Professional Notary Public Invoice Template
Elevate your notary services with our professional invoice template, designed to simplify billing and enhance client satisfaction.
Everything You Need for Notary Public Invoicing
Our notary public invoice template includes all the features you need to create professional invoices and get paid faster.
Automated Invoicing
Streamline your billing process with automated invoices that reduce errors and save time, allowing you to focus on your clients.
Customizable Templates
Easily tailor invoices to reflect your brand and services, enhancing professionalism and client trust with every transaction.
Detailed Line Items
Break down your services with clarity, ensuring transparency that meets client expectations and complies with regulations.
Secure Payment Options
Offer multiple secure payment methods that cater to clients’ preferences, making it easier for them to pay promptly.
Compliance Tracking
Stay compliant with notarization laws and billing regulations seamlessly, ensuring your invoices reflect legal requirements.
Client Portal Access
Empower clients with a dedicated portal to view invoices, pay online, and access documents, enhancing communication and satisfaction.
Complete Guide to Notary Public Invoicing
As a notary public, you provide an essential service that authenticates documents and prevents fraud. Your expertise and attention to detail protect important transactions for individuals and businesses. Professional invoicing is equally important—it ensures you're compensated fairly, maintains your professional image, and keeps your notary business running smoothly. Whether you're handling loan signings, estate documents, or business agreements, this guide covers everything you need for effective notary invoicing.
- Notary Business Information: Your name, business name (if applicable), address, phone, email, and commission number.
- Commission Details: Your state commission number, commission expiration date, and bonding company if required.
- Client Details: Client name, address, phone, and email. Note the signing party if different from the payer.
- Service Date & Location: Date and location of notarization (office, mobile, hospital, etc.).
- Documents Notarized: List each document type: deeds, powers of attorney, affidavits, loan documents, etc.
- Number of Signatures/Notarizations: Count of individual notarial acts performed (varies by state fee rules).
- Notary Fees: Per-signature or per-document fees as allowed by your state's fee schedule.
- Travel Fees: Mileage or flat travel fee for mobile notary services.
- Additional Services: Printing, scanning, witness fees, or expedited service charges.
- Subtotal, Tax, Total: Clear breakdown (note: notary fees may not be taxable in your state).
- Payment Terms: Due date, accepted payment methods, and service terms.
- Know Your State Fee Limits: Many states cap notary fees. Know your state's maximums and stay compliant.
- Separate Notary Fees from Travel: Notary fees may be regulated; travel and convenience fees typically aren't. Itemize separately.
- Collect Payment at Time of Service: For most notary work, collect payment when service is rendered to avoid collection issues.
- Invoice Immediately for Business Clients: If billing companies (title companies, signing services), invoice same day.
- Keep Detailed Records: Your journal should match your invoices. This protects you legally and aids audits.
- Include Commission Information: Your commission number and expiration should appear on all documents.
- Use Standardized Pricing: Maintain a clear rate sheet for all services. Apply pricing consistently.
- Document Travel Distance: Track mileage for tax deductions and to justify travel fees to clients.
- Offer Digital Payment Options: Accept cards, Venmo, PayPal for convenience. Many clients expect digital payment.
- Follow Up on Business Invoices: Signing services and title companies may have Net 30 terms. Track and follow up.
Notary fees vary significantly by state and service type. Here's an overview:
Standard Notary Fees (per signature/notarization):
- Many states cap fees between $2-$15 per notarization
- Some states (CA, FL, TX) have specific fee schedules
- Always check your state's current maximum fees
Mobile Notary Fees:
- Travel fee: $25-$75 base + mileage ($0.50-$1.00/mile)
- Convenience fee: $25-$50 (for coming to client)
- After-hours/weekend: Additional $25-$75
- Rush/emergency: Additional $50-$100+
Loan Signing Agent Fees:
- Standard loan package: $75-$150
- Complex packages (refinance, HELOC): $125-$200
- Reverse mortgage: $150-$250
- Commercial loans: $175-$300+
Additional Services:
- Witness fee: $10-$25 per witness
- Printing/copying: $0.25-$1.00 per page
- Scanning/emailing: $5-$15
- Waiting time: $25-$50 per 30 minutes
Hospital/Facility Notarizations:
- Higher rates justified due to:
- Additional time required
- Parking challenges
- Security procedures
- Patient capacity considerations
- Typical premium: $75-$150+ above standard mobile fees
Payment structures vary by client type:
Individual Clients:
- Payment timing: Due at time of service
- Payment methods: Cash, card, Venmo, PayPal
- No invoicing required: Receipt provided at service
Signing Services/Title Companies:
- Payment timing: Net 15-30 after signing
- Invoice immediately: Submit invoice same day as signing
- Include all details: Signing date, borrower name, property address, file number
- Follow their format: Many have specific invoice requirements
Business/Corporate Clients:
- Regular accounts: Net 30 typically
- Volume discounts: Consider for high-volume clients
- Monthly billing: Option for frequent users
Collecting Payment:
- For individuals: Collect before leaving
- For businesses: Invoice within 24 hours
- Follow up on Net 30 at Day 21, Day 30, Day 37
Handling Non-Payment:
- Send friendly reminder at due date
- Follow up call/email at 7 days past due
- Consider removing company from approved list
- Small claims court as last resort
- Charging Over State Maximums: Know your state's fee caps. Overcharging can result in commission revocation.
- Not Separating Fee Types: Notary fees and travel fees should be itemized separately on invoices.
- Missing Commission Information: Your commission number and expiration should appear on all professional documents.
- Inconsistent Pricing: Use a standard rate sheet. Inconsistent pricing looks unprofessional and can cause issues.
- Not Collecting at Service: For individual clients, always collect payment before leaving the signing.
- Delayed Invoicing: For business clients, invoice the same day as the signing. Delays cause payment delays.
- Poor Record Keeping: Your journal and invoices should match. Keep meticulous records.
- Forgetting Travel Documentation: Track mileage for every mobile signing—needed for taxes and client billing.
- Not Tracking Signing Service Terms: Different companies have different payment schedules. Track each one.
- Ignoring Unpaid Invoices: Follow up promptly on late payments. Professional persistence pays off.
Ready to put these best practices into action?
Use our free notary public invoice template to get started in minutes.
Notary Public Invoice FAQ
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