Avolaine® Cortex · In the notary office
Deeds, correspondence and notes become one shared memory: you ask, Cortex answers with source and date.And your incoming items arrive prepared. Your employees check and approve.
Everyday work
Every matter exists, but in pieces: deeds in the specialist software, correspondence in mailboxes and agreements in people’s heads. "What have we done with the Müller family over the past ten years?" costs hours.
Only one person knows what was discussed with the Schmidt family. When they leave, the memory of the office leaves with them.
Every incoming email has to be assigned to a matter by hand. This is exactly where the file is torn apart anew every day.
Deadlines and follow-ups depend on discipline. An expiring power of attorney does not announce itself.
How Cortex works
The intelligent client file is not new file software, but the shared memory across everything you already have.
The file that answers is one half. The other half is matters that arrive prepared. Here is how a query from the bank looks as a Cortex-Loop:
An email comes in: the bank asks about the due date in a purchase agreement.
Cortex pulls the context from the client file: latest status, open points, earlier commitments.
The agent produces the work result: a suggested assignment and a draft reply in the office’s tone. It also shows how confident the system is.
The notary clerk checks, adjusts by quick comment and approves. Only then does the reply go to the bank. Nothing leaves the office without approval.
The next draft matches the office’s tone even better.
This loop is the building principle of Cortex. We use it ourselves every day.
No system change
The systems in the notary office are solid, but closed. Cortex works alongside them: no system change, no migration, no interference with your specialist software.
Deeds and the deed register stay where they are. The client file sits on top of them as a knowledge layer.
Use cases
Five examples of what Cortex takes on in a notary office.
Cortex compiles all of a family’s matters in chronological order, every statement with source and date. Ten years of matter history in seconds instead of hours.
And the other way around: your employee adds a phone call to the file by chat.
A dossier with sources: who is coming, what happened so far, which deeds exist. Five minutes of reading instead of an hour of searching.
A rough draft from the office’s templates and the family’s earlier deeds. The notary checks every line: notarization is done by people, without exception.
Cortex assigns the registration notice to the matter and suggests the next step. The employee approves: the matter knows its own status.
A power of attorney is expiring: Cortex suggests the follow-up and drafts the cover letter. The notary office reaches out before the client has a problem.
Your day
This is what a day could look like once Cortex is configured for your notary office. Which matters come in first is up to you.
7:45 a.m. The office manager opens one screen instead of three mailboxes. At the top: the bank query in the Berger matter, the registration notice in the Maier matter. Under each one, a draft with the source next to it.
8:10 a.m. She checks the drafts, adjusts one sentence by quick comment and approves. The Maier matter now knows its own status.
9:30 a.m. Notarization for the Berger family. The dossier has been ready since last night: three earlier deeds, one open power of attorney, the particular point from the phone call in March.
11:00 a.m. A call: what is the status on our purchase agreement? One question into the chat, an answer within the same conversation.
5:30 p.m. No one searched for a file today. The software did the searching. People did the checking, the deciding and the notarization.
For professionals bound by secrecy
Cortex runs in a protected European cloud, never through American services. You keep control over your client data.
The duty of confidentiality is built in with us, not bolted on afterwards: normal operation needs no external access to client content. And your data never goes to American services.
And we know Section 203 of the German Criminal Code before you ask: for notary offices and law firms alike, from processing on your behalf with pseudonymization to AI documentation under the EU AI Act.
We measure the answer quality continuously instead of claiming it.
The GDPR is answered with this too: it can be implemented in a compliant way, because your data stays in Europe and never goes to American services.
Getting started
The platform is ready. It is our own operating system before it becomes yours.
The configuration is the project. Together we bring your matters into the system: the office’s templates, the tone of the correspondence, the assignment of incoming items.
Operation follows the proof. In shadow operation the system runs in parallel to your current work, without interfering with your processes.
Free AI potential check. Free of charge, at your notary office or by video.
Pilot. The system proves its maturity on your real matters.
Ongoing operation. Only after proven maturity. Until then you pay no monthly fee.
Scale-up. One use case at a time, each one paying for itself.
And you stay fully in control at all times: your data and workflows remain in your hands from the start.
Tell us in 30 minutes how your notary office works. We will tell you how Cortex can help you become more productive and earn more.
