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Notary Invoice Template

A notary invoice has one job most invoices do not: it has to show that the fee for each notarial act is within the maximum your commissioning state allows, while travel, printing and signing-agent work are billed separately. This template lays the invoice out that way. Each notarial act gets its own line with the document, the type of act (acknowledgment, jurat or oath, copy certification), the number of signatures or signers, and the fee per act, so the client and anyone reviewing your journal can check it against the state schedule. Travel, waiting time, printing, scan-backs and courier charges sit below, each as its own line, along with the signing company's order or loan number when there is one. The download is an editable HTML invoice with invoice number, dates, a line table and totals: fill it in your browser and print it or save it as PDF. You can also type or say what you did at the appointment and InvoiceQuickly drafts an editable invoice for you to review before saving.

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What This Template Includes

  • Notary name, commission number and expiration date
  • Commissioning state
  • Appointment date, time and location
  • Signer name(s)
  • Document title for each notarization
  • Type of notarial act (acknowledgment, jurat or oath, copy certification)
  • Signatures or acts × fee per act, at or below the state maximum
  • Journal entry reference
  • Travel fee, as agreed before the appointment
  • Printing, scan-back or courier charges
  • Waiting time or second-trip charge, if agreed
  • Signing company, escrow or loan number

How to Create Your Notary Invoice

  1. 01

    Describe your work

    Type a plain English description of the services you provided, the client, and the amount.

  2. 02

    AI generates your invoice

    InvoiceQuickly's AI drafts the client, line items, dates, and totals for you to review before saving.

  3. 03

    Review, download, and send

    Check every detail, download the PDF, or use Pro to email the PDF directly to your client.

Recommended Payment Terms

Walk-in and mobile appointments for individuals are usually paid at the appointment, so the invoice doubles as a receipt: mark it paid and note the method. Agree the travel fee and any after-hours or waiting charge before you set out, and repeat the agreed figure on the invoice so the client sees the same number they accepted. Signing services, title companies and law firms usually pay on account: send the invoice as soon as scan-backs and courier drop-off are done, quote their order or file number exactly as they issued it, and ask in advance whether they want one flat line or a breakdown. If your terms include a fee for a cancelled appointment or a second trip, put them in writing when you accept the assignment, not on the invoice afterwards.

Need help writing payment terms? Read our guide to invoice payment terms for best practices and templates.

Tax Information

Income tax (United States): the IRS instructions for Schedule SE (2025) list 'fees received for services performed as a notary public' as income that is not subject to self-employment tax; the fees are still reported as income, and the instructions explain how to mark them as exempt notary income. That exemption is written for notary fees. Whether travel, printing or signing-agent charges count is a question for a tax adviser, which is one more reason to keep them on separate lines. A business that pays you $2,000 or more for services in 2026 generally reports it on Form 1099-NEC, so signing companies will ask for Form W-9. Sales tax: rules for notary and related services are set by each state; check your state revenue department before adding a tax line rather than charging tax by default. InvoiceQuickly applies one tax percentage to the whole invoice and copies your saved tax ID into new invoice PDFs; keep the commission number in the notes. General information, not tax or legal advice.

Industry context (2026)

Notarial fees are set by state law, usually as a maximum per act, and the way the act is counted differs. California Government Code 8211, reproduced in the Secretary of State's 2026 Notary Handbook, allows up to $15 for each signature taken on an acknowledgment and $15 for an oath or affirmation with jurat, and bars any fee for notarizing vote-by-mail ballot envelopes; the handbook also requires the fee charged in each journal entry. Texas Government Code 406.024, as listed by the Texas Secretary of State, allows $10 for the first signature on an acknowledgment, $1 for each additional signature and $10 for an oath with certificate and seal, and warns that charging more risks prosecution and loss of the commission. Florida Statutes 117.05(2) (2025) cap the fee at $10 for any one notarial act, except as provided in sections 117.045 and 117.275. New York Executive Law 136 sets $2 for an oath and $2 per person for an acknowledgment. California's and Texas's guidance both say a notary may charge less or nothing. Sources: California Secretary of State, Texas Secretary of State (capture of 5 October 2026), Florida Legislature and New York State Senate, all checked 28 October 2026. Other states differ; check your commissioning official. General information, not legal advice.

Worked example

Worked example (California; travel and printing rates are the notary's own, not market data): a mobile notary meets two siblings at home on 12 November 2026. Invoice INV-0087, paid at the appointment by card. Line 1: grant deed, acknowledgment, 2 signatures × $15.00 = $30.00. Line 2: durable power of attorney, acknowledgment, 1 signature × $15.00 = $15.00. Line 3: affidavit of death of trustee, oath and jurat, 1 × $15.00 = $15.00. Line 4: travel fee agreed by phone, 18 miles round trip, 1 × $40.00. Line 5: printing of 24 pages at $0.25 = $6.00. Total $106.00, tax 0% after the notary checked their state's rules. The notarial lines add up to $60.00: four acts, each at California's $15.00 maximum, and the journal shows $15.00 against each entry with the $40.00 travel fee identified separately. The same three documents in other states, at the maximums: Texas $11.00 for the deed (first signature $10.00 plus $1.00), $10.00 for the power of attorney and $10.00 for the oath, $31.00 in all; New York $4.00 for the deed (two signers at $2.00), $2.00 and $2.00, $8.00 in all. Only the notarial lines change between states; travel and printing are separate charges the notary sets and agrees in advance, subject to any rule in their own state.

Common mistakes to avoid

Bundling travel into the notarial fee

'Notarization, $50' hides a capped fee inside an uncapped one. List each act at or below the state maximum and put the travel fee on its own line.

Using another state's fee schedule

Fees are counted differently: per signature in California, first signature plus additional in Texas, per person in New York. Copying a figure from a national blog can overcharge or undercharge.

Invoice and journal that disagree

If the journal says $15 and the invoice says $20 for the same act, the invoice is the evidence of an overcharge. Make the per-act figures identical.

Billing for something a notary cannot do

A notary does not issue apostilles; the state's apostille office does. If you courier documents for an apostille, bill the courier service and pass on the state fee at cost, labelled as such. Never charge for legal advice or for preparing legal documents unless you are licensed to.

No order number on a signing-company invoice

Signing companies match invoices by their own order or loan number. Without it, payment can wait while they search for the file.

Invoicing Tips

  • 1Charge per act the way your state's statute counts it. California charges per signature taken on an acknowledgment, Texas charges for the first signature and less for each additional one, and New York charges per person: the same appointment produces three different totals.
  • 2Write the document title on each notarial line ('Grant deed, acknowledgment, 2 signatures'). It lets the client match the invoice to the papers, and you match it to your journal.
  • 3Record the same fee in your journal that appears on the invoice. California's 2026 Notary Handbook requires the fee charged in each journal entry and says travel fees, if any, should be identified separately.
  • 4Quote the travel fee before the appointment, put it on its own line, and never fold it into the per-act fee. A $40 'acknowledgment' line is an overcharge in a $15 state even if the extra was really mileage.
  • 5For loan signings, put the signing company's order number and the borrower's surname in the invoice notes, and send the invoice the day the package is returned.
  • 6California and Texas both allow charging less than the maximum, or nothing; write 'No fee' on the line rather than deleting it, so the invoice still matches the journal.

Related Resources

Frequently Asked Questions

What should a notary invoice include?

Your name and contact details, commission number and state, the client's name, invoice number and date, the appointment date and place, one line per notarial act with the document, act type, count and fee, then separate lines for travel, printing, waiting time or courier, the total, and how and when to pay. For signing companies, add their order or loan number.

How much can a notary charge per signature?

It depends on the state. As of October 2026: California allows up to $15 per signature for an acknowledgment and $15 for an oath with jurat (Government Code 8211); Texas allows $10 for the first signature on an acknowledgment and $1 for each additional signature, and $10 for an oath (Government Code 406.024); Florida allows up to $10 per notarial act with listed exceptions (Statutes 117.05); New York allows $2 per person for an acknowledgment and $2 for an oath (Executive Law 136). Check your own state's official schedule.

Can a notary charge a travel fee?

Travel is billed separately from the capped notarial fee, and the rules differ by state. California's handbook says travel fees, if any, should be identified separately in the journal. Agree the amount with the client before the trip and show it as its own line. Check your commissioning official's handbook for any limits or disclosure rules in your state.

How do I invoice a signing company for a loan signing?

Use the company's order or file number, the borrower name and the signing date, the agreed package fee, and any agreed extras such as printing or a second trip on separate lines. Ask whether they want the notarial acts itemized. Send it as soon as the documents are returned, and send a Form W-9 with your first invoice.

Are notary fees subject to self-employment tax?

Not as a rule. The IRS Schedule SE instructions list fees for services performed as a notary public as income that is not subject to self-employment tax, though you still report the income. Signing-agent and other service fees may be treated differently, so ask a tax adviser.

Does a notary need to give a receipt?

Many clients pay on the spot and want proof of payment. Mark the invoice paid with the date and method, or issue a receipt. Your journal entry is a separate record kept for the state and does not replace either.

Can I create a notary invoice in InvoiceQuickly?

Yes. Enter each act as quantity times fee (for example 2 × $15.00) and travel as its own line, or type or say what happened at the appointment and review the draft before saving. Free covers 5 invoices, 5 clients and 3 AI drafts in total with PDF download; Pro is $9 a month for unlimited invoices, email delivery and reminders. The commission number goes in the notes.