Notary Invoice Template — Free Download (2026)
Mobile notaries and loan signing agents have billing structures that differ significantly from most freelancers. Notarization fees are capped by state law and must be itemized per signature or per document. Travel fees, loan signing packages, and printing fees are billed separately. A well-structured invoice documents your fee compliance with state maximums and creates a clear record for title companies, signing services, and real estate escrow offices that need to reconcile your invoice against their HUD-1 or Closing Disclosure.
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Your commission number, state, and expiration date
Every notary invoice should include your notary public commission number, the state you're commissioned in, and your commission expiration date. This information is required for many title company and escrow officer billing systems, and it confirms to the client that you are currently commissioned and authorized to notarize in that state. For signing agents who are also NNA-certified or Notary2Pro-certified, listing those credentials on the invoice signals professionalism to companies that use NNA-approved signing agents.
Client, signing date, loan or document type
Identify: the client (title company, escrow officer, or individual), the signer's name (for general notarizations) or loan/file number (for real estate closings), the type of document or loan (refinance, purchase, HELOC, reverse mortgage, cash-out refi, power of attorney, etc.), and the signing date and location. For loan signings, referencing the title company's file or order number makes reconciliation easier for their accounting team and reduces payment delays caused by 'we can't match your invoice to an order.'
Notarization fee — itemized per signature or per document by state max
State law caps the maximum fee per notarized signature or per notarized document — these vary widely: California caps at $15 per signature; Florida at $10; Texas at $6; New York at $2. Your invoice must not charge more than the state maximum per notarization, and the safest practice is to itemize each: '4 notarized signatures × $15 = $60.' For states that allow a per-document fee rather than per-signature, itemize by document. Bundling notarization fees into a single undifferentiated line item creates compliance risk and makes the invoice harder to verify against the state fee schedule.
Loan signing fee (separate from notarization fee)
Loan signing agents charge a separate signing fee for their time, expertise, and responsibility managing the signing appointment — this is distinct from the notarization fee and is not capped by state law. Typical loan signing fees: $75–$200 depending on loan type, market, and whether printing is included. For complex loans (reverse mortgages, commercial transactions, non-English signers): premium rates are standard. This signing fee should be labeled clearly as a 'signing agent service fee' or 'appointment fee' to distinguish it from the notarization fees regulated by state statute.
Travel fee, printing, and scanning fees
Mobile notaries and signing agents typically charge: travel fee (flat rate or per-mile — common range: $15–$50 flat or $0.25–$0.75/mile); printing fee for loan packages ($20–$50 for double-sided printing of a full loan package); return shipping for documents requiring overnight delivery ($25–$45 actual cost or flat rate); and scanning/upload fees for lenders requiring wet-signed documents scanned and emailed same-day. List each of these as separate line items so the client can reconcile against their own fee schedule and so there's no ambiguity about what's included in the base signing fee.
Payment terms and preferred payment method
Net 15 is standard for title company and signing service invoices. Individual clients often pay at the signing (cash or check). For signing services that pay through their platform (Snapdocs, SigningOrder, etc.), you may not need a separate invoice — check their payment workflow. For direct title company relationships, Net 15–30 and ACH or check payment is typical. Include your Zelle/Venmo for individual clients who prefer immediate digital payment. For international wire (rare for notary work but possible for commercial transactions), note your bank details separately.
Notary invoice examples
Loan signing — refinance closing
INVOICE #NS-2026-0318
Dana Okafor, Notary Public | Commission #2026-CA-847291 | CA Commission Expires: March 2028 | NNA Certified Signing Agent | dana@dknotary.com | (310) 555-0177
Client: Pacific Coast Title Co. | Escrow Officer: M. Chen | File #: PCT-2026-44891 | Loan Type: Conventional Refinance | Signing Date: June 11, 2026 | Signer: Robert Pham
| Description | Amount |
|---|---|
| Loan signing agent service fee — conventional refinance | $125.00 |
| Notarization fees — 8 notarized signatures × $15 (CA max per signature) | $120.00 |
| Document printing — full loan package, double-sided (est. 180 pages) | $35.00 |
| Travel fee — 22 miles round trip to signer's address | $22.00 |
| Scan-back fee — wet-signed originals scanned and emailed same-day | $25.00 |
| Total — Net 15 | $327.00 |
General mobile notary — multiple documents, individual client
INVOICE #NS-2026-0319
Dana Okafor, Notary Public | Commission #2026-CA-847291 | Client: Maria Souza (individual) | Documents: Durable POA, Healthcare Directive, Trust Affidavit | Signing: June 12, 2026 — Client's home
| Mobile notary service fee (appointment, 45 min) | $75.00 |
| Durable Power of Attorney — 2 notarized signatures × $15 | $30.00 |
| Advance Healthcare Directive — 1 notarized signature × $15 | $15.00 |
| Trust Certification Affidavit — 1 notarized signature × $15 | $15.00 |
| Travel fee — 8 miles to client's home address | $10.00 |
| Total — due at signing | $145.00 |
5 invoicing rules for notaries and signing agents
Always itemize notarization fees separately from your signing fee
This is both a legal compliance issue and a practical billing one. Your notarization fee is regulated by state statute and capped per signature or per document. Your signing agent service fee is an unregulated market rate for your time, expertise, and appointment management. These are two different categories of charge and must appear as two different line items. Bundling them into a single 'notary fee' number obscures your compliance with state fee limits and makes your invoice harder for title companies to reconcile against the HUD-1 or Closing Disclosure.
Reference the state fee statute on every invoice
Including a brief note — 'Notarization fees comply with [State] [Code section] maximum of $X per notarized signature' — demonstrates that you know the rules and are following them. This is especially valuable for title company clients whose compliance departments verify notary fee compliance on every closing. It's also your defense if a client ever questions your rates. You shouldn't have to remember to cite the statute each time — put it in your invoice footer as a standard disclosure.
Invoice title companies by their file number, not just their name
Title company accounting teams process hundreds of closings per month. An invoice that says 'Pacific Coast Title Co. — June closing' will sit in AP for weeks. An invoice that says 'Pacific Coast Title Co. — File #PCT-2026-44891 — Escrow Officer: M. Chen — June 11 signing' matches their records immediately and gets processed faster. Ask your escrow contact for their file number every time you accept an order. Put it on the invoice. This alone meaningfully reduces your average days-to-payment from title companies.
Charge a separate fee for reverse mortgage signings
Reverse mortgage signings are significantly more time-intensive than conventional refinances — longer packages (often 200+ pages), more complex documents requiring careful explanation to elderly borrowers, longer appointment times (often 90+ minutes vs. 45 minutes for a refi), and often require scheduling around the borrower's schedule with less flexibility. Many signing agents price reverse mortgages at $50–$100 more than a standard refinance. If you're pricing these at the same rate as a conventional loan, you're undercharging. List the loan type on your invoice and use your loan-type-specific rate card consistently.
Set up Net 15 with title companies and get paid at the signing for individual clients
Two different billing tracks: title companies and signing services operate on Net 15–30 with AP departments — invoice after completion, expect payment by check or ACH within two weeks. Individual clients (estate attorneys, business owners, individuals needing POA or healthcare directives) should be expected to pay at the signing — cash, check, Venmo, or Zelle. Having your Venmo/Zelle QR code on your invoice makes this seamless. Never leave an individual client appointment without payment or a firm commitment to pay within 48 hours — collecting from individuals weeks later is significantly harder than collecting from businesses.
Frequently asked questions
How much can a notary charge per signature?↓
Notary fees are set by state law and vary significantly. A sample of state maximums per notarized signature (as of 2026): California: $15; Florida: $10; Texas: $6; New York: $2; Illinois: $1; Arizona: $10; Washington: $10; Colorado: $5; Georgia: $2; Virginia: $5. Some states cap per-document rather than per-signature, and some allow higher fees for electronic notarizations (RON). Always check your state's current statutes — some states have updated their fee schedules recently. These caps apply to the notarization act itself; your travel fee and signing agent service fee are not capped by these statutes.
What's a typical loan signing agent fee?↓
Loan signing agent fees vary by market, loan type, and whether printing is included. General market ranges (2026, US): standard conventional refinance or purchase (print-included): $100–$175; HELOC or home equity signing: $75–$125; reverse mortgage: $150–$250; commercial or complex transactions: $200–$400+; split signings (two separate appointments for same loan): priced as two separate signings. Fees are generally higher in high cost-of-living markets (California, New York, Pacific Northwest) and lower in lower cost-of-living markets. These are market rates, not regulated — charge what the market in your area supports.
Do notaries need a separate contract for loan signings?↓
For loan signings booked through signing services (Snapdocs, Notary Rotary, SigningOrder, etc.), the signing service's platform and order confirmation serves as your contract. For direct title company relationships, a master service agreement (MSA) or vendor agreement is common and worth having — it establishes your rates, payment terms, and liability coverage expectations in writing. For one-off individual clients, your invoice serves as the payment record. A signed service agreement isn't always practical for individual notarizations, but for recurring commercial clients, it's worth establishing agreed rates and payment terms in writing.
What should I do if a title company is late paying my invoice?↓
First, confirm that your invoice was received and that it included the file number, escrow officer name, and signing date — missing these details is the most common reason invoices sit in AP. If they confirm receipt but payment is delayed past your stated terms, send a polite follow-up referencing your invoice number and due date. Most title company AP departments are processing hundreds of invoices; a direct follow-up is often all that's needed. For persistent non-payment, escalate to the escrow officer (who booked you) rather than AP — they have an interest in maintaining their signing agent relationships and can push AP from the inside.
Do I need E&O insurance as a mobile notary or loan signing agent?↓
Errors & Omissions (E&O) insurance is not legally required for notaries in most states, but it is practically required to work with title companies and signing services. Most title companies and all major signing service platforms (Snapdocs, etc.) require E&O coverage as a condition of working with you — typically $25,000 minimum coverage, with many requiring $100,000+. E&O insurance for signing agents costs $50–$200/year depending on coverage level. It's one of the lowest-cost requirements to get into professional loan signing work and provides meaningful protection if you make an error on a loan signing that delays or derails a closing.
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