Free notary invoice generator
Bill statutory notarial fees per signature, travel and waiting time, and loan signing packages — with the two kinds of charge kept properly apart.
Build your notary invoice
Prefilled with a mobile loan signing. Replace the acts, travel and fees, then download.
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What is a notary invoice?
A notary invoice bills for notarial acts performed and for the services around them. The distinction between those two things is the single most important feature of the document, because in most US states the fee for a notarial act itself is capped by statute, while travel, waiting and clerical services are separate charges the notary sets.
That means the invoice should show the notarial acts — acknowledgements, jurats, oaths, copy certifications — with a count and the per-act fee, and then list travel, printing, scanning and waiting time as their own clearly labelled lines. Blending them into one figure obscures whether the statutory fee was respected.
Mobile notaries and loan signing agents mostly work on a package price: a flat fee per signing appointment covering the acts, travel within a radius, printing of two document sets and scan-backs. Even then, itemising what the package includes is what makes the invoice reviewable by a title company or escrow officer.
What to include
Everything below is already in the generator above — this is what each part is for.
Notary name, commission and expiry
Your name, commission number, state and commission expiry date.
Notarial acts and count
Each type of act with how many were performed and the per-act fee you charged.
Travel fee
Mileage or a flat travel charge, labelled as travel rather than folded into the notarial fee.
Waiting and after-hours time
Time spent waiting for signers or documents, and any evening or weekend premium.
Printing, scanning and shipping
Document sets printed, scan-backs, and courier or overnight shipping, at your stated rates.
Signing reference
The escrow, loan or file number the appointment relates to, for the title company’s records.
Three steps to a finished PDF
Enter your commission details
Your name, commission number and expiry, the client, and the file or escrow number.
Bill acts, then services
Notarial acts with counts and per-act fees, then travel, printing, waiting and shipping separately.
Download and send
Download the PDF and send it to the title company, escrow officer or signing service the same day.
Fees, statutes and signing work
Know your state’s fee cap
Most states set a maximum fee per notarial act, and some prescribe how travel fees must be disclosed or limited. The cap applies to the act itself, not to travel, printing or clerical work — but the distinction only protects you if the invoice actually shows it. Check your own state’s current schedule and rules; they change, and they vary widely.
Charge for travel and waiting properly
- Set a flat fee within a radius and a per-mile rate beyond it, disclosed before the appointment.
- Bill waiting time — signings run late through no fault of yours, and an hour in a driveway is an hour.
- Evening, weekend and hospital or facility signings warrant a premium; publish it.
Price signing packages by what they include
Loan signing fees are usually flat per appointment, but appointments differ enormously: a refinance with one signer and 90 pages is not a purchase package with two signers, two document sets and scan-backs. Set tiered package prices by document count and deliverables, and state on the invoice what the package covered.
Invoice signing services immediately
Title companies and signing services pay from a queue, often 30 days from receipt. The date they receive your invoice is the date your clock starts, so send it the same day as the appointment with the escrow or file number visible — an invoice they cannot match to a file waits for a human, and humans are slow.
Three mistakes that delay payment
Acts and travel merged
A single figure makes it impossible to show the statutory fee was respected.
Travel not disclosed in advance
Several states require travel fees to be disclosed and agreed before the appointment.
Invoice sent days later
With title companies, the receipt date starts the payment clock. Send it the same day.