Mobile notaries and loan signing agents travel to homes, offices, and hospitals to notarize documents and oversee real estate signings. Their invoices go to title companies, escrow officers, law firms, and individuals, and they must separate the notarial fees, which are often capped by state law, from travel, printing, and convenience fees. This Mobile Notary Invoice Template does that with the look of an official certificate: a navy and gold double border around the page and a gold starburst seal with red ribbons.
Mobile Notaries and Loan Signing Agents
It suits mobile notaries, loan signing agents, remote online notaries billing for in-person work, hospital and jail notary services, and law firm and title company staff notaries doing outside appointments. The sample shows a mobile notary and loan signing agent invoicing a title company for an after-hours refinance signing at the borrowers’ home.
A Certificate Border and a Gold Seal
The whole page is framed by a thick navy line with a thinner gold line inside it, like a certificate or diploma. In the top-right corner, a gold starburst seal with a white inner ring and a gold center carries NOTARY PUBLIC, with two red ribbon tails hanging below. Notary Services Invoice is set in Cinzel, with the notary’s name and role in gold italic Lora and the commission number, expiry, certification, and phone beneath a gold rule.
The Bill To block and the invoice number, signing date, and journal entry follow. A strip records the signers, location, appointment time, and signing type. The services table lists the loan package, notarial acts, travel, after-hours, and courier return. A state fee note sits beside the totals, and the notary signature line completes the page.
Notarial Fees vs Other Fees
Most states set a maximum fee per notarial act, but allow separate, agreed charges for travel and other services. Keeping them apart on the invoice shows you complied:
| Fee type | How it is set | In the sample |
|---|---|---|
| Acknowledgment or jurat | Per signature, capped by state law | 8 acts at $15 |
| Loan signing package | Agreed with the title or signing company | $150 flat |
| Travel | Agreed in advance, per trip or mileage | $35 for 22 miles |
| After-hours or rush | Agreed in advance | $25 |
| Printing and shipping | Agreed in advance or at cost | Included in the package |
The Sample Signing
The refinance package, including printing and FedEx return, is $150. Six acknowledgments (two signers, three documents) and two jurists at $15 each add $120, travel of 22 miles round trip $35, and the after-hours appointment $25, for $330.00 due to the title company on Net 15 terms.
Journal Entries and Record Keeping
Most states require notaries to keep a journal of notarial acts, recording the date, document type, signers, and how their identity was verified. The invoice references the journal entry number, linking the bill to your official record. Never include signers’ ID numbers on the invoice; they belong in the journal only.
Updating the Seal
The starburst, rings, and ribbons are grouped, and the NOTARY PUBLIC text sits on top. You can recolor the seal silver or bronze, or replace the text with your initials. The seal is decorative: it is not your official notary stamp, which should never be reproduced on an invoice.
Editing the Signing Details and Services
The signing strip, services table, and totals are editor tables. Open any of them with a double-click or Edit Table Data; + Add Row and − Remove Last change the number of services. Fees are typed values, so count the acts, apply your state’s rate, and total the invoice yourself.
Travel Fees Agreed in Advance
Travel fees are the most common source of disputes. Quote them when the appointment is booked, in writing, and put the mileage or zone on the invoice. The state fee note in the sample confirms that travel, printing and after-hours fees were agreed before the appointment, which is also a requirement in several states.
Changing the Certificate Colors
Navy and gold look official and trustworthy. Burgundy and gold or forest green and gold work just as well. Change the outer border, the table headers, and the amount due row together, and keep the inner gold line thin so the page still reads as a certificate.
Sending to Title and Escrow Companies
This template uses a letter-size page. Email the invoice to the closing coordinator with the file number in the subject line, along with the shipping tracking number for the signed documents. Title companies process many signings a day, so clear references speed up payment.
General Notary Work for Individuals
For powers of attorney, wills, vehicle titles, and school forms, individuals usually pay on the spot. Use the same layout, put the customer in the Bill To block, and change the signing type to General notary work. Printing the fee cap note reassures customers that the charges are fair.
Hospital and Care Home Visits
Notarizing for a patient or care home resident takes extra time, since you may need to confirm the signer is alert and willing and coordinate with staff. Charge a clear travel or visit fee for these appointments and note the facility in the signing strip. Families appreciate knowing the costs before you arrive.
Identity Checks and Refused Signings
A notary must be satisfied of each signer’s identity, usually from current government photo ID, and that they are signing willingly. If a signer cannot produce acceptable ID or seems confused or pressured, the notary must decline. Record the reason in your journal and, if your agreement allows a trip fee, invoice it with a neutral description such as Signing not completed: ID not available.
Notary Invoice FAQs
Can I charge more than the state maximum per signature?
No. Charge the capped amount for notarial acts and bill other services separately as agreed.
Should I invoice the borrower or the title company?
Invoice whoever booked you, usually the title company or signing service.
What if a signing is canceled at the table?
Bill a trip fee if it was agreed in advance, and note the reason on the invoice.
