How Marosa cut notarisation turnaround time by weeks with notarity
Marosa supports clients across Europe with VAT registration and compliance, and the documents those filings need are now notarised and apostilled online in minutes.
The challenge
Marosa supports clients across Europe with VAT registration and compliance. Many of those registrations require Powers of Attorney, trade register extracts, and VAT certificates to be notarised and apostilled before they can be filed. Under the traditional notarisation process, notarisation and apostille were completed entirely offline. Clients first had to visit a notary in person before obtaining an apostille through a separate manual process, typically taking 2 to 12 weeks depending on the country and often requiring yet another physical visit, this time to a court or other authority, once the notarised document was ready. notarity removed this external bottleneck by digitising the process end to end and sending the completed documentation directly to Marosa.
Each case also meant the client blocking out time for the in-person notary visit itself, roughly 1–2 hours once travel and waiting were factored in. Many of Marosa's Italian and Spanish-speaking clients don't speak English fluently, and the traditional notarisation way left them without support in their own language, which made arranging and completing that visit harder still. On projects with tight deadlines, the traditional notarisation and apostille process could become a bottleneck. Because clients first had to complete these mandatory offline steps before Marosa could proceed with the VAT registration, delays in the external process could impact the overall registration timeline, regardless of how efficiently the rest of the filing had been prepared.
notarity replaces time-consuming in-person notarisation appointments that used to take weeks with a fully online process completed in just a few minutes. A genuine step change for our clients.
Why notarity
The deciding factor was how easy the booking process was for clients, a stark contrast to arranging an in-person notary visit. On top of that, obtaining the documents it needed became far less manual for Marosa itself, freeing up time that used to go into chasing paperwork and coordinating logistics. Language support for Marosa's Italian and Spanish-speaking clients was a welcome addition as well, something the old in-person process couldn't offer.
The pricing was competitive, and rather than a one-off vendor relationship, regular check-ins with a direct contact at notarity kept the two teams closely aligned from the start, so any friction in the process could be caught and fixed quickly instead of piling up.
Today with notarity
Today, Marosa's clients have their Powers of Attorney, trade register extracts, and VAT certificates notarised through notarity. Clients book their own appointment online in a couple of minutes. Nobody has to call around for a notary, travel anywhere, or find an office. The notarisation itself happens remotely in a single 5-minute appointment. The apostille is then issued online straight after, typically within minutes, instead of the 2 to 12 weeks it used to take. The finished documents are issued online, so they're easy to retrieve and drop straight into whatever process or filing they're needed for. A hard copy can still be added for cases where the physical document is required.
That ease of booking also closes the deadline-risk gap from before. An appointment clients can set up themselves in minutes is far less likely to be missed, even on a tight project timeline. It's now used on an ongoing, recurring basis across Marosa's client base. Each client saves an estimated 1–2 hours of travel and waiting per case, and overall turnaround has come down by several weeks.
