The world of notary services has evolved, and Remote Online Notarization (RON) is no longer the future — it’s the present. Whether you’re just getting commissioned as a Texas RON or you’re exploring ways to expand your existing mobile notary business, the right tools can make the difference between smooth sessions and frustrating ones.
Most new notaries think only about the “big” platforms (like Adobe Sign, DocuSign, or Proof.com). But the truth is, success often comes from the smaller, underrated tools that keep your business organized, compliant, and professional. Here are some must-haves you don’t want to overlook.
1. Identity Verification Add-Ons
While your RON platform will handle ID verification, having a backup verification tool like ID.me or Jumio can be a lifesaver if your client struggles with the built-in process. A smooth verification experience builds trust and keeps appointments on schedule.
2. Reliable Cloud Storage with Redundancy
Don’t just rely on your RON platform to store documents. Services like Google Drive or Dropbox Business allow you to safely archive completed signings, organize client folders, and maintain compliance with Texas retention laws. Adding a backup tool such as Backblaze ensures you’ll never lose important files.
3. Digital Payment Solutions Beyond Stripe/PayPal
Clients appreciate choice. While most new notaries use Stripe, Venmo, Cash App, or Zelle Business gives flexibility and can help close last-minute signings faster. Pro tip: automate receipts so clients see your professionalism instantly.
4. Screen Recording Software
Although your RON platform records the session for compliance, having your own secure recording tool (like Google meet or Zoom) can help with training, client walk-throughs, or reviewing your own sessions for improvement. This isn’t required, but it’s underrated for business growth.
5. Calendly + Automation Stacks
RON notaries juggle appointments across time zones. Calendly, paired with Zapier, can automatically:
- Send reminders to clients
- Trigger ID verification emails (via Proof.com or other APIs)
- Log session details into Google Sheets for your records
This workflow reduces no-shows and saves hours of admin time. And because email confirmations play such a big role in keeping your business professional, working with an experienced Email Deliverability Consultant can ensure your emails reach the inbox instead of the spam folder — an underrated but powerful advantage for notaries who rely on digital communication.
6. Noise-Canceling Audio Tools
Clients need to hear you clearly during a notarization. Investing in Krisp.ai (an underrated noise-canceling app) or a USB mic with built-in suppression prevents distractions from kids, pets, or background noise. Clear communication = professionalism.
7. Password Manager
As a RON, you’ll juggle logins for eRecording portals, RON platforms, and business tools. A password manager like 1Password or Bitwarden is an underrated but critical tool for both security and sanity.
8. Professional Branding Tools
Something as simple as a polished email signature generator (like Wisestamp) or a branded Zoom background can immediately elevate client trust. These underrated branding tools show you take your notary business seriously.
Final Thougts
Starting out as a Remote Online Notary can feel overwhelming. It’s easy to focus only on the platform that hosts your notarizations, but the notaries who stand out are the ones who invest in underrated tools that improve client experience, compliance, and workflow efficiency.
At N & B Street Notary Services, our mission is simple: helping others in need, no matter how big or small the task, with optimism, humility, and care. Using the right tools isn’t just about efficiency — it’s about building trust and growing together with our clients.
Recommended Resources for New RONs
- Proof.com – ID verification and notarization platform
- Stripe – secure online payment processing for notary services
- Calendly – automated scheduling tool
- Email Deliverability Consultant – ensure your client confirmations and reminders reach the inbox
- Krisp.ai – background noise cancellation for online notarizations