A sale agreement signed in March, a deed due in July, and in between roughly twenty searches and certificates that each expire on their own date. We first work out where the waiting really sits, and only then what a system can watch for you.
Anotaryispaidforjudgement.Notforchasingacertificatethatwasrequestedsixweeksago.
Nivora Works is a software and AI studio in Bruges that takes over the preparatory work in a notary office: gathering what a file needs before the deed can pass, watching the dates that run from the sale agreement onward, and finding back what an earlier file already established about the same property or the same family. Nothing we build signs, decides or advises. It prepares, and a notary or a file handler at your office checks it and puts their name to it. Where professional secrecy applies, and in this trade that is nearly everywhere, the model runs on hardware inside your own office so the documents never leave the building.
We do not touch e-Notariaat, eStox, Biddit or Izimi, and we do not touch whichever file package your office runs on. Those hold the file and the register. What we build sits beside them, reads what comes in and puts the result ready in the place your people already look.
We start with one bounded piece of work, and in most offices that is the same one: knowing per file which search or certificate is still outstanding and which one is about to expire. You watch that run for a fortnight against the way you do it now, and only then do we look at what is next.
Between the sale agreement and the deed there are roughly four months, and in those months your office is mostly waiting. The soil certificate from OVAM, the planning information through the property information platform, the mortgage search, the tax and social security notifications, the building manager information on an apartment, the asbestos certificate, the electrical inspection, the pre-emption rights. Each comes back on its own schedule and each one has its own expiry, and the file handler keeps that in a spreadsheet or in their head.
The same questions come in from both sides of the same file. The buyer wants to know when he has to have the money there, the seller wants to know what he still has to clear out, and the estate agent rings on Thursday to ask whether the deed can move a week. Four people at your office each type out their own version of the same answer, and none of those answers ends up in the file.
What your office established about a property in 2014 is in the deed, in the correspondence around it, and in the head of the handler who did it. When the same building comes back for a succession or a division, that work starts again from an empty screen.
We take one ordinary sale from agreement to deed and mark every point where somebody has to remember something. Not a workshop and not a questionnaire: the actual file, with the actual gaps. What comes out of that is usually shorter than the office expected and more specific than any general list would have been.
A notary is a public officer and that does not delegate. So everything we build stops at a proposal with its source attached: this figure comes from that document, this date comes from that certificate. Your handler sees in ten seconds where it came from instead of having to take it on faith, and the person who puts their name to it is the person who has always put their name to it.
Identity documents, marriage contracts, medical details in a guardianship file, the whole estate of a family: none of that belongs on a server on the other side of the world. Where secrecy applies we run the model on a machine in your own office. We write down in plain language what runs where, so you can simply show it.
Four things that come back at almost every office. We build them one at a time, and it usually starts with the first one.
Per file you see what is in and what is not: soil certificate, planning information, energy performance certificate with its number, asbestos certificate, electrical inspection, oil tank inspection, safety file, pre-emption rights, mortgage search, the tax and social security notifications, and on an apartment the building manager information. Each with the date it was requested, the date it came back, and the date it stops being valid.
The deed has to pass within the term, the notifications have their own reply period, and a search that was done too early is worth nothing by July. The counter runs beside your own planning and tells you the week before, not the morning itself. Nothing is sent automatically: you get a list of the five files that need a call today.
When has the money to be there, what does the buyer pay on top, what still has to be cleared out, can the deed move a week. The answer is prepared once in your office's own wording and with the figures of that specific file filled in, ready to paste into the mail. Somebody reads it and presses send, because a seller who rings about their own house would rather hear a person.
One sheet per file: what stage it is at, what has been requested and when, what was promised to whom by email, and what has to happen this week. Made for the colleague who has to pick it up on Monday because the handler is away, and made from what is already in the file rather than from a form somebody has to fill in on a Friday afternoon.
If two or more of these land, there is almost certainly something to gain.
We are not going to say the notariat has no software. Fednot has built e-Notariaat, eStox holds the share registers together with the ITAA, Biddit runs the online sales and Izimi gives the citizen a digital safe. Those are the rails this trade runs on and we are not proposing to relay them.
We are not going to say a request comes back faster because we watch it. OVAM answers when it answers, a building manager answers when he answers, and the property information platform has its own turnaround. What changes is that you know on Tuesday which five files are stuck and on whom, instead of finding out three days before the deed.
And we are not going to say a model can draft a deed. It cannot, and even where it could it should not: the responsibility for what is in that deed is personal, it is disciplinary, and it does not transfer to software. What we build gathers, checks against the file and flags what is missing.
We weigh up what AI can genuinely do for a business like yours, cut through the noise, and keep you posted on what actually matters. You stay in the loop, without the hype.
The things people usually want to know before they reach out.
No. Whatever your office runs on stays where it is, with the files and the history in it. What we build reads what comes in and delivers the result there, or puts it ready for approval. If your package cannot exchange anything at all, we say so up front rather than halfway, and then we look for another way in.
Still have a question?
Visit the Help CenterTake one ordinary sale that is running right now, anonymised. We will tell you within the week which part of the follow-up we would take over and which part is better left with your handler, with nothing agreed.
