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

TL;DR: List each notarial act at or below your state's fee schedule, add travel and convenience fees as separate lines, reference the signing company's order number on every invoice, and collect payment on completion for consumer signings or on Net terms for title and signing service companies.

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.

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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