TECHNOLOGY NOTARFLOW BUILDS ON
Open source and German infrastructure, run by you
Ollama
PostgreSQL
pgvector
Docker
pdf.js
Hetzner
NotarFlow takes the recurring work off your office: from the data sheet through the draft, the fee note and post-notarial completion (Vollzug) to anti-money-laundering documentation. This site is organised by what you notarise — and each transaction page says what NotarFlow takes on and what it does not. You check and approve. It runs on your own premises or in a German data centre, never in a US cloud.
This site is organised by what gets notarised — not by what a piece of software processes. Each transaction page sets out the path through the office, which building blocks touch it, which variants are common and which are rare. And one section no page leaves out: what NotarFlow does not do there.
Every deed type moves in with your office’s templates: two are ready for use today, and we set up your most frequent one first — calibrated to your models, not ours. To the building blocks and their prices
What is organised by transaction above is booked by capability here: the blocks are the priced units, each bookable on its own, billed per notary. Every block works on the same matter — read out once, used everywhere; from the draft to the closing fee note, nothing is entered twice. The assistant belongs to every block you book and is not charged separately.
NotarFlow reads bank data sheets, extracts from the Grundbuch (the German land register) and incoming letters, fills your own templates and calculates the fees under the GNotKG, the statutory German schedule of notary fees. Every value shows where it came from: one click jumps to the passage in the document.
From the first filings to the transfer of title, NotarFlow knows the chain, prepares every letter and watches the deadlines. Replies coming back in are recognised and matched to their matter.
Online appointment booking and fillable data sheets are offered by several providers by now, and they take real work off the secretariat. They all end at the same point, though: once the details are in the house. What comes after that — drafting, the fee calculation, completion, anti-money-laundering documentation — is the part where the hours sit. That is where NotarFlow carries on.
Out of the same documents come the draft in your approved template and the fee calculation under the German notarial fees act. It is computed from the statutory fee table rather than estimated; every value shows where it came from, and a click jumps to that place in the document. The proposed entry for the register of deeds falls out as a by-product.
After the deed the chain begins: notifications, consents, waivers of pre-emption rights, land transfer tax, registrations. NotarFlow knows the chain for each type of deed, prepares every letter and watches the deadlines. Returning documents are recognised and filed to the matter; a step falls due only once its preconditions are evidenced.
The purchase price normally runs straight from buyer to seller once maturity has been notified; an escrow account is the exception. Where a notary does hold the money, NotarFlow keeps the payout preconditions and reconciles the bank statements you hand in as PDF or scan. NotarFlow moves no money and has no payment interface — it records which precondition is met and which is missing.
The duties are created per type of matter and kept as a checklist; identification, identity papers and supporting records hang on the matter rather than in a second filing system. You decide, the documentation is written for the supervisory authority — and years later it is findable where the file is.
All four work on the same matter: read once, used everywhere. They are bookable individually, and none of them requires that appointment booking or data capture be booked alongside. What the building blocks cost
Documents by scan, e-mail or electronic legal correspondence, a completed online data sheet or an appointment booking: NotarFlow matches what comes in and opens the matter.
Draft, fee note, proposed register entry and completion steps all come out of a single reading. Every value carries its origin and a confidence figure.
Everything lands in one approval view. Nothing is sent, filed or charged before you have released it.
A notary’s office does not buy a statement of intent. What stands here can be counted in the source; where a figure grows, it grows with the next release.
We do not display logos here. There is a pilot office; until a report from it has been approved for publication, this space stays empty. We would rather leave it empty than borrow it.
If you want to know how far the product has come: the state of play is in the changelog, and it can be tested for a week.
Ollama
PostgreSQL
pgvector
Docker
pdf.js
Hetzner
NotarFlow is built for a profession under a statutory duty of secrecy. Not as an assurance in the small print, but as architecture.
NotarFlow runs on a server in your office or in a dedicated German data centre. The language models run locally alongside it, not at a provider.
No client data goes to OpenAI, Google or any other third party. What the system reads does not leave your infrastructure.
§ 203 of the German Criminal Code (StGB) makes a breach of professional secrecy a criminal offence. So: no outside access to file contents, a formal secrecy undertaking from everyone involved, a log of every approval. The architecture follows professional law, not the other way round.
Every draft, every fee note, every letter waits for your approval. Nothing is sent automatically.
Your own tools can be connected. They run on the same machine, only the ones you have entered run at all, and every single tool can be switched off per role. What a foreign tool claims about itself stands in the list as that server’s own statement, and nowhere the language model could read it as an instruction.
An incoming letter can contain a sentence that looks like a request from your own office and in truth comes from the sender. Eleven such letters run through the whole system before every change: nine are refused, two lead to a query. Without your yes, nothing comes into being.
The most expensive question before an introduction is not the price but the risk: weeks of standstill, a team that never catches up, and nobody to answer for it. Four answers to that, as short as they are honest.
30 minutes, one land charge case from the inbox to approval. After that you will know whether the system fits your office.
Usually answered the same working day.