How to Invoice as a Notary
What a notary's invoice should show for walk-in, mobile and loan signing work, how to keep notarial fees apart from other charges, and how to follow up with signing companies.
State law can limit what you charge for a notarial act. In Florida, for example, section 117.05(2)(a) of the 2026 Florida Statutes says "The fee of a notary public may not exceed $10 for any one notarial act under this part, except as provided in s. 117.045 or s. 117.275." Check the fee rules of the state where you hold your commission before you set prices or bill anything beyond the notarial act itself.
A notary invoice goes to one of three kinds of client: a person who needed a document notarized, a business that books you regularly, or a signing service or title company that hired you for a loan signing. For each, show the appointment date, the signers and the documents, and add a signing company's own file or order number to the invoice.
A sample invoice, with figures for illustration only, before any tax and not tied to any state: a mobile appointment covers 3 notarial acts at $10.00 each, 3 × $10.00 = $30.00, plus a $40.00 travel fee the client accepted before the visit and 60 printed pages at $0.25, 60 × $0.25 = $15.00. The invoice totals $30.00 + $40.00 + $15.00 = $85.00. Whether you can charge for travel or printing, and how much, depends on your state's rules.
Step-by-step invoicing guide
- 1
Check the fee rules before you set prices
Look up any limit on notarial fees in the state where you're commissioned, and its rules on travel and other charges, before you put a price on anything.
- 2
Save each act and service at its price
Set up the notarial acts you perform and any other services you offer. On its invoice software page, Billed says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them."
- 3
Give each notarial act a separate line
Name the type of act, the document and how many people signed, and keep travel, printing and other services apart from the notarial fees. Billed's help article on creating an invoice describes adding a line item, where you "fill this section to charge against new items and services."
- 4
Add the appointment details
Put the date, time and place of the appointment, the signers and the documents on the invoice, plus a signing company's file or order number. Billed's mobile app page says: "Build a professional invoice from your phone the moment a job wraps."
- 5
Give the invoice a due date, then chase it
Billed's invoice software page says to "Set a due date on each invoice so your client knows when to pay." Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." It also says: "You can send up to three reminders."
Tips for notary invoicing
- Group the notarial fees together and list the other charges after them, so the fee for each act can be read on its own.
- Agree on travel and printing charges with the client before the appointment.
- Ask each signing company which reference it needs on your invoice, and use it every time.
- Invoice a signing company soon after the signing, while the file is still open on its side.
- Record a check or cash payment as soon as it arrives, so your list of unpaid invoices stays accurate.
Common invoicing mistakes to avoid
- Charging more for a notarial act than your state allows.
- Mixing travel or printing into the notarial fee, so the fee for the act itself isn't clear.
- Leaving off a signing company's file number, which can hold up payment.
- Billing for a second trip that nobody agreed to in advance.
How this works in Billed
Saved services
On its invoice software page, Billed says you can "save the products and services you sell so you can pull them into an invoice instead of retyping them."
Invoices after the appointment
Billed's mobile app page says: "Build a professional invoice from your phone the moment a job wraps." It also says: "Add line items, your logo, and tax, then send by email or share a link before you leave the site."
Due dates
"Set a due date on each invoice so your client knows when to pay." (Billed's invoice software page).
Payment reminders
Billed's help article on payment reminders says: "You can set a schedule of payment reminders before and after the invoice's due date." It also says: "You can send up to three reminders."
Check and cash payments
Billed's invoice software page says: "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Card and PayPal payments
Billed's invoice software page says: "Connect your Stripe account and every invoice you send gets a pay button, so clients can pay by card." Billed's payments page says: "Add your Paypal account to Billed to start accepting payments via Paypal on your invoices."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Charge | How to show it |
|---|---|
| Notarial acts | One line per act, within any state limit |
| Travel | Its own line, where your state allows it and the client accepted it |
| Printing and other services | Separate lines |
| Signing company work | Its file or order number on the invoice |
When this isn't for you
Meant for notaries who bill for their own appointments. If you notarize documents as part of a job and your employer collects any fees, your employer's process applies.