NOTARY INVOICE TEMPLATE
Free notary invoice template
A notary invoice that bills each notarial act at your state's fee and keeps the travel, printing, waiting time and loan-signing fee on their own lines, with your commission number and expiry. Free in Word and PDF, with every line explained — for mobile notaries and signing agents.
Word and PDF · Free · No email, no sign-up
The short answer
A notary's invoice separates the notarial acts from everything else. In the US most states cap what you may charge per act — an acknowledgment, a jurat, an oath — so those go on one line at the state fee, and the travel, printing, waiting time and the loan-signing fee go on their own lines at the price you quoted in advance.
Add your commission number and its expiry, the signer or the company you're billing — a title company, a lender, a law firm, an individual — the date and place of the signing, and the file or order number the company gave you.
Finish with how to pay: individuals pay at the signing; title companies and signing services pay on a due date, so the invoice carries their order number.
FREE TEMPLATE · WORD AND PDF
The notary invoice template, filled in
Below is the template filled in for Keystone Mobile Notary, a fictional notary business, so you can see every line in use. The downloads are the same invoice with [bracketed] lines to replace — free, no email address, no sign-up.
![Free Notary Invoice Template — the blank fill-in invoice as it downloads, with [bracketed] lines to replace](/invoice-templates/notary-invoice-template-preview.png)
Example · fictional business
Keystone Mobile Notary Harrisburg, PA (717) 555-0193 · sign@keystonenotary.example Notary commission # 0000000 (example), expires 2029 · NNA-certified signing agent | INVOICE |
Bill to Susquehanna Title Services Attn: Accounts payable Camp Hill, PA | Signing Refinance loan signing — borrower: D. Whitfield At the borrower's home, Mechanicsburg · Oct 1, 6:30 pm Package: 142 pages, 2 copies · docs returned by courier Oct 2 |
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Loan signing fee Full refinance package, evening appointment | 1 | $125.00 | $125.00 |
| Notarial acts 6 acknowledgments at the Pennsylvania fee of $5 each | 6 | $5.00 | $30.00 |
| Travel 22 miles round trip, per our rate sheet | 1 | $35.00 | $35.00 |
| Printing Two copies of the 142-page package, letter and legal | 284 | $0.10 | $28.40 |
| Courier drop-off Overnight return to the title company, at cost | 1 | $28.50 | $28.50 |
| Subtotal | $246.90 | ||
| Sales tax (if your state taxes notary services) | $0.00 | ||
| Total | $246.90 | ||
| Balance due | $246.90 | ||
Payment
Due within 14 days. Pay by bank transfer, card or check. Please reference the order number.
Fees
Notarial acts are charged at the fee set by the Pennsylvania Department of State; travel, printing and the signing fee are separate and were quoted before the appointment.
Every figure on the example is an example, not a price guide — use your own rates. The Word file is a standard .docx you can edit in Word or any app that opens Word documents; the PDF prints as-is if you'd rather fill it in by hand.
Invoices and a website, one place
Start your notary website — invoicing is built in
Add your business name and your town, and Zarla builds your notary website from this one line. The same dashboard sends invoices like this one, with a pay-now button once you're on a paid plan.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.
LINE BY LINE
What goes on a notary invoice
Every line on the template, in order, and what to write on it.
| The line | What to put there |
|---|---|
| Business name, contact and commission number | Your trading name, phone, email and address, then your notary commission number with the state and expiry, and your signing-agent certification if you have one. Title companies and lenders check the commission; put it where they'll find it. |
| Invoice number, dates and order number | A number that never repeats, the date, the due date — at the signing for individuals, 14 or 30 days for companies — and the company's order or file number so their accounts team can match it. |
| Bill to and the signing | Who pays — the title company, the signing service, the law firm or the signer — then what was signed, for whom, where, when, the page count and how the documents went back. |
| Signing fee | The loan-signing or mobile-signing fee for the appointment, quoted in advance, with the package type and whether it was an evening or weekend appointment. |
| Notarial acts | The number of acknowledgments, jurats and oaths at your state's fee per act, on one line. In the US most states cap this fee and most require it to be charged separately from everything else. |
| Travel | Miles or a zone rate from your published rate sheet. Some states cap travel fees or require you to tell the signer the fee before the trip; say “per our rate sheet” on the line and it explains itself. |
| Printing, courier, scanning and waiting | Pages × copies × your per-page rate, the overnight label at cost, scan-backs, and waiting time if the signer was late — each on its own line, so the company's auditor sees a fee for a thing, not a lump. |
| Tax, total and balance due | Subtotal, sales tax where your state charges it (rarely on notarial acts), and the balance due in bold. |
| How to pay and the fees note | When and how to pay, and one line saying the notarial acts are at the state fee and the rest was quoted in advance — the sentence that keeps you on the right side of your state's rules. |
STEP BY STEP
How to fill out a notary invoice
Ten minutes after the signing, from your journal entry and the order confirmation.
Put your details and commission number at the top
Business name, contact details, commission number with state and expiry, and your signing-agent certification. Save the file once with these filled in.
Number it and add the order number
The next number in your series, today's date, the due date, and the title company's or signing service's order number.
Name the payer and the signing
Who pays, what was signed and for whom, where and when, the page count and how the documents were returned — straight from your journal.
Bill the signing fee and the acts
The signing fee you quoted, then the notarial acts × your state's fee on their own line.
Add travel, printing and extras, then total it
Travel per your rate sheet, printing by the page, courier at cost, waiting time if any, tax where your state charges it, and the balance due in bold.
Send it the same day, with the order number in the subject
Email it to the company's accounts address, order number in the subject line, the day of the signing. Companies pay the invoices that match their files.
How notaries and signing agents get paid faster
Know your state's fee rules. In the US most states set a maximum fee per notarial act — a few dollars in most states, $15 in California, as two examples — and most require the notarial fee to be shown separately from travel and other services, some cap the travel fee, and some require you to tell the signer the fees before the act. Keep the acts on their own line at the state fee and everything else on its own lines, and check your state's notary handbook or the Secretary of State for the current figures.
Bill signing services and title companies the same day, with their number. They pay against the order number; an invoice without it sits in a queue. Many pay 30 days after the invoice, some 45 — set your due date to match and chase on the day after.
Quote the mobile and signing fees before you drive. The notarial fee is capped in most states; your travel and signing-agent fees usually aren't, but the customer should hear them before you set off. A short rate sheet on your website does it.
Collect from individuals at the signing. A power of attorney at a kitchen table or a car-title transfer at a dealership is paid on the spot — card reader or cash — with a receipt. Only companies get a due date.
Business clients and the 1099. In the US, a business client that pays you $2,000 or more in a year (the threshold for payments from 2026, up from $600; indexed from 2027) will ask for your W-9 and send you a Form 1099-NEC in January — put your business name and EIN on every invoice so their bookkeeper never has to chase you for it.
Tax depends on the state. In the US notarial acts are not subject to sales tax in most states, but some tax services like printing or courier work you resell. Check your state's revenue department or your accountant — and remember that for federal income tax, notarial fees are exempt from self-employment tax while the rest of your income isn't, so keep the acts on their own line in your records too.
Outside the US. The invoice itself has rules: in Australia a GST-registered business issues a tax invoice showing its ABN, in New Zealand a GST-registered business shows its GST number, and in the UK and EU a VAT-registered business shows its VAT number and the VAT charged. Confirm the details with your accountant.
Send it from Zarla and get paid online
A Word template is a fine way to start. The catch is everything after you hit send: chasing the payment, remembering who's paid, and typing the same customer and the same line items again next month.
If you build your notary website with Zarla, the invoice tool is in the same dashboard. Pick the customer, add the job's lines, and send it. On a paid plan, with your Stripe account connected, the invoice carries a pay-now button: your customer pays online by card, and the invoice marks itself paid when the money arrives. Customers you've invoiced are saved, so next time is two taps.
Want to see the website first? Browse notary website templates or see how Zarla builds notary websites. Still setting up? Read how to start a notary business and write your notary business plan.
The whole paper trail of a job, step by step: how to write a quote, then how to write an invoice, then how to write a receipt — with a free receipt template. For any other trade, start from the free invoice template. Either side of it, two more free templates in Word and PDF: a price list template for the services you sell and a work order template for the crew.
Heading into the holidays? Our free gift certificate template covers the customers who want to give your work as a gift, and the holiday hours sign template covers the door, your website and your Google profile.
Notary invoices: common questions
Your business name, contact details and commission number with the state and expiry; an invoice number, the date, the due date and the company's order number; who you're billing; the signing — what, for whom, where, when, pages and how the documents went back; the signing fee; the notarial acts at your state's fee; travel, printing and other services on their own lines; tax where it applies; the balance due; and how to pay.
In the US most states set a maximum fee per notarial act — in Pennsylvania $5, in California $15, in Florida $10, as three examples — and the notarial fee must be kept separate from travel and other services. Your state's notary handbook or Secretary of State has the current figure; put it on the invoice as acts × the fee.
Yes in most states, as long as it's separate from the notarial fee and the signer hears it before the trip; some states cap it, and some require you to tell the signer in advance that the travel fee isn't required by law. Publish a rate sheet and reference it on the invoice.
One line for the signing-agent fee you quoted to the title company or signing service, one line for the notarial acts at the state fee, then printing by the page, travel, the courier label at cost and any scan-back or waiting-time fee — with the order number on the invoice and in the email subject, sent the day of the signing.
Take payment at the signing — card reader or cash — and hand over a receipt. Send an invoice only to companies and to individuals who asked for one for their records or their employer.
It isn't required on an invoice in most states, but the companies you work for verify it and signers are reassured by it, so put the number, the state and the expiry at the top of every invoice. Your stamp carries the same details on the documents themselves.
Yes. The notary invoice template on this page downloads free as a Word document and a PDF — no email address, no sign-up. Edit it in Word or any app that opens Word documents, or print the PDF and fill it in by hand.
Not from a Word file — your customer still has to pay you some other way. To take the payment on the invoice itself, send it from invoicing software. If your notary website is on Zarla, the invoice tool is in the same dashboard: on a paid plan, with Stripe connected, each invoice carries a pay-now button and marks itself paid when the customer pays by card.
Send invoices from your own notary website
Add your town and your business name, and Zarla builds the site from that one line — with invoicing in the same dashboard.
Already have a website? Bring it across →Zarla keeps your old page addresses where it can and redirects the ones that change, helping you keep the Google standing you've built.