Artificial intelligence is everywhere.

Notaries are using it to create social media posts, write emails, research business ideas, organize information, and save time on everyday tasks. I use AI in my own business, too.

It can be an amazing tool.

But I learned something pretty quickly:

AI can be very confidently wrong.

For a notary, that matters.

Asking AI to help write a Facebook post is one thing. Asking whether you can perform a particular notarization under your state's law is something entirely different.

The answer may sound perfect. That doesn't make it correct.

AI Doesn't Know When It's Wrong

One of the things that makes AI so useful can also create a problem. It can produce a clear, professional-sounding answer in seconds.

But that answer can contain incorrect information, leave out an important exception, or rely on information that doesn't apply to your state. Sometimes AI can even provide a source that doesn't actually support what it told you.

That's why I don't think the question should only be:

“What did AI say?”

There should be another question:

“Where did that answer come from?”

For notaries, that second question is especially important because our laws and requirements vary from state to state.

Your State Matters

There isn't one set of notary laws that applies to every notary in the United States.

Identification requirements, journal requirements, fees, electronic notarization, remote online notarization, and other rules can differ depending on where you are commissioned.

So if an AI gives you a general answer without considering your state, you may be starting with the wrong information.

Even when AI identifies your state correctly, I still want to know:

1. Can I see the statute or official guidance?

2. Can I open the source myself?

3. Does the source actually say what the AI says it does?

Those questions changed the way I use AI.

A Better Way to Ask AI a Question

Getting a useful answer often starts with asking a better question.

In The Notary AI Playbook, I use what I call the Five-Part Formula:

1. Your Location

2. Your Role

3. Your Situation

4. Your Request for Authority

5. Your Request for Sources

Using those five pieces gives AI much more to work with than a short question such as:

“Can I notarize this?”

That question leaves a lot for AI to assume.

Instead, tell AI where you are commissioned and that you're acting as a notary. Explain the situation. Ask what authority applies. Then ask for the sources so you can verify the information yourself.

For example:

“I am a commissioned notary in Florida. A signer has presented [describe the situation]. What does current Florida law or official guidance say about this situation? Please identify the applicable authority and provide the official sources so I can verify the information myself.”

The Five-Part Formula works with Miles or any AI tool.

It doesn't guarantee that the answer will be correct. It gives the AI better information to work with and reminds you to ask for something you can verify.

Then comes the most important part:

Read the source.

Don't Just Ask. Verify.

I don't believe notaries need to be afraid of AI.

I think we need to learn how to use it responsibly.

If I ask AI a question involving notary law or procedure, I want the source along with the answer. Whenever possible, I want an authoritative source such as a statute, administrative rule, or guidance from the appropriate state authority rather than another website simply repeating the information.

Then I can check it myself.

AI can make research faster. But the responsibility for the notarization is still mine.

That's an important distinction.

AI can assist my research. It cannot take responsibility for my decision.

This Problem Led Me to Miles

My concerns about AI accuracy eventually became part of what I was building with The Notary Support Network.

I created TNSN around a simple idea:

Notaries Helping Notaries.

As the network developed, I wanted AI to be useful inside it. But I didn't want another general AI tool simply giving notaries answers and expecting them to trust those answers.

That led to Miles, TNSN's AI research assistant for notaries.

For state-law questions, Miles is designed to work from authoritative state sources across all 50 states and provide those sources so the notary can review them.

But Miles is still AI.

He can make mistakes. He isn't a lawyer, and he doesn't replace a notary's responsibility to verify requirements with the appropriate state authority.

That's intentional.

The goal isn't to make the notary dependent on AI. The goal is to make it easier to find the information, understand it, and check the source.

Not Every AI Question Carries the Same Risk

There are plenty of everyday business tasks where AI can be extremely useful.

A notary might use it to brainstorm social media ideas, improve an email, organize a business plan, create a checklist, develop marketing ideas, or turn rough thoughts into clearer writing.

I use it for many of those things myself.

But the amount of verification should match the importance of the task.

If AI gives me a bad idea for a Facebook post, I can delete it.

If AI gives me incorrect information about a notarization, the consequences could be much more serious.

Those situations shouldn't be treated the same way.

You Don't Have to Be an AI Expert

AI can feel intimidating, especially if technology isn't your favorite thing.

You don't have to understand everything about how AI works to use it.

Start small.

Ask it to improve an email. Brainstorm an idea. Ask it to explain something you don't understand.

Then get into the habit of questioning the answers when accuracy matters.

Ask for the source. Open the source. Make sure it applies to your state. Make sure it actually supports the answer.

And if something doesn't look right, question it.

I do.

The Better Question

AI is going to continue becoming part of the way businesses operate, including notary businesses.

So I don't think the important question anymore is:

“Should notaries use AI?”

I think a better question is:

“How can notaries use AI without giving up their own judgment?”

For me, the answer is fairly simple:

1. Use AI for what it does well.

2. Give it enough information to understand what you're asking.

3. Question what it tells you.

4. Look for authoritative sources when accuracy matters.

5. Verify before you act.

AI can be a powerful assistant.

But the notary still needs to be the notary.

Want to Strengthen Your Notary Knowledge?

Before you can negotiate, you must understand what you truly bring to the table. Clients aren’t paying for a stamp; they’re paying for:

• Your knowledge of laws and procedures that keeps their transaction compliant

• Your reliability and flexibility—mobile, online, or iPen service at their convenience

• Your accuracy and professionalism that prevent costly errors

• Your insurance, certification, and background screening

• The peace of mind of knowing their documents are handled correctly

When you realize this, your pricing becomes purposeful—not reactionary.

Know your minimums. Research your state’s fee limits, and then calculate your additional business expenses—travel time, mileage, printing, technology fees, or witness coordination.

Once you’ve determined your baseline, communicate it clearly and confidently. You don’t need to justify your pricing, but you do need to understand it well enough to explain it when appropriate.

Example:

“My base fee includes travel and document handling. If you need witnesses, there’s a small additional charge, which I can arrange for you.”

Transparency builds trust, and trust sustains business.

Negotiation doesn’t mean forcing your rate—it means finding balance. It’s perfectly fine to accept a higher offer when it’s deserved. But demanding higher fees without clear justification can reflect poorly on your professionalism and harm your reputation among the very audience you’re trying to attract.

Clients remember attitude just as much as accuracy. If they sense arrogance or inconsistency in pricing, they’re less likely to recommend you.

When discussing fees, steer the conversation toward value, not just numbers. For instance:

“For $100, I’ll meet you at your preferred location, verify all signatures, and ensure your documents are executed correctly and delivered securely.”

This approach transforms your fee into a solution, not a cost.

You have every right to be compensated fairly for your time, skill, and expertise—but professionalism means earning that compensation through consistency, excellence, and genuine service.

Negotiate confidently, price responsibly, and always remember:

Professional integrity attracts professional opportunities.

There’s nothing wrong with managing multiple businesses. In fact, diversification can be smart and rewarding. The problem begins when those businesses start to suffer because you simply cannot show up 100% for each of them. Customers notice. They feel it in delayed responses, inconsistent service, or a lack of follow-through. And frustrated customers will do what frustrated customers always do—they look elsewhere for a business that can meet their needs consistently.

When one business starts slipping, the damage doesn’t stop there. Word-of-mouth spreads quickly, and reputation is everything in small business. A client who feels neglected in one area may question your ability across the board. Soon, instead of managing multiple successful businesses, you may find yourself putting out fires and losing credibility in every direction.

If this sounds familiar, it may be time to pause and reflect. Ask yourself:

• Can I realistically continue to manage multiple businesses without sacrificing quality?

• Do I need help? Maybe it’s time to delegate, hire support, or outsource tasks.

• Which business truly serves me best? Not all ventures deserve equal attention. Some may align with your long-term vision, while others may be draining your energy and resources.

The key is honesty. Avoid letting pride or fear of “giving up” keep you from making strategic choices that protect both your sanity and your reputation.

Change is part of growth, but it needs to be intentional. What’s easier for you as the business owner may not always be beneficial to your customers. For example, shifting business hours, changing processes, or reducing services to make operations lighter may save you time—but it could frustrate your clients and push them to seek alternatives.

Similarly, opening too many businesses in a short period of time can send the wrong message. It often signals a lack of focus and the inability to stick with one venture long enough to let it mature. Customers want stability, and when they see constant pivots or a new venture every few months, they may question your ability to fully commit to any of them.

Clients don’t expect perfection, but they do expect commitment. They want to feel like they’re working with someone who values their time, money, and trust. By narrowing your focus, setting boundaries, and seeking support, you’ll not only improve your business operations but also strengthen relationships with the very people who keep your businesses alive—your customers.