly find a Spanish or Mandarin translator for time-sensitive work
- Apostille quotes auto-include translation line items at $25/page (editable)
- Handoff workflow — message the translator with the document scope from the order
- Notes per translator: turnaround time, specialties (legal, medical, technical)
Notary Beacon — Proximity Dispatch Network
When you can't take a job, drop a beacon. Other notaries within your service radius get a push, claim it from the Beacons tab, and run the signing. When you're the available one, beacons in your area surface in your discovery feed in real time. No coordinates ever leak — fanout is computed server-side from your home state and radius.
- Live nationwide — all 50 states, DC, and US territories
- Push notifications to nearby notaries when a beacon is created
- Discovery feed: distance badge, rating stars, and responder profile per beacon
- Service radius set per notary — 5, 10, 25, 50, or 100 miles
- Coordinate-free fanout — server computes which notaries match without sending location data to the device
- No payment processing in V1 — beacons are intros; the two notaries handle their own arrangement
Public Web Intake
Every notary gets a public intake URL — signingos.app/intake/{your-handle}. Share it on business cards, email signatures, or social profiles. Submissions land in the Web Intake inbox in the iOS app in real time, where you accept (auto-creating an order) or reject without ever exposing your phone number.
- Public form at signingos.app/intake/{your-handle} — set your handle in Settings
- Submission fields: requester name, contact, signing type, location, date/time, notes
- Realtime inbox in the iOS app — Supabase Realtime pushes new drafts as they arrive
- Accept → auto-creates an order with all fields populated; Reject → archives the draft
- Anonymous request handling — no phone-number exposure to the public
- Apostille-specific intake form available at /training/apostille for international clients
Guided Signing Mode
The only app that walks you through every document at the signing table. Based on SPW document presentation sequences — a different sequence for refi, purchase, HELOC, FHA, VA, and seller signings. Each document card shows what to say (script prompt), what to check (sign, initial, date, notarize), and a flag button for issues.
- 6 loan type sequences: refi, purchase, HELOC, FHA, VA, seller
- Script prompts for every document — what to say to borrowers
- Per-document checks: sign, initial, date, notarize reminders
- Flag issues with notes (blank notarial block, wrong date, etc.)
- Completion summary before you leave the table
- Progress bar: 14/19 documents complete
Invoice & Payment Tracker
Track the full payment lifecycle for every signing. Mark invoiced (with amount), mark paid (with method), and see aging in color-coded days. Integrates with Deluxe Payment Exchange — the industry-standard eCheck system used by Snapdocs, Amrock, ServiceLink, and most other signing services.
- Mark invoiced with amount — timestamps when invoice was sent
- Mark paid: Check, eCheck (Deluxe), Direct Deposit, Zelle, Venmo, Other
- eCheck (Deluxe) option deep-links to payments.deluxe.com to claim your check
- Aging display: days since invoiced, color-coded green/yellow/red
- Per-order and aggregate payment history
Mileage & Expense Tracking
Log miles driven to each signing and add any out-of-pocket expenses. SigningOS calculates your IRS deduction automatically at the 2026 rate of $0.67/mile. The YTD summary in Settings shows your total income, total mileage deduction, and total expenses — everything you need for tax time.
- Log miles per signing (round trip)
- 2026 IRS rate: $0.67/mile — deduction auto-calculated
- Add expenses with notes per order
- YTD summary: total income, mileage deduction, total expenses
- All data stored locally — no export needed, just screenshot or show your accountant
Credential Expiration Tracker
Track every professional credential with expiration dates and get local push notifications before they expire. Covers notary commission, E&O insurance, NNA certification, background check, notary bond, signing agent certification, and custom credentials.
- Tracks: Notary Commission, E&O Insurance, NNA Certification, Background Check, Notary Bond, Signing Agent Cert
- Custom credentials — add anything
- Push notifications at 30, 14, 7, and 1 day before expiration
- Status badges: green (valid), yellow (expiring within 30 days), red (expired)
- Tap renewal URL to go directly to the renewal page
- Quick-add presets for common credentials
53-Item Signing Checklist
A comprehensive pre-signing, at-table, and post-signing checklist covering every phase of a loan signing. Based on real-world LSA best practices — covers document prep, borrower ID verification, notarial procedures, scan-back, and shipping.
- 53 items covering pre-signing, at-table, and post-signing phases
- Track completion per order
- Corrections tracking: flag items needing correction with notes
- Covers ID verification, PATRIOT Act, Right to Cancel, scan-back, shipping
Scan-Back Management
Track scan-back timing and attach PDF scans to orders. After scanning with your portable scanner app (ScanSnap Home, Canon PRINT, etc.), share the PDF to SigningOS via the iOS Share Sheet — it attaches to the correct order and auto-advances the status to Scanned.
- Attach PDFs via iOS Share Sheet from your scanner app
- Manual file picker for attaching existing scans
- Scan-back timing: 'Scanned 47 minutes after signing'
- Auto-advances order status to Scanned when scan attached
- Long-press to delete a scan
Signing Service Ledger
Private intelligence on which signing services pay well and pay on time. As you log orders from Snapdocs, Amrock, SigningOrder, and others, SigningOS tracks average fee and average days to pay — surfaced on every new order and on the order detail screen.
- Tracks avg fee, avg days to pay, total orders per signing service
- Shown on new order entry: 'Snapdocs: avg $112, avg 18 days to pay (5 orders)'
- Shown on order detail screen
- Aggregate view in Settings
State Compliance Guide
Journal requirements, max fees, bond amounts, RON authorization status, acceptable IDs, acknowledgment wording requirements, and notary authority for all 50 states plus DC — always in your pocket.
- All 50 states + DC
- Journal requirements, max fees, bond requirements, RON status
- Acceptable ID types per state
- Acknowledgment wording notes
- E&O notes per state
- Direct links to state notary authority renewal pages
Rescission Date Calculator
Enter a signing date and instantly get the rescission expiration date — accounting for all 11 federal holidays and Sunday skips automatically. No more calendar math at the table.
- Auto-skips all 11 federal holidays
- Skips Sundays per Right to Cancel rules
- Shows the exact rescission expiration date
- Available in the Tools tab — works offline, no internet needed
AI Signing Assistant
An expert AI assistant for loan signing questions — trained on SPW Code of Conduct, document knowledge (Promissory Note, Deed of Trust, TIL, Closing Disclosure, Right to Cancel, 4506-C, W-9, and 15+ more), PATRIOT Act requirements, Deluxe eCheck procedures, credential renewal knowledge, and state-specific rules.
- Knows every document in a standard loan package
- Right to Cancel rules: 3 business days, rescission date calculation, 2 copies per borrower
- Correction Agreement scope: typographical only, NOT material loan terms
- Deluxe Payment Exchange: how eChecks work, deposit options, $4.99 direct deposit fee
- Credential renewal guidance: NNA, E&O providers, background check requirements
- Will not give legal advice — refers to attorney or lender rep when appropriate
What we're building next
Features in development based on the most common requests from active signing agents.
Auto-Import from Signing Platforms
Today you forward a signing email to use AI Order Intake. Next: orders from Snapdocs, SigningOrder, Amrock, and ServiceLink land in the app automatically — via dedicated email-forward rules and (where available) direct platform APIs. The standard NotaryGadget and Notary Assist set today; closing the gap is the 1.2 priority.
Pre-Job NSA Compliance Check
Creating an order in one of the 19 restricted states? The app will surface the relevant warning before you go — attorney-required, license-required, fee-limited, or loan-restricted.
Non-Payment Letter Generator
Fill in signing service, order date, and amount owed — generate a professional demand letter at the 30, 60, or 90-day tier, ready to copy, paste, or email.
Frequently asked questions
What documents does the guided signing mode cover?
Guided signing mode includes 6 loan type sequences: refi, purchase, HELOC, FHA, VA, and seller. Each document card shows what to say (script prompt), what to check (sign, initial, date, notarize), and a flag button for issues — based on SPW document presentation sequences.
How does AI order intake handle different signing services?
Forward any signing order email to the app. SigningOS's AI extracts borrower name, property address, signing date and time, lender, loan type, signing service, and reference number in seconds. It works with Snapdocs, SigningOrder.com, Amrock, ServiceLink, and plain-text emails from title companies.
Can I track mileage and expenses for tax purposes?
Yes. Log miles per signing (round trip) and SigningOS calculates your IRS deduction automatically at the 2026 rate of $0.67/mile. Add expenses with notes per order. The YTD summary in Settings shows total income, total mileage deduction, and total expenses — everything you need for tax time.
How many items are in the pre-signing checklist?
53 items covering pre-signing, at-table, and post-signing phases. The checklist tracks completion per order and includes corrections tracking — flag items needing correction with notes. Covers ID verification, PATRIOT Act, Right to Cancel, scan-back, and shipping.
What does the rescission date calculator do?
Enter a signing date and instantly get the rescission expiration date. The calculator auto-skips all 11 federal holidays and Sundays per Right to Cancel rules. It's available in the Tools tab and works offline — no internet needed.
Does SigningOS handle apostilles?
Yes. SigningOS routes apostille work end-to-end: pick the destination country, see whether it requires an apostille (Hague convention) or chain authentication (non-Hague), and get the correct state Secretary of State filing path with current fees. The quote builder itemizes notary fee, state filing, courier, expedite, return shipping, and translation per page — including state-specific tier rules (FL court-clerk-certified $20, TX international adoption capped at $100, VA $10 first doc + $5 each additional, NC duplicate adoption discount). A custody log tracks every chain-of-possession event from intake to return.
Can I use SigningOS for non-loan notary work?
Yes — General Notary Work (GNW) is a separate intake flow with 11 subtypes: Power of Attorney, Affidavit, I-9 Verification, Copy Certification, Vehicle Title, Healthcare Directive, Trust Document, Jail Signing, Hospital Signing, Real Estate (non-loan), Business Document, plus Other. Each subtype maps to its own checklist and journal template. Jail and hospital signings auto-flag facility-specific reminders (visitor list, photo ID approval, charge nurse coordination).
How does the Notary Beacon network work?
Notary Beacon is a proximity-based dispatch feed. Notaries with profiles live in your area receive a push when a beacon is created within their service radius. They claim it from the discovery feed in the Beacons tab. No coordinates leak — fanout happens server-side. Beacons cover all 50 states plus DC and US territories.
How does the public web intake form work?
Every notary gets a public intake URL — signingos.app/intake/{your-handle}. Share it on your business card, in email signatures, or in social profiles. Submissions land in the Web Intake inbox in the iOS app in real time (Supabase Realtime), where you can review, accept (auto-creating an order), or reject without ever exposing your phone number.
Ready to get started?
Download SigningOS and set up your first order in under 2 minutes.