How to Invoice as a Notary Public: Rates, Terms and Templates

Notaries often charge statutory fees for acknowledgments and jurats, plus travel, after-hours, or printing for mobile work. Invoices should separate state-regulated components from convenience services where rules allow—clients and signing services audit line items closely.

Loan signings may bundle many notarizations—still itemize when your agreement requires it.

Signing agencies reconcile hundreds of files weekly—when your invoice matches their order number and appointment date, you get paid before the ones that say “mobile notary services” with no reference.

Typical rates

Per notarial act within state maximums where applicable; travel per mile or flat zones; waiting time if contracted. I-9 or non-notary tasks—only invoice what you may legally perform and label accurately. The NNA provides education and supply context—external reference for professional notary standards.

Remote online notarization platforms may have platform fees—pass through or absorb per your model.

Hospital or care-facility visits often run longer on-site—build minimum trip fees or hourly wait into published rates and invoices.

Sample invoice line items

When to send the invoice

For consumer signings (general notary work, estate documents, real property), invoice on completion -- before you leave the signing location. Mobile apps or card readers make this practical.

On loan signing service work, submit the invoice within 24 hours of completing the scanback and shipping documents. Signing companies process high volumes; early submission means faster payment. Always include the order/file number in the header.

For title company and attorney office contracts, submit invoices per the agreed schedule (often weekly or biweekly batches). Group multiple signings on a single invoice with a line for each appointment, including date, file number, and fee.

Payment terms

Due on completion for consumers; Net 15–30 for title companies and signing services after clean scanbacks. Commercial clients may need W-9 and vendor IDs upfront.

Canceled appointments—trip fee if policy allows—invoice as separate line with policy reference.

Direct deposit versus check—repeat remittance instructions on every PDF so rotating AP clerks do not misroute funds.

What to include

Date of service, location type (office, mobile, remote), number and type of notarizations, travel if applicable, technology or courier fees if separate, tax only where applicable, total, due date. Our guide to writing an invoice covers business details and numbering.

Order or file number from signing companies for faster matching.

Add fields from what to include on an invoice when a title partner onboards you as a formal vendor.

Common mistakes

Exceeding fee schedules where mandated—rebilling headaches. Notary acts bundled into vague “legal services” when you are not an attorney. Sales tax on notary fees—often exempt; verify locally with a tax advisor. Missing journal references on invoice—journal stays private; invoice stays client-facing.

Personal checks without ID verification notes in your journal, not on the invoice.

After-hours surcharges not listed in published fee schedule—clients challenge “surprise” totals.

E-statement or scanback quality issues that force a second trip should be covered in your trip-fee policy—when you waive it as goodwill once, note “no trip fee per policy exception” so the next client does not expect the same forever.

Witness requirements beyond your role should be labeled client-supplied on the invoice memo when you coordinate logistics but are not charging for witness services yourself.

Industry rate benchmarks (2026)

Notary fees are largely set by state — most states cap maximum fees per signature. Mobile/loan-signing premium services command higher rates:

Premium factors: NSA (Notary Signing Agent) certification adds significant rate uplift on real estate packages, evening/weekend availability commands 25-50% premium, multi-language capability commands premium for immigration documents.

Step-by-step: Sending your first notary invoice

Step 1: Bill the actual signer, not the requester (usually)

Title companies and law firms hire you, but the document signers are often paying. Clarify upfront who's billed — it changes the address on the invoice and the payment expectation. Title companies pay you; signers reimburse the title company.

Step 2: Itemize signatures, not "notarization service"

Bad: "Notarization — $75". Good: "Mobile notary travel — $50 / Acknowledgments (3) — $15 / Jurats (2) — $10 / Total — $75". Itemizing matters for state-capped fees: regulators may audit and want to see per-signature breakdowns.

Step 3: For loan signings, invoice the title company immediately post-signing

Loan signings typically pay $125-$200 per package, due Net 30 from title company. Submit invoice within 24 hours of completing the signing — title queues are first-in-first-out for AP. Late submission can mean 60-90 day pay cycles.

Step 4: Charge for travel separately, not bundled

Mobile notaries should itemize travel. State-cap rules limit per-signature fees but not travel. "Mobile travel fee — Brooklyn round trip — $50" is acceptable; bundling travel into per-signature fees is often a regulatory violation.

Step 5: Keep your signing log permanently

Every notarization must be recorded in your journal: date, signer name, document type, ID type/number, fee charged. This is legally required in most states. Your invoice cross-references the log entry — auditors can request both.

Common notary billing scenarios

Real estate loan signing package: Title company sends you to a borrower's home for refi closing. 8-12 documents, 90 minutes on-site. Standard fee: $150-$200. Submit invoice via title company's vendor portal (they often use SnapDocs, NotaryDash, or similar). Net 30 in practice; some pay net 45.

Walk-in signing at your office: Local client comes in for a power of attorney signature. State cap is $5/signature; charge that plus a small office fee if state allows. Cash or Venmo on the spot is normal at this volume; no formal invoice needed unless requested.

Apostille service for immigration docs: Client needs documents certified for use abroad. You notarize ($5-$15), then handle Secretary of State submission ($75-$150 service fee + state filing fees). Itemize: "Notarization (3 docs) — $30 / Apostille service fee — $125 / State filing fees (3 docs @ $25) — $75 / Total: $230".

Remote online notarization session: 30-minute video session for an out-of-state client. State-cap rules apply per signature; technology fee allowed in many states. "Acknowledgment via RON — $15 / Tech & verification fee — $25 / Total: $40".

Frequently Asked Questions

What's the per-signature fee cap in my state?

This varies dramatically. California: $15/signature. Texas: $6/signature. Florida: $10/signature. New York: $2/signature (yes, really). Mobile/travel fees are usually uncapped or separately negotiated. Check your Secretary of State's notary handbook annually.

Should I charge sales tax?

Notary services are exempt from sales tax in nearly every state — they're considered government-adjacent professional services. Document preparation services (when bundled with notarization) can be taxable in some states; check your state DoR.

Do I need to invoice for cash walk-in signings?

Legally yes — keep records of every fee collected. You can issue a simple receipt rather than a full invoice, but the journal log is still required. For tax purposes, all notary fees count as 1099 income (or business income if you operate as an LLC).

How do I handle a title company that's 60 days late?

First, email the AP contact at 30 days; second formal demand at 45 days; consider stop-work (refuse new signings from that title) at 60 days. Most title companies pay when reminded but their AP queues are notoriously slow. Some signing services (SnapDocs, NotaryDash) handle collection on your behalf for a fee.

Can I refuse a notarization?

Yes — and you should refuse if the signer can't produce ID, doesn't appear competent (impaired, doesn't understand the document), or shows signs of duress. Refusing protects you from later liability. Document the refusal in your journal. Charge a travel fee for mobile services even if the notarization didn't complete.

Template link

Use our notary invoice template for per-act, travel, and signing-package rows.

FAQ

Can I charge more than the state-set fee per notarial act? No. Most states set a maximum per-signature fee for notarial acts, and exceeding it can result in commission revocation. However, travel fees, printing, and convenience surcharges (after-hours, same-day) are typically not regulated by the same statute. Keep notary fees and service fees on separate invoice lines to stay compliant.

How do signing services typically pay, and how long does it take? Most signing services pay Net 30-45 after documents are confirmed received. Some offer faster payment (Net 7-14) for a reduced fee. Submit your invoice with the order number and scanback confirmation immediately after the signing to start the clock as early as possible.

Should I invoice for RON (Remote Online Notarisation) sessions differently? Yes. RON sessions may have platform fees, technology surcharges, and different state fee schedules than in-person notarizations. Show the notarial acts, any platform fee (pass-through or absorbed), and the RON technology fee as separate lines. Reference the RON platform used and the session ID for audit purposes.

Keep a CSV of signing companies with their required invoice fields—copy the right block each time instead of guessing.

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