How to Invoice for Notary Services (With Template & Examples)

Introduction

Whether you're billing an individual for a single notarization or a title company for a loan signing, a proper invoice is what gets you paid on time — and a sloppy one is what gets your payment stuck. Here's how to invoice for notary services the right way.

What a notary invoice should include

Every notary invoice, regardless of who it's going to, should have:

• Your business details — business name (or your name plus "Notary Public / Notary Signing Agent"), phone, email, and address

• A sequential invoice number — so both sides can reference it later (#1047, not "the one from Tuesday")

• The client's details — who's being billed, and for a business, an "Attn: Accounts Payable" line

• A description of services — what was notarized or the type of signing, the date, and the location

• Itemized fees — the notarial act fee, plus travel and any print fees listed separately

• Payment terms and a due date — "Net 30 — due [date]" for businesses; "Due on receipt" for individuals

• How to pay — the methods you accept

(Want a ready-made version? Grab the free notary invoice template.)

Billing individuals vs. businesses

The two situations are genuinely different:

Individuals (general notary work): usually pay at the appointment — cash, card, or a payment app. Your invoice/receipt is often given on the spot, and payment is immediate. Your fee is the state-capped notarial act fee plus your travel charge. Don't extend "pay me later" terms to walk-up clients.

Businesses (title companies, signing services, law firms): pay on terms, commonly net-30 to net-60. Here the invoice is a formal document sent to accounts payable, and getting the details right — especially their file/escrow number — is what keeps it from getting stuck. This is where invoicing discipline actually matters.

The "notarized invoice" question

A quick clarification, since people search this: a notarized invoice — an invoice that itself has been notarized — is rarely what notary work requires. What you almost always need is simply a professional invoice for your notary services, not a notarization of the invoice. Unless a specific client or contract explicitly requires a notarized document, a clean, complete standard invoice is what gets you paid.

Getting paid on time

A perfect invoice still needs follow-up when a business sits on it. Best practices:

• Invoice the same day — the payment clock starts when your invoice arrives, so don't delay

• Send a PDF, not a Word doc or email-body text — attachments get filed and paid; loose text gets lost

• Use a clear subject line — "Invoice #1047 — [Name] — File #[number]"

• Follow up on a schedule — a friendly reminder at 30 days, firmer at 45, final at 60 (the full escalation system here)

Make invoicing automatic

Doing all of this by hand — same-day, correctly formatted, followed up on schedule — is exactly the kind of task that slips the moment you get busy. NotaryNext generates a complete, professional invoice the second you mark a signing complete, emails it to the client, and chases it automatically at 30, 45, and 60 days if a business is slow to pay. The invoicing is done before you've left the driveway. Free for 30 days, no credit card.

Related: Free notary invoice template · How to invoice a title company · What to do when a title company doesn't pay