Renonciation à l’eNotarisation avec OneNotary

Overview

With the OneNotary integration for Procore Pay, project users can leverage two digital notarization methods for required lien waivers:

  • In-Person Electronic Notarization (IPEN): Requires the signer and notary to meet physically to review documents while completing the notarization on a computer or mobile device. This process replaces traditional paper-based methods by digitizing the execution and journaling of the document.

  • Remote Online Notary (RON): Allows for notarization sessions where the signer and notary are not in the same physical location, utilizing a third-party network of notaries. This option carries a per-notarization cost paid by the subcontractor at the time of the session.

Feature

In-Person Electronic Notarization (IPEN)

Remote Online Notary (RON)

Physical Presence

Required: Signer and notary must meet physically.

Not Required: Signer and notary are in different locations.

Notary Used

In-house or project-specific notary onboarded by the subcontractor.

Third-party network of notaries provided by OneNotary.

Process

Digitally signs and stamps electronic documents on a shared device.

Conducted via a secure online video session.

Cost

No additional cost to use an onboarded in-house notary.

Per-notarization fee paid by the subcontractor at the time of session.

Record Keeping

Digital execution and automated journaling in the Notary Journal.

Digital execution and automated journaling in the Notary Journal.

Things to Consider

  • Required User Permissions:

    • To initiate a notarization request (Signer):

      • 'Standard' level permissions or higher on the project's Commitments tool to access associated project invoices.

    • To perform the notarization (Notary):

      • Must be a registered Notary Public with a valid commission in their state of registration.

      • Must have a registered and approved OneNotary account with an active digital certificate and electronic stamp.

  • Additional Information:

    • The current eNotary functionality is specifically designed for subcontractor lien waivers; it cannot be used for customer billings or pay applications at this time.

    • Procore has built the OneNotary integration natively; you do not need a separate OneNotary license to use this feature within Procore Pay.

    • You can manage when notarization is required by manually selecting waiver templates during project setup or by using Project Templates to apply them automatically.

    • Notarization can be required as part of the initial invoice submission or requested after an invoice has been approved.

    • Cost for Remote vs. In-Person:

      • In-Person (IPEN): There is no cost to use the In-Person Electronic Notarization option when using your own onboarded notary.

        • Notaries within your company or a subcontractor's office can set up a OneNotary account for free to begin notarizing waivers within the platform.

      • Remote (RON): If a subcontractor chooses the Remote Online Notary option, they will be charged a per-notarization fee, similar to using a third-party notary service. Subcontractors are notified of any costs before they proceed.

Limitations

Show/Hide Limitations

Please be advised that our In-Person Electronic Notarization (IPEN) solution is not yet available in the following states:

  • Arkansas

  • California

  • Kansas

  • Montana

  • Nebraska

  • Pennsylvania

  • Rhode Island

  • South Carolina

Support for these states is currently being finalized.

Steps

Important

The person signing the waiver must initiate the process. Only the signer can start the session and invite the notary; the notary cannot begin the process for you.

Signer's Steps (Subcontractor)

  1. Access Waivers: When submitting your invoice, navigate to the Lien Rights tab that displays the required waivers.

  2. Select Your Method: On the "Notarize your lien waiver" screen, choose the button that matches your needs:

    Three lien waiver notarization options: Online 24/7 for $25, free In-Person eNotarization, and Traditional In-Person with download.

    • Start Online Notarization: Connects you to a remote notary via video (requires a separate browser tab for the session).

    • Start Session (In-Person eNotarization): Authenticates a notary physically present with you via the OneNotary interface.

    • Download and Print: Generates a PDF for traditional "wet-ink" paper notarization.

  3. Launch Session:

    • If Online, complete the ID check and wait for the remote notary.

    • If In-Person, select your notary from the list or enter their email to invite them.

  4. Perform Signing: Once the session begins, follow the prompts to apply your digital signature to the areas tagged by the notary.

Notary's Steps (In-Person)

  1. Join Session: Open the invitation email or log in to the OneNotary portal to see the "Active Session" initiated by the signer.

  2. Verify & Witness: Confirm you are physically present with the signer.

  3. Prepare the Document (Auto-Tag): Use the "Magic Wand" tool to Auto-Tag the document.

  4. Annotate & Review: Manually add any missing details (like County or Title) if the Auto-Tag doesn't catch them.

  5. Complete Session: Once all parties have signed, click Complete Session and type "COMPLETE" to finalize the legal digital record.
    Note: For more detailed information on completing the notary session, visit OneNotary's Support Center.

Final Signer Steps

  1. Verify Success: After the OneNotary session is complete, the Finish Document screen appears.
    Note: A green confirmation banner appears: "Your document was successfully notarized."

  2. Submit Document: Click the Submit button on the page.
    Note: The document status will now show as Signed, and the entire packet is officially sent to the General Contractor.

Payment and Lien Waiver Protection
Notary Onboarding Guide