Notary invoice template
Notary fees are capped by state statute, and travel is the part that legitimately is not. Build one below — prefilled notary services, payment terms, PDF download, and a public payment link.
How notary invoicing actually works
Every state sets a maximum notarial fee per act, and charging above it is a regulatory problem rather than a pricing decision. What is generally not capped is travel — which is why mobile notary work separates the statutory per-signature fee from a clearly labelled travel or convenience fee. Blending them into one figure is exactly what draws complaints.
Loan signing is a distinct product with a distinct fee structure, usually paid by a title company or signing service on their terms rather than by the borrower. Keep those invoices separate from general mobile notary work — different payer, different cycle, different paperwork.
What belongs on a notary invoice
Beyond the universals — your details, the customer's details, a unique invoice number, dates, totals and payment terms — these are the lines that matter in this trade.
- Notarial acts, counted, at the statutory rate
- Number of signatures or acts and the per-act fee your state permits.
- Travel or convenience fee, separately labelled
- Distinct from the statutory notarial fee, so the cap is visibly respected.
- Date, time and location of the appointment
- Consistent with your journal entry.
- Commission details
- Your commission number and expiry, as your state requires.
Line items this template starts with
These are the prefilled starting values in the BillingDone notary template — a starting point to edit, not a survey of market rates. Set your own prices once and they save for next time.
| Service | Unit | Starting price |
|---|---|---|
| Notarial act | Each | $15.00 |
| Loan signing | Project | $150.00 |
| Mobile notary visit | Visit | $65.00 |
| Printing/copies | Each | $25.00 |
| Travel fee | Visit | $45.00 |
| After-hours appointment | Each | $55.00 |
| Rush signing | Visit | $95.00 |
Getting paid as a notary
- Collect at the appointment for general mobile work.
- Signing services and title companies pay on their own cycle — confirm their process and expected turnaround before accepting the assignment.
- Keep your journal current and consistent with your invoices. Where the two disagree, the journal is what matters.
Example invoice wording: Completed notary signing appointment and verified required identification.
Notary invoicing questions
What should a notary invoice include?
A notary invoice should include your business details, the customer's contact information, itemized services, materials or fees, taxes, payment terms, a due date, and a clear total due.
Can notaries send invoices from a phone?
Yes. BillingDone is designed for fast mobile invoice creation so you can create, send, and collect payment while you are still on site.
Can I save common services?
Yes. Start with the built-in Quick Add Invoice Library, then save custom services, prices, and descriptions for your own repeat work.
Can a notary charge more than the state fee?
Not for the notarial act itself — every state caps that. Travel and convenience fees for mobile service are generally separate and not capped, which is why they must be shown as their own clearly labelled line rather than blended into the per-act fee.
How should loan signing work be invoiced?
Separately from general mobile notary work. It is usually paid by a title company or signing service on their terms and cycle rather than by the signer, with different paperwork and turnaround expectations.
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e.g. "Invoice Mike for faucet repair $225 due Friday"Bill to
Items
Adjustments
Recurring schedule
Auto-generate this invoice on a schedule. Perfect for cleaners, lawn care, IT support, retainers.
Payments
Record cash, check, Zelle, Venmo, or any partial payment. The public invoice shows the remaining balance automatically.
Job photos
Before/after photos reduce disputes and look professional on the PDF. 0/8
Summary
- Subtotal
- $0.00
- Tax
- $0.00
- Total due
- $0.00