Notary work has a wrinkle most invoicing does not, the notarial act itself is often capped by your state at a set fee per signature, so the money is in the travel, convenience, and signing fees you list alongside it. A clear notary invoice separates the capped acts from your other fees, so a client sees the per-act charge is set by law and the rest is your service. Here is what to put on a notary invoice, a sample you can copy, and the payment terms that get notaries paid faster.
What to include on a notary invoice
A notary invoice needs the standard fields plus a few specific to notarial and signing work.
Your details:: your name, business, and commission details if you include them.
The client's details:: the signer, title or signing company, and contact info.
A unique invoice number:: for both your records.
Invoice date and date of service:: when you sent it and when the signing took place.
Notarial acts:: the number of acts and the per-act fee, at or under your state's maximum.
Travel or convenience fee:: your mobile or trip fee, on its own line.
Signing fee, for loan work:: a flat appointment fee for a loan signing, if that is the job.
Printing and extras:: document printing, scan-backs, or after-hours fees, listed separately.
Subtotal and total:: the amounts and the balance due.
Payment terms and methods:: how and when to pay, plus any late or trip fee for a no-show.
Separating the capped notarial acts from your travel and service fees is what keeps a notary invoice clear and compliant, since the act fee is set by the state while the rest is yours to price.
Sample notary invoice line items
Here is what realistic notary line items look like, for a mobile general notary appointment.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Notarial acts (acknowledgments, state max) | 4 | $15 | $60 |
| Travel and convenience fee | 1 | $40 | $40 |
| Printing (document set) | 1 | $15 | $15 |
| After-hours fee | 1 | $25 | $25 |
Subtotal: $140 · Total due: $140
Listing the capped acts separately from the travel, printing, and after-hours fees shows the client which charge is set by the state and which is your service, which keeps a notary invoice clear and defensible.
Build your notary invoice for free
You do not need to build this from scratch. Our free invoice generator lays out every field above, does the math, and downloads a professional PDF in minutes, with no signup. Add your acts, travel, and fees and send.
The free tool is ideal for a one-off invoice. What it does not do is remember your clients or track which invoices are paid, which matters when you sign for repeat title and signing companies. FileCurrent saves your client details so invoices auto-fill, and it tells you who has paid and who has not.
Payment terms for notaries
Notary and signing work gets paid faster with terms suited to each type of client.
For walk-up and mobile general notary work, collect at the appointment, since chasing a one-off signer afterward is not worth it. For loan signing agents working with title and signing companies, expect net 30 and invoice promptly with the signing reference, so it matches their file. Charge a trip fee for a signing that cancels after you arrive, and keep your notarial act fees at or under your state's cap. The freelance payment terms guide covers structuring the terms, and the how to invoice as a freelancer guide covers the basics of sending one.
Frequently asked questions
What should a notary invoice include?
Your details, the client's, a unique invoice number, the invoice and service dates, the notarial acts and per-act fee at or under your state's cap, your travel or convenience fee, a flat signing fee for loan work, printing and any after-hours fees, the subtotal and total, and your payment terms. Separating the capped acts from your service fees keeps the invoice clear.
How do notaries usually charge and invoice?
General notaries charge a per-act fee, often capped by the state, plus a travel or convenience fee that is theirs to set. Loan signing agents charge a flat fee per signing appointment. The invoice separates the capped acts from travel, printing, and signing fees, so the client sees which charge is set by law and which is the notary's service.
Can a notary charge more than the state fee?
Not for the notarial act itself, which is capped by your state per signature. But you can charge separately for travel, convenience, printing, and after-hours service, which are not the notarial act. Listing those as their own lines, apart from the capped acts, is how mobile notaries are paid fairly while staying within the law.
How do loan signing agents invoice?
With a flat signing fee per appointment, billed to the title or signing company, referencing the signing or file number so it matches their records. These clients typically pay on net 30, so invoice promptly and clearly. A trip fee covers a signing that cancels after you have traveled to it, and should be agreed in advance.
How do I make a notary invoice?
List your details and the client's, add an invoice number and the service date, then itemize the notarial acts at your state's rate, add your travel, printing, and any after-hours or signing fee, and show the total and terms. A free invoice generator handles the layout and math, and a dedicated tool saves your clients and tracks payment across signings.
A clear notary invoice separates the capped acts from your service fees and gets you paid. FileCurrent saves your clients, builds and sends professional invoices, and chases late payments automatically, so you are focused on signings instead of paperwork. $15/month or $129/year. 7-day free trial, no card required.