Notary Invoice Template

Free invoice templates for notaries built for notarization fees, mileage charges, and printing fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: notary invoice, notary bill, or notary public invoice.

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Download Free Notary Invoice Templates

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Custom Notary Invoice Template

Best for:

Logo, journal and appointment fields.

Editable Notary Invoice Template

Best for:

Edit fees, pages, witnesses, mileage.

Printable Notary Invoice Template

Best for:

Totals, ID check, signatures, dates.

Free Notary Invoice Template

Best for:

Signer, doc type, travel, stamp count.

How to Invoice as a Notary

Keep it simple, track each act, and separate travel so clients see what they’re paying for.

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In 5 Steps:

Confirm appointment details and scope: documents, signer count, IDs, location, and any travel or rush needs.
If you require a booking deposit, invoice it upfront and record the payment before the visit.
Complete the appointment and log each notarial act plus any extras the client approved on site.
Build the invoice the same day, apply any deposit to the balance, add terms, and note rules that apply.
Send the invoice, collect payment, then issue a paid receipt and update your journal.

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What to Include in a Notary Invoice

These are the must-have fields for a clear, compliant invoice.

Business name, address, email, and phone.
Invoice number.
Invoice date.
Client name and billing address or email.
Appointment date and time.
Service location or venue address.
Payment terms and due date.
Remit-to details and accepted payment methods.
Notary commission # and expiration (check local rules).
E&O policy # or bond # if required (check local rules).

Billing Scenarios for Notaries

How to label charges so every invoice makes sense the moment your clients see it.

Mobile travel fee; Mileage

Mobile visit to the client’s location

Separates convenience travel from regulated notarization charges.

Loan signing fee; Scanbacks

Loan signing package with scanbacks requested

Covers the signing session and the time to scan and send the file.

Additional signer; Extra seal

Second signer on the same document

Another signer or seal adds time and a separate act count.

After-hours fee; Rush scheduling

After-hours, weekend, or rush request

Record the deposit when received and subtract it from the balance on the final invoice with a clear running total.

Waiting time; Standby fee

Client delay beyond the grace period

Idle time on site blocks other work.

Trip fee; Reschedule fee

Covers time and travel already spent and a new visit.

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Notary fees and travel charges

List notarizations, mileage, printing, travel, and after hours fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Acknowledgment notarization

Item

For signed statement acknowledgment

Qty × per-signature rate. Verify ID, willingness, and complete the acknowledgment certificate.

Jurat notarization

Item

For sworn statement with jurat

Qty × per-signature rate. Administer oath/affirmation and finish the jurat certificate.

Oath or affirmation

Item

For oath without notarization

People × per-person rate. Record the wording; issue a simple oath/affirmation note if requested.

Mobile travel fee

Item

For on-site visit to client

Miles × per-mile rate or Zone × flat rate. Log start/stop and disclose the travel fee before departure.

Loan package signing

Item

For full loan signing job

Package × flat rate. Labor only; exclude print/scan/travel, which should be listed separately if needed.

Remote online notarization

Item

For RON platform session

Session × platform rate. Include credential analysis, audio-video recording, and digital certificate notes in your file.

Wait time on site

Time

When kept waiting on site

Hours × hourly rate after any grace period. Note arrival, start, and completion times.

After-hours/rush surcharge

Item

For same-day or off-hours

1 × surcharge rate. Applies to urgent or outside-business-hours requests; confirm in writing.

Witness procurement

Item

When you source a witness

Person × per-witness rate. List witness name and contact for the record.

Apostille facilitation

Item

When handling apostille steps

Case × service rate. Government fees and shipping are pass-through as billed; note jurisdiction and processing path.

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Create a free account and save notarization fees, mileage, and printing once, so nothing gets retyped.

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Common Notary Invoicing Mistakes

If you’ve had chargebacks or slow pays, these fixes keep invoices clear and prevent disputes.

Mistake

How to fix it

Bundling regulated notary fees into one lump line confuses clients and can break fee caps.

List the notarial act count and price separate from other services, and note any rule that applies, and check local rules.

Leaving off your commission number or expiration makes the invoice look non-compliant and slows approval.

Put your commission number and expiration in the header every time and check local rules.

Write plain, specific descriptions with quantities and units so the work is obvious.

Record the deposit when received and subtract it from the balance on the final invoice with a clear running total.

Listing the wrong venue or appointment date can contradict your notarial record and stall payment.

Use the actual appointment location and date and match them to your journal entry.

Skipping payment terms or late-policy details encourages missed due dates.

State due date, accepted methods, and any late or cancellation rules up front and check local rules.

Notaries Invoice FAQs

Bill for acknowledgments, jurats, loan signings, mobile travel, scanbacks, and after-hours. Price per stamp within state caps. Line items, markup, terms, clear answers.

How do you bill per notarization when a document needs multiple signatures?

Charge per notarial act within your state cap. List each act per signer. Example: 3 acknowledgments x $10 = $30. Rules vary: check local rules.

Can I charge a mobile travel fee for home or hospital visits?

Yes, as a mobile notary you can add travel, parking, and tolls if allowed. Keep it separate from the notarial act. Example: Travel 12 miles x $1.25 = $15; parking $6. Rules vary—check local rules.

What should a loan signing agent include on the invoice for a real estate package?

Use a flat signing fee plus adders: printing, scanbacks, courier, and wait time. Example: Loan signing $125; printing 200 pages @ $0.12 = $24; scanbacks $10; courier $18.

How do you handle no-shows or bad ID at the door?

Set a minimum service call fee and a nonrefundable travel charge. Example: Service call $25; travel $12. If you warned them in writing, you’ll avoid disputes.

Do I bill for waiting time at a closing table or jail?

Yes, after a grace period. Use an hourly rate in 15-minute blocks. Example: Wait time 45 min @ $50/hr = $37.50.

Can I add a rush or after-hours fee for late-night notarizations?

Yes, if you disclose it up front. Make it a fixed adder. Example: After-hours fee (8–10 pm) $25; weekend rush $30. Rules vary—check local rules.

What if the lender sends a redraw and I have to re-sign the package?

Bill a re-sign fee plus reprint and second trip. Example: Re-sign $75; printing 200 pages @ $0.12 = $24; travel $15.

Can I charge for sourcing witnesses?

Yes, if your state and the document allow it. List coordination and per-witness costs. Example: Witness coordination $20; two witnesses @ $25 each = $50. Rules vary—check local rules.