Notary Invoice Template

What is a notary invoice template?

A notary invoice template is a structured document used by notaries, including mobile notaries and signing agents, to bill clients for services performed. It also doubles as a notary receipt template when payment is collected on the spot, making the document both a charge request and a proof of payment option. A well-crafted template helps maintain accurate records, presents your work professionally, and speeds up payments for both solo notaries and small notary businesses. By standardizing your format, you can keep consistency across clients and services while staying compliant with common invoicing practices in 2025.

Definition and purpose of a notary invoice

A notary invoice is a formal request for payment that details the work done, the charges, and the terms of payment. It should clearly list the client’s name and contact information, the date of service, the type of notarization performed (such as an acknowledgment, jurat, or copy certification), the number of signatures, and the number of pages involved. It also itemizes fees for each service, travel if needed, and any out‑of‑pocket costs like courier fees. Finally, it states the payment deadline, accepted payment methods, and a contact point for questions.

It is also a notary invoice template: a reusable, pre‑formatted layout you can fill in again and again. By using a standard design, you save time and keep every client on the same page about what you charged. The template should be easy to customize for different notaries—mobile notaries who travel to clients, notary signing agents who handle loan signings, or traditional notary public services at a fixed location. Editable formats (Word, Google Docs) or fillable PDFs help you adjust fields quickly and maintain professional presentation.

How a notary invoice template differs from a notary receipt

A notary invoice is a request for payment, while a receipt proves payment has been made. A well‑built notary invoice template will show an "Amount due" line, the due date, and a breakdown of services with prices, like "$15 for acknowledgment, $25 for each signature, $40 travel." It may also include tax, discounts, or deposits. The statement should use language such as "Total due" and "Net 15" to indicate when payment is expected. A professional invoice also includes your business name, contact details, and your notary commission number for reference.

After you receive payment, you can adapt the same template into a receipt. Change the wording to "Paid in full" and add "Date paid" and "Payment method." Keep the same client and service details for the record, and add a payment reference number if you have one. Because both documents share fields—client details, service description, dates, and notary details—you can reuse the same layout, duplicating the file or saving a new version as a receipt. In 2025, many professionals store both documents in QuickBooks, FreshBooks, or Wave for smoother accounting.

Why use a notary invoice template

Using a structured notary invoice template helps you project professionalism, reduces disputes, streamlines tax prep, and keeps you compliant with state rules. A strong template isn't just paperwork—it protects your reputation and boosts cash flow by making billing predictable for clients and yourself. In 2025, many notaries rely on templates to stay consistent, with a California notary invoice example frequently cited as a best-practice. A clean, reusable template can save time on every billing cycle and make it easier to track income over months and years.

With a clear, standardized invoice, you also set expectations for clients—like payment due dates and how charges are calculated. This transparency helps title companies, law firms, real estate agents, and individual clients understand what they’re paying for. A well-designed template can be customized to reflect local rules and disclosures, ensuring you stay compliant while keeping things simple to read. By investing in a solid template, you protect your cash flow and strengthen your professional reputation across your market.

To present a professional image to clients

A clean, consistent invoice layout signals professionalism to every client, from large title companies to a solo real estate buyer. When your invoice carries your logo, business name, and clear contact details, it feels reliable and established. Clients notice these details and are more likely to pay promptly, especially for time-sensitive loan signings or closings where accuracy matters. A polished header, a readable font, and a simple color scheme help you stand out in a stack of bills.

Even if you work alone, branding matters. A template that uses your logo, a consistent address block, and uniform spacing across sections makes you look prepared and trustworthy. Use a standard format for dates, client names, and service descriptions, so each invoice looks like it came from the same business. A predictable layout also makes it easier for clients to find the notarial services they requested, which reduces back-and-forth and speeds up payment. In short, branding on every invoice reinforces your credibility with title companies, law firms, and individuals alike.

To ensure accurate and transparent billing

A template with predefined line items helps reduce billing errors and misunderstandings. When you list each service separately, clients see exactly what was performed and at what rate. This reduces questions about whether a visit included an acknowledgment, a jurat, or a loan signing package, and it clarifies travel and printing charges as distinct items. A well-structured invoice also supports disputes by showing a clear trail of what was done, when, and why certain charges appeared.

For example, you can structure line items to include acknowledgments, jurats, loan signing packages, travel fees, and printing fees, each with a quantity, a rate, and a line total. By presenting this information in a consistent format, you make it easy for clients to verify the billed work and for you to defend a charge if needed. This approach improves payment timing and reduces the back-and-forth that comes with unclear bills, helping you maintain steady cash flow.

To simplify recordkeeping and tax preparation

Using the same structured notary invoice template over time creates a consistent record of all notarizations. A uniform template makes it easier to track revenue by category, such as mobile notary work, loan signings, and general notarizations. When you keep the same fields across invoices, you can quickly pull totals for each income type, which simplifies tax prep and helps with audits. This consistency also makes it easier to compare monthly performance and identify busy periods or undercharged services.

Capturing dates, locations, and client names on every invoice supports compliance and future questions about a notarization. These details prove the context of each act and can be invaluable if a client asks for documentation long after the service was completed. In addition, align your invoices with common accounting practices by including payment terms, due dates, and a clear breakdown of taxable vs. non-taxable charges. All of this adds up to easier bookkeeping and smoother tax seasons.

To support state-specific requirements

State rules matter, and a reusable template helps you reflect local guidelines without redoing each bill. For example, states may cap certain fees, require disclosure of travel costs, or demand specific information be shown to clients. A California notary invoice example would typically reflect state fee limits, clearly separate notarial fees from travel or printing charges, and use clear language so clients understand what they’re paying for. By recognizing these needs, you can design a template that stays compliant across many jobs.

Readers in any state should tailor their template to local requirements and recommended disclosures. Consider adding a dedicated notes section for state-specific notices, such as fee caps or disclosure statements, and keep your fee schedule up to date with annual reviews. In practice, this means you can reuse the same invoice for many jobs while confidently complying with both general best practices and your local rules. A compliant, well-constructed template protects you from surprises and keeps client trust high.

What to include in a notary invoice template

A solid notary invoice template should be clear, complete, and designed to get you paid on time. It doesn’t matter whether you’re a mobile notary, a signing agent, or a traditional notary public—these core components keep your billing professional and easy to verify. Use the exact field names below to map directly into Bonsai so you can build a consistent, legally sound invoice in minutes.

Notary and business information

Notary and business information identifies who is invoicing and how they can be reached. Include the essential identity fields so clients can verify your credentials at a glance, and make it easy for institutions or signing services to contact you if needed. This section also supports branding by optionally including your website and business logo.

Include the following identity fields: Notary’s full name, Business or Trading name, Commission Number, Commission Expiration Date, Office or Mailing Address, Phone Number, and Email. You may also optionally include Website and Logo to reinforce your brand. Commission details help clients verify the notary and are especially useful for institutional clients and signing services that routinely check licensure before approving an assignment or payment.

When mapping to Bonsai, use clearly labeled fields such as Notary Full Legal Name, Business Name, Commission Number, Commission Expiration Date, Office Address, Phone, Email, Website (optional), and Logo (optional). Display the commission details prominently on the invoice so verification is quick for clients who need to confirm licensure before processing payment.

Client and contact information

Client information identifies who the invoice is billed to and how to contact the payer. This section should reflect accurate, consistent data to prevent payment delays caused by mismatched names or addresses. For signing agents who work with title companies or signing services, the client may be the company rather than the signer, so clarity is essential.

Capture the client name or company name, a contact person if available, the Billing Address, Email, and Phone Number. Emphasize consistency in spelling and company names so you can easily search and sort invoices later. If you handle multiple clients, standardize how you record a client’s name to reduce duplicates and mismatches during follow-ups.

In Bonsai, map to Client Name or Company, Contact Person, Billing Address, Client Email, and Client Phone. If you routinely bill the same entity across different matters, consider adding a “Bill To” field or a standardized client identifier to keep records tidy and searchable.

Invoice details and reference numbers

Invoice details and reference numbers help you track payments, resolve disputes, and maintain orderly records. Place the most time-sensitive items up front so your clients know what to pay and when. A clear date field and reference numbers also streamline your accounts receivable workflow.

Include a unique Invoice Number, Invoice Date, Service Date(s), and an optional Purchase Order or File Number provided by the client. A consistent invoice numbering system is critical for tracking payments and following up on overdue balances. Also include a Due Date and Payment Terms near the top so the client sees when payment is expected right away.

In Bonsai, map to Invoice Number, Invoice Date, Service Dates, PO Number, Due Date, and Payment Terms. Having these fields standardized reduces confusion for clients and helps your accounting process stay transparent and efficient across months or years.

Itemized list of notary services

A detailed, itemized list makes charges clear and easy to audit. Each line should describe a specific service, its quantity, rate, and total for that line. This prevents misinterpretation, reduces disputes, and helps clients see exactly what they are paying for.

Provide a structured set of line-item fields: Description of Service, Quantity, Rate per Unit, Line Total, and Service Category (for example, Acknowledgment, Jurat, Loan Signing, Mobile Travel). Be specific in the description rather than using vague labels; for example, note “Jurat for 2 documents” instead of just “Notarization.” If you’re a mobile notary, you may need separate items for appointments, travel distance, and waiting time, so keep descriptions precise and grouped logically.

In Bonsai, map to Description of Service, Quantity, Rate, Line Total, and Service Category. By keeping items specific and categorized, you’ll simplify the client’s review and your own bookkeeping, especially when you need to generate multiple invoices with similar services over time.

Travel, printing, and additional fees

Travel and related fees are common in notary work, especially for mobile notaries and signing agents. Clearly separating these charges helps clients understand what they’re paying for and ensures you remain compliant with any disclosure requirements. Grouping these fees in a distinct section keeps core notarial fees easy to see and audit.

Explain that many notaries charge for mileage, travel time, printing or scan-back fees, and after-hours appointments. Create distinct line items for each type of extra fee and ensure you comply with state restrictions or disclosure requirements. Summarize these charges in a separate section so the base notarial fee remains easy to review at a glance.

For mapping in Bonsai, include fields like Travel Fees, Travel Time, Printing/Scan Fees, After-hours Fees, and Other Fees. Present these as separate line items or a clearly labeled “Fees” section beneath the main service items to maintain clarity and transparency for the client.

Subtotals, taxes, and total amount due

Subtotal and tax calculations show how the final amount is derived, which reduces back-and-forth with clients and speeds up approval. Clearly labeled calculation steps help auditors and clients verify the math with minimal effort. If your jurisdiction exempts certain notarial services from taxes, note this transparently to avoid confusion.

Detail the calculation fields: subtotal for notarial services, subtotal for additional fees, applicable taxes (if any), discounts or adjustments, and the final total amount due. Label each line item clearly so clients can trace the total back to the individual charges. If tax exemptions apply, include a brief note explaining the exemption and reference the local rule to maintain compliance.

In Bonsai, map to Notarial Services Subtotal, Additional Fees Subtotal, Tax Amount, Discounts/Adjustments, and Total Amount Due. Clear labeling in Bonsai helps you generate consistent invoices and provides clients with a straightforward breakdown of where every penny goes.

Payment terms and accepted methods

Payment terms define when you expect payment and how you handle late payments. Clear terms reduce misunderstandings and speed up cash flow. State that the terms apply to all items on the invoice, and plainly outline acceptable payment methods to avoid confusion at checkout.

Describe the payment terms: due date or standard terms (for example, due upon receipt or net 15), late fee policies, and accepted payment methods (card, bank transfer, check, cash, etc.). Use plain language so clients understand exactly how to pay. Include guidance on where to send payment and whether you want a reference number included with the payment to match it to the invoice.

When mapping to Bonsai, set fields for Payment Terms, Due Date, Late Fee Policy, Accepted Payment Methods, and Reference Number on Payment. This structure helps clients process payments quickly and streamlines your accounts receivable workflow when you have multiple payment channels available.

Notes, disclosures, and signatures

A notes section provides room for special instructions, reminders, or state-mandated disclosures about fees and services. This area helps you document any unique terms and ensures both parties understand expectations. If the invoice also serves as a notary receipt, you can add a signature line for the notary or an authorized representative and record payment status, date, and method.

Consider adding a brief, professional note thanking the client to reinforce goodwill and repeat business. This small touch can improve relationships with title companies, signing services, and individual clients alike, especially after completing complex or time-sensitive notarial work.

In Bonsai, you can include a signature line field for the notary or authorized representative and a notes field for any disclosures or reminders. If you use the invoice as a receipt, record the payment date and method directly on the document. A courteous closing note can also be saved as a standard part of your template for consistency across invoices.

Who a notary invoice template is for

A standardized notary invoice template helps different types of notaries and related professionals bill clearly, track work, and communicate consistently with clients. By using the same core structure, mobile notaries, traditional notaries, signing agents, and small notary firms can tailor the same template to fit their unique workflows. This consistency supports smoother operations, clearer communication, and repeat business across every role.

Mobile notaries

Mobile notaries travel to clients’ locations, so the invoice template must capture location-based work and the costs that come with travel. This approach helps you bill accurately for time, mileage, and any after-hours work. In practice, you’ll want to delineate when you’re on-site versus time spent traveling, and apply any location-specific surcharges when needed.

Beyond addressing location, a mobile-friendly template should be easy to complete on a phone or tablet, so you can issue invoices immediately after a visit. This quick turnaround improves cash flow and reassures clients that their documents were handled professionally. You’ll also benefit from keeping your template accessible in the cloud so you can pull it up in the moment, regardless of which device you’re using.

To support this, include these fields in the template:

• Appointment address
• Travel distance or zone
• Travel time and mileage
• After-hours or weekend surcharges
• On-site notes or special instructions

Traditional notary publics

Traditional notaries work from a fixed location such as an office, storefront, or coworking space, so their invoices often reflect walk-in notarizations, multiple documents per visit, and a steady base of local clients. A structured template helps you track visits, bundle documents by each appointment, and monitor recurring customers. It also makes it easy to distinguish between standard services and any rush requests you offer.

With a fixed-location model, you can emphasize visit-level details, document counts, and client history, which supports stronger relationships with local clients and makes monthly reporting simpler. A clean template also helps you present a clear breakdown of services when clients request itemized invoices for multiple documents or different service levels during a single visit. Consistency builds trust and reduces back-and-forth on billing questions.

To support this, include these fields in the template:

• Repeat client tracking
• Grouping of multiple documents under one visit
• Service type (standard vs rush)
• Document count per visit
• Visit date and location

Notary signing agents

Notary signing agents handle loan signings and real estate transactions, so their templates need to capture detailed assignment information. This helps match client files and minimizes payment delays. A typical invoice should separate fees by assignment type and include relevant identifiers to keep everything aligned with lender or signing company records.

Notary signing agents also often incur fees such as scan-backs or printing, and appointments can be longer than a standard notarization. A tailored template that itemizes these costs, along with the signing company name and loan number, helps ensure accuracy and faster payment. By clearly listing each component, you reduce questions from clients and streamline reconciliation with file numbers.

To support this, include these fields in the template:

• Signing company name
• Escrow or loan number
• Property address
• Fee breakdown by assignment type (purchase, refinance, reverse mortgage)
• Scan-back or printing fees
• Appointment duration

Small notary firms and multi-notary teams

Small notary firms or agencies with multiple notaries benefit from a shared template that standardizes billing across the team. This approach helps with internal reporting, commission tracking, and presenting a unified brand to clients. When you standardize entries, managers can quickly see who performed the work and how fees are allocated, which supports smoother payroll and client communication.

In practice, the template should accommodate team-wide use while still capturing role-specific details. This makes it easier to generate client-ready invoices that maintain brand consistency, even as multiple notaries handle different jobs. The result is cleaner books, clearer client communication, and a more scalable operation as your team grows.

To support this, include these fields in the template:

• Notary name or identifier
• Notary commission number
• Internal job or matter number
• Notary-specific fee or commission details
• Branding elements (logo, business address, contact)

How to create and customize a notary invoice template

Creating a reusable Notary Invoice Template saves you time and helps you bill correctly. This step-by-step guide shows how to turn the ideas from "what to include" into a practical layout you can reuse for many jobs. You'll define services, set numbering, tailor layouts for different roles, respect state rules, and turn invoices into receipts when you get paid. The same template can be exported as a PDF for records or kept as a lighter receipt version, without needing external downloads.

To define your notary services and fee structure

Start by listing every service you offer and how you charge for it. This clarity keeps your bills consistent and easy for clients to read.

Group related services into categories so the invoice reads cleanly. For example, separate general notarizations, loan signings, and mobile services, and within each group decide pricing options such as per signature, per document, flat per assignment, hourly, or per mile. Align fees with state maximums and industry norms, then map each service to a line item in the template so totals and subtotals are clear.

The following line items cover typical services you might bill for. The items listed here are examples you can adapt to your template:

• Notarization — Acknowledgment (per signature)
• Notarization — Jurat (per signature)
• Mobile Notary Visit (hourly or flat travel fee)
• Travel Fee (per mile)
• Printing/Scan-Backs (per page or per document)
• After-Hours Surcharge (flat)

To set up consistent invoice numbering and dates

Choose a clear, logical numbering pattern that makes invoices easy to track. A year-based pattern is simple and scalable, and it helps you spot missing records quickly.

Popular patterns include YYYY-XXXX (for example, 2025-0067) or a client-prefixed style like CLIENTA-2025-0123. Your system should ensure each invoice has a unique number and a visible date. Include both the invoice date and the service date(s) on every bill, and design the template so those fields are always visible and easy to update.

In practice, set up your template to auto-generate the invoice number when you save or print and to use an ISO-style date format (YYYY-MM-DD) to avoid confusion across months and years. If you’re using a spreadsheet, enable date validation and lock the numbering column to prevent duplicates.

To tailor layouts for different notary roles

Use one core template and create variations for different situations. This keeps your branding and data consistent while letting you capture role-specific details when needed.

Think about three common scenarios: a simplified version for one-off walk-in notarizations, a mobile notary invoice with travel and appointment location fields, and a signing agent layout with loan or escrow details. You can keep all these on the same base structure but show or hide sections as needed depending on the client or engagement.

To implement this, label sections clearly and use a single source of truth for field names. If you’re using a word processor, duplicate the base file and toggle visibility of sections like Travel Details, Appointment Location, and Loan/Escrow fields. If you’re in a spreadsheet, use separate tabs or sections within a single sheet and hide rows for unused fields. This approach makes it easy to produce a tailored invoice without starting from scratch each time.

To incorporate state and client-specific requirements

Check your state’s notary handbook and any client guidelines you regularly work with. This helps you build the right field labels and notices into the template from the start.

In practice, you’ll want to reserve a standard section for notices or reminders that appear on every invoice. For example, a California notary invoice might separate government-regulated notarial fees from other charges and may require specific wording or fee caps. You can include language such as “Notarial Fees regulated by state law” and add a line for travel or document printing charges that aren’t subject to the same caps.

To adapt invoices into receipt-style documents

Turn the same structured invoice into a receipt after payment arrives so you keep a complete trail. This makes it easy to document paid vs due amounts for your records.

Add fields for “payment date,” “payment method,” and a checkbox or status field for “paid in full.” In your wording, switch from “amount due” to “amount paid,” and keep copies of both the invoice and the receipt for your records. The template should make this switch simple, so you can issue a receipt with a single click after you confirm payment.

Common notary invoicing mistakes to avoid

In 2025, many notaries lose payments due to simple invoicing gaps. This section explains frequent errors and shows how a well-designed Notary Invoice Template can prevent them. You'll learn practical, real-world fixes you can apply today to tighten both invoice content and workflow.

To avoid missing or incomplete client and job details

Missing client names, addresses, or file numbers makes it harder for companies to match invoices to assignments, which slows payment. This simple gap often triggers delays as teams search for the right file and confirm the scope of work.

Always fill in client contact information, job or file reference numbers, and service dates. In your Notary Invoice Template, mark these fields as required and visually prominent—bold labels, color accents, and clear placeholders—so they can’t be skipped. By design, ensure fields like “Client Name,” “Client Address,” “File/Job Reference,” and “Service Date” are mandatory before generating the invoice; this reduces back-and-forth and keeps payments on track.

As a practical step, configure the template to enforce these fields before you can generate the invoice. Use data validation in Excel or Google Sheets, or make form fields required in a PDF. This proactive design minimizes follow-up time and speeds up payment processing.

To prevent vague service descriptions

Vague service descriptions like "notary work" or "signing" create confusion and can lead to disputes over what was performed or what was charged.

Use precise phrases such as "loan signing – refinance package, 2 borrowers, 120 pages" or "5 acknowledgment notarizations – estate planning documents." Build common description phrases into the template as reusable line-item labels so invoices stay clear and consistent. In the Notary Invoice Template, you can maintain a small catalog of standard line items that you insert with one click, ensuring every invoice uses the same language and avoids ambiguity.

This consistency helps accounts payable match charges to services quickly and reduces back-and-forth. Train yourself or staff to select standard phrases from a pick-list in the template, and periodically review language to keep it current with your practice.

To correctly apply fees and state limits

Charging too much or too little invites disputes and delays. Notarizing acts are regulated in many states, and misapplied fees can slow approvals or lead to corrections.

Pre-configure a fee table in your template that includes the base notarial act fee, travel fees, and copy/printing charges. For example, California typically caps the base notarization at $15 per act, while travel is charged per mile and printing per page. Regularly review the table against current state rules and update the template whenever regulations change. This keeps invoices compliant, protects margins, and reduces post-billing corrections.

In addition, include clear explanations of any surcharges or exceptions and ensure they are applied consistently across all invoices. A well-maintained fee table in your Notary Invoice Template makes audits smoother and your clients more confident in the charges.

To clearly state payment terms and due dates

Leaving out payment terms or due dates can result in slow or inconsistent payments, as clients may miss the deadline or not know how to pay.

Always specify when payment is due, how it should be paid, and what happens if it is late. Place this information near the total and repeat key terms in a short notes section to ensure clients cannot miss it. Use straightforward language like "Payment due within 15 days of the invoice date" and "Accepted: credit card, ACH, or check," while noting any late fees if applicable. A Notary Invoice Template makes these terms visible by default, reducing follow-up calls and accelerating cash flow.

To keep invoice and receipt records organized

Consistent recordkeeping saves time during audits, disputes, or tax season.

Store all notary invoices, receipts, and related documents in a centralized system, grouped by client, date, or assignment type. Disorganized or missing records slow responses to questions and complicate financial reports. Use a template-based workflow to generate, save, and file invoices in one place, such as a named folder structure in Google Drive or Hello Bonsai, QuickBooks, or Xero. By keeping everything in one system and following a standard process, you’ll reduce scattered documents and gain clearer financial insights.

Sample notary invoice template examples

Different configurations of the Notary Invoice Template can fit different notary jobs. This section shows how field choices and structure changes can cover quick general notarizations, loan signing work, and California‑specific rules. By focusing on which fields appear and how the sections are ordered, you can adapt the base layout to your practice, whether you bill per sign, per document, or per visit. These ideas align with how freelancers use HelloBonsai templates to keep invoices clear and professional in 2025.

General notary public invoice example

This simple sample walks through a standard office‑based notary visit where several documents are notarized in one sitting. The invoice presents each document as a line item with a quantity of 1 and a set rate, and includes a short note about the signing date and location. You’ll also see the notary’s contact information and commission details, the client’s name and contact info, and the core totals clearly laid out.

In this configuration the header lists the notary’s name, business address, phone, email, and commission number with expiration date. The client’s name and contact details appear beside the appointment note, followed by the signing date and location. Line items show notarial fees for each document—for example, Acknowledgment at $10, Jurat at $10, and Copy Certification at $5—giving a subtotal of $25. If applicable, a tax line appears, though many jurisdictions do not tax notary services. The total due is then shown, along with standard payment terms such as Net 15 days and a note on accepted payment methods like check, credit card, or online payment through the invoice system.

Mobile notary invoice template example

This example is tailored for a mobile notary who travels to the client. It highlights the appointment address, travel distance or zone‑based travel fees, and any evening or weekend surcharges. The structure clearly separates statutory notarization fees from travel and waiting time so the client can see what drives the total.

The invoice feature set includes a field for the client’s appointment address, plus a travel fee section that reflects distance or zone pricing. For instance, travel may be $9 for 12 miles at $0.75 per mile, with an additional evening surcharge of $6 if the appointment runs after 6 p.m. The base notarization fee remains the same as in a general notary invoice, while travel and waiting time are listed as separate line items. In our example, the line items add up to a subtotal of $25, with tax of $0 in most cases, yielding a total due of $25. This layout helps justify the overall amount to the client by showing exactly where each charge comes from and keeps the billing transparent for mobile work.

Notary signing agent invoice example

This sample is tailored to a loan signing assignment, where the invoice collects both the signing fee and any related service charges. It includes fields for the signing company or title company name, the escrow or loan number, the property address, and the type of signing (purchase, refinance, or seller package). A flat per‑assignment fee is shown, with extra line items for printing, scan‑backs, or a second trip if needed. Clear matching of the file number and assignment type helps speed up payment approval and reduces back‑and‑forth.

The example starts with header details for the signing company, loan number, and assignment type, followed by the notary’s standard contact information. The line items might look like this: Flat fee $180 for the signing, Printing $12, Scan‑backs $8, and Second trip $60, for a total of $260. This structure makes it easy for the title company to see exactly what they’re paying for and supports quick approval, since the file number and assignment type are visible in the header and reinforced in the line items. You also include how and when the signing took place, so there is a clear payable trail.

California notary invoice example

This example explains how a California notary can highlight compliance with state fee limits by separating notarial acts from travel or convenience fees. It shows how to break out each notarial act (each with a per‑signature fee within the allowed maximum) and keep travel fees separate. You’ll also see a note indicating that notarial fees are regulated by the state, with language that follows common guidance. This approach helps you justify the total while staying aligned with California rules and makes it easy to adapt the same layout for other states by swapping in local rules and typical fees.

In the California version, you might list two notarial acts: Acknowledgment for one signature at $15 and Jurat for one signature at $15, then add a travel fee of $4.80 for 8 miles and a small convenience or processing fee of $5. The subtotal would be $39.80, with tax typically not charged on notary services in California, resulting in a total due of $39.80. The invoice includes a brief note about state guidance and a standard line stating that notarial fees are regulated by the state. The same structure can be carried to other states by updating the per‑signature caps and any allowed travel or service charges.

How Bonsai helps manage notary invoice templates

Notaries juggle appointments, travel, and a lot of paperwork. Bonsai links a structured notary invoice template to your whole invoicing workflow, so you can create, customize, and reuse templates, track invoices and payments in one place, and automate calculations and reminders. This reduces admin time and errors, letting you focus on client appointments.

To create reusable notary invoice templates

Set up a customized layout once and reuse it for many clients and assignments. Start by naming the template and choosing the Invoice type in Templates. Then add sections for notary details (name, commission number, state), client info, line items for notarial acts, travel fees, printing costs, and any state-specific notes. Use drag-and-drop fields to place items exactly where you want them so the form is clear and complete.

Save the layout as a reusable Notary Invoice Template so you can generate consistent invoices with a single click. When you need an invoice for a new mobile job, just pick the template, fill in client data, and Bonsai auto-fills the rest. This approach keeps the structure uniform and makes it easy for mobile notaries, signing agents, or general notaries to bill clients quickly without rebuilding the form each time.

To track and manage notary invoices in one place

All your notary invoices and related documents live in one centralized place, so you don’t have to hunt for files or confirmations. In Bonsai, you can see which invoices are sent, viewed, paid, or overdue, and you can link each invoice to a specific client, project, or assignment. This setup helps you stay on top of outstanding balances and review past work with a simple search.

With filters and a clear dashboard, you can quickly pull up a client’s history, monitor aging invoices, and forecast cash flow. This centralized approach means fewer manual searches and more confidence in your financial picture, freeing up time for client work and follow-ups when needed.

To automate notary invoice calculations and reminders

Automation saves time and reduces errors by handling math, applying saved rates, and sending reminders.

The main automation benefits Bonsai offers notaries include the following:

• Auto-calculating line item totals, subtotals, taxes, and grand totals
• Applying saved rates for common notarial services and travel fees
• Generating recurring invoices for repeat clients on a schedule
• Sending automatic payment reminders for overdue invoices
• Updating invoice status when payments are received

With these automation features, you spend less time on admin, reduce manual errors, and enjoy more predictable payments for your notary practice.