Invoice Template for Notaries
Notaries bill for travel, per signature, and statutory notary fees. Your invoice should clearly show the number of signatures, travel time or distance, and any rush fees. Clear invoicing ensures you're compensated for your time and meets state fee regulations.
Key takeaways
- Include all essential details: your info, client info, invoice number, itemized services, and payment terms
- Be specific about deliverables — vague line items lead to payment disputes
- Set clear payment terms with a due date and late fee policy
- Follow up promptly when payments are overdue — use a tracking system
What to Include on Your Notaries Invoice
- Your name, commission number, and contact
- Client name and service address
- Invoice number and date of service
- Number of notarizations and fee per signature
- Statutory notary fee (varies by state)
- Travel fee or mileage
- Rush fee if applicable
Need help crafting a professional reminder for an overdue invoice? Use the free email generator to create payment reminders in seconds. For UK businesses, the HMRC invoice requirements outline exactly what every invoice must include to be legally valid.
Common Notaries Invoicing Mistakes to Avoid
- Exceeding state maximum notary fees — know your state limits
- Not documenting travel for mobile notary work
- Vague descriptions — specify "2 loan signings, 8 signatures"
- Not including commission expiration for verification
- Missing invoice for remote online notarization (RON) sessions
How Notariess Get Paid Faster
- Check state maximums for notary fees — most cap per-signature fees
- Charge travel fee or mileage for mobile signings
- Itemize: statutory fee + travel + per-signature if allowed
- Include commission number and expiration on invoice
- Invoice promptly after the signing
Tracking invoices manually is error-prone. Track your outstanding invoices with a visual Kanban board, built-in chase history, and a plan your follow-up timeline tool.
Already Sent the Invoice? Now Track It and Get Paid.
The real problem starts after you send the invoice
Creating an invoice takes minutes. Getting paid can take weeks. The hard part is knowing which clients haven't paid, when to follow up, and what you already said. Spreadsheets and memory don't cut it when you have multiple invoices in flight.
InvoiceGrid is built for exactly this. Open it each morning, see who to chase today, generate the right follow-up email, and log everything — so you have a paper trail if things escalate.
- Today View — shows exactly which invoices need attention each morning
- Chase History — log every email, call, or message sent per invoice
- Email Generator — professional reminder emails in 5 tones, from friendly to final notice
- Evidence Pack — dispute-ready documentation if a client refuses to pay
Free Chase Tools for Invoice Payments
Once you've sent your invoice, these free tools help you manage due dates, calculate late fees, and track what you're owed — no signup required.
Due Date Calculator
Calculate exact due dates for Net 7, 15, 30, 45, 60, 90 or custom terms
Late Fee Calculator
Calculate how much a client owes including late fees and accrued interest
Reminder Email Generator
Generate payment reminders in 5 tones — from friendly to final notice
AR Aging Report Generator
See all outstanding invoices bucketed by 0–30, 31–60, 61–90, 90+ days
Other Invoice Templates
Looking for a template for a different profession? Browse our other guides:
Frequently Asked Questions
How do notaries typically charge?+
Statutory fee (typically $10-15 per signature, state-dependent) plus travel for mobile. Signing agents charge $75-200+ per loan signing. RON may have different fee structures.
What are notary fee limits by state?+
Each state sets maximum fees for acknowledgments, jurats, etc. Typically $10-15 per signature. Travel and other fees may have separate limits. Check your state notary handbook.
What should notaries include on their invoice?+
Commission number, date of service, number of notarizations, statutory fee, travel fee, total. For signing agents, include loan/transaction reference.
Ready to Track Your Invoices Visually?
Stop losing track of who owes you money. InvoiceGrid gives you a visual Kanban board, chase history, and professional email reminders.