Notary Invoice Template
Create a professional notary invoice with editable invoice templates for notarizations, travel, document handling, signing appointments, and applicable fees.
Choose the Best Invoice Template for Your Notary Business
Create A Professional
Notary Invoice in Minutes
Add your notary business and client details, itemize the products or services provided, and generate a professional invoice when you are ready.
1
Invoice details
Set the document identity, dates and currency.
Logo
Upload file
JPG, JPEG, PNG, less than 5 MB
Invoice number
Currency
USD
Issue date
Due date
2
Business & client
Add the details your client needs to identify both parties
From
Company Name
Contact name
Address
Email Address
Phone Number
Bill To
Client name
Address
Email Address
Phone Number
3
Products & services
Itemize what you’re charging for. Totals update automatically.
4
Totals & payment
Apply adjustments and tell your client how to pay.
Payment instructions
Notes
Sub Total
$0.00
Tax Rate
%
Discount
$
Total
$0.00
Amount paid
$
Balance Due
$0.00
What to include in Notary Invoice
A clear notary invoice helps prevent disputes and ensures timely payment. Use this checklist to include the essential details.
- 1
Business Header & Contact
Company name, logo, phone number, email address, and physical business location.
- 2
Client Contact Information
Client's full name or business entity name, billing address, phone number, and email.
- 3
Invoice Metadata
Unique invoice number, invoice issue date, and payment due date (e.g., Net 15 / Due upon receipt).
- 4
Cost Summary & Taxes
Subtotal for services, local sales taxes (if applicable), applied discounts, and final bolded Total Due.
- 5
Deposit & Balance Tracking
Original estimate total, pre-paid deposit deductions (e.g., 'Less Deposit Received: -$500'), and remaining net balance due.
- 6
Payment Instructions
Accepted payment methods, including direct online payment links (Credit/ACH), check mailing address, or bank transfer details.
- 7
Notarial Act & Document Type
Identify the type of notarization performed, such as acknowledgment, jurat, oath, affidavit, or another permitted notarial act, along with the general document type when appropriate.
- 8
Number of Notarial Acts
Record the number of individual notarizations or notarial acts performed when fees are calculated per act. This is especially useful when multiple documents are notarized during one appointment.
- 9
Travel & Mobile Notary Charges
For mobile services, separately identify travel, mileage, parking, or other agreed service charges in addition to the applicable notarial fee, subject to local fee rules.
- 10
Appointment & After-Hours Service
When applicable, identify appointment fees, after-hours service, weekend service, printing, witness coordination, or other additional services separately from the notarial act fee.
Common Notary Services & Billing Items
How Notary charges are typically structured and billed.
Common Services
What's Included
Billing Items
Document Notarization
Document or notarial act, Date, Travel date, Origin and destination, and Service date
Notary FeesTravel Fees
Mobile Notary
Document or notarial act, Date, Document type, Service performed, and Client or project name
Notary FeesDocument Services
Loan Signing
Travel date, Origin and destination, Document type, Service performed, and Service date
Travel FeesDocument Services
Signature Verification
Document or notarial act, Date, Travel date, Origin and destination, Number of additional signatures, and Document type
Notary FeesTravel FeesAdditional Signatures
Document Witnessing
Travel date, Origin and destination, Number of additional signatures, Document type, and Service date
Travel FeesAdditional Signatures
Notary Travel Service
Document or notarial act, Date, Document type, Service performed, Number of additional signatures, and Service location
Notary FeesDocument ServicesAdditional Signatures
Multiple-Signature Notarization
Document or notarial act, Date, Travel date, Origin and destination, Document type, and Service performed
Notary FeesTravel FeesDocument Services
Notary Fees: Charges for notarizing documents or performing notarial acts.
Travel Fees: Charges for mobile notary travel to the customer's location.
Document Services: Charges for document preparation, witnessing, copying, or related administrative services.
Additional Signatures: Charges for additional signers, documents, or notarizations beyond the standard service.
Notary Invoicing Tips
Notary costs vary by service scope, pricing method, and additional requirements. A detailed invoice helps customers understand every charge and reduces payment disputes.
1
Separate Notarial Fees from Travel Charges
Mobile notaries may have both regulated or standard notarial fees and additional travel expenses. Best practice: itemize the notarial act and travel-related charges separately so the customer can understand each component.
2
Count Individual Notarial Acts Carefully
One appointment may involve several documents or several separate notarial acts. Best practice: record the number of acts performed and apply the applicable fee structure rather than treating the entire appointment as one unexplained charge.
3
Follow Applicable Fee Limits
Notarial fees may be subject to state or local rules. Best practice: structure the invoice around the applicable fee limits and clearly distinguish permitted notarial charges from separate services such as travel or administrative work.
4
Document Mobile Appointments
Mobile appointments can involve multiple locations, waiting time, or travel. Best practice: record the appointment location, service date, travel charge, and notarial acts performed so the invoice can be supported by the service record.
Reusable Billing Structure in Invoice Software
Use the items above to quickly create a Notary Invoice Template in Invoice Zip.
FAQs about Notary Invoicing
Q: How should a notary invoice charge for multiple notarizations in one appointment?
A: Each notarization can be listed separately when the applicable fee is charged per document or notarization. Travel, administrative, or other agreed service charges can be shown separately from the notarization fees.
Q: How should a mobile notary invoice for travel expenses?
A: A mobile notary can list the travel or mileage charge separately from the notarization fee. The invoice can identify the service date and general service area while keeping the actual notarization charges clear.
Q: How should a notary invoice handle after-hours or emergency appointments?
A: If the service agreement allows an additional fee, the after-hours or emergency charge can be listed separately. This makes the premium for the unusual appointment time clear to the customer.
Q: How should a notary invoice distinguish document notarization from loan signing services?
A: Loan signing or other specialized signing services can be described as a separate service from individual notarizations. This is useful when the appointment involves coordinating and completing a larger document package.
Q: How should a notary document a canceled appointment or missed appointment fee?
A: If a cancellation or no-show fee was agreed upon, list it as a separate charge and identify the affected appointment. This keeps the fee distinct from services that were actually completed.
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