Your services as a notary public are essential to preventing fraud by certifying the credibility of the signers on important documents and transactions. You put a lot of time and effort into running your notary business professionally, and you deserve to get paid on time for all your hard work. Equally, your clients deserve clear and detailed invoices that reflect your professionalism and reassures they are getting what they are paying for.
Especially if you are running your business solo, you know administrative tasks like invoicing can take up a huge chunk of your day, and the last thing you want is to spend unbillable hours creating invoices for each of your customers every time a payment is needed. This is why having a well-designed notary invoice template can be a real game-changer.
By having a pre-filled form that you can easily adjust to the type of job and client, you'll save time while still having a solid invoicing process that ensures you get paid on time. The success of your notary public invoice template lies in the elements you include in it, and you want to make sure all important details are covered every single time. So let's go over the important information you must include.
Essential Elements of a Notary Invoice Template
When creating your notary invoice template, it's important to include all the expenses, contact details, and various types of payment options to ensure you get paid faster and keep a healthy relationship with your clients. Here are the basic but essential elements to include for flawless notary invoices.
Business Information
First, your notary invoice template should include your information such as your full name (or business name if it's registered differently), phone number, and business address. You can also add to this section by mentioning any specialized notary public services you may provide (affidavits, wedding officiant etc...). To personalize your invoice template further and make it stand out, add notary public imagery, or your own company logo if you have one.
Invoice Number and Date
All of your notary invoices must have a unique invoice number. This will help you keep better track of payments and have more organized paperwork for tax time. Also, include an invoice date, which should be the date the invoice was sent out, not generated, so that you can determine a payment due date, apply any late fees, and give your client a sense of urgency to make a prompt payment. The invoice due date can be specified here, or later in the payments section.
Client Information
Next, include a section for your client's information such as full name, phone number and address. If you are sending out an electronic invoice, add the client's invoice number. If appropriate, you can also include the name of any witnesses as well as their contact details.
Notary Services Performed
In this section, you want an itemized list of all of the notary services provided. Make sure to specify the type of service, for example validating the contents of a safe deposit box or a vehicle identification number, or the document notarized. Add the necessary details to explain this section without going overboard as this will help prevent any confusion as to what is being paid for. These details could be the date of signing, or the venue/location of the notarization.
Other Expenses
If you provided any additional services that led to added expenses, include a short description separately after listing the services provided. These can be charges for photocopying or faxing, documents courier services, travel expenses and after-hours or holiday services provided for an additional fee (previously agreed with the client). It's important to explain this section in detail to avoid misunderstandings with your client which can also lead to a delay in payments.
Totals
The totals section of your notary invoice template should include separate lines for the subtotal amount, the applicable taxes, and the total amount due. You can also list any discount you may provide for a high-work volume or returning customer. If you do so, add it as a negative number after the subtotal, making sure to specify what the discount is for, and then factor in the taxes. You don't want this discount to go unnoticed, so feel free to highlight it in a different color for more impact.
Payment Information
Your notary invoice template must give your clients clear payment instructions, providing them with all accepted payment methods. Let them know if they can pay with a check, direct bank transfer, electronic payment (Venmo, PayPal, etc...), and don't forget to provide the account numbers, and account holder's name. As part of your payment information, you can also mention any late fees that may be applied after the invoice due date as well as any incentives you may offer for early payments such as a discount on the next service.
Notes
Professional notary invoices usually include the terms and conditions of the business, privacy policy, and even a personal note to thank the clients for their business. Make sure to leave a section for these types of notes at the bottom of your notary invoice template. Take advantage of this space to show a more friendly side of your business, leaving a great impression and increasing the chances of a return or referral. Don't forget to sign off with a signature.
Use Our Free Notary Invoice Template
Don't have the extra time to create your own notary invoice template? Don't worry, sending out professional invoices has never been easier. Skip the hassle of excel or Google sheets and just download Bonsai's free notary invoice template. You'd be able to send unlimited invoices and get a customizable notary invoice template.
Just add your payment terms, contact details and print your invoice transaction out. Finally cross this tedious task from your to-do list.
You can customize your free invoice template in a matter of minutes to reflect your personal style and meet the specific notary public needs of your clients. Create high-quality detailed invoices that get you paid on time with minimal effort so you can dedicate more of your valuable time to your notary business.
But why stop there? Aside from a free notary invoice template, Bonsai's invoicing and accounting software will make your business' administrative tasks a bliss. We can help you send payment reminders, apply late fees, and even help you do your taxes.
You can also use our payment processing tools, and even get your own fuss-free checking account to help you track expenses and make your finances shine.
