Free Notary Invoice Template & Generator
Create a free notary invoice for notarizations, loan signings, and mobile travel fees. Enter your per-signature charges and trip fee, then download a polished PDF — no signup to preview.
Preview free. PDF downloads cost $4.99, or choose Unlimited at $9/month.
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| Description | Qty | Rate | Amount |
|---|---|---|---|
| Notarial acts / signatures notarized | 6 | $10.00 | $60.00 |
| Mobile travel fee (loan signing appointment) | 1 | $45.00 | $45.00 |
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Notary Invoicing by the Numbers
Most notaries and mobile signing agents work for themselves, so a clear invoice is how you actually get paid for each notarization and travel fee. That independent path is the norm: 72.7 million Americans worked independently in 2024, a record high, with full-time independent workers up 6.5% to 27.7 million, according to MBO Partners (2024). Cash flow is the catch. The U.S. Federal Reserve (2025) found 51% of small employer firms cited uneven cash flow as a top challenge, and Intuit QuickBooks (2025) reports 56% of small businesses are owed money on unpaid invoices, averaging about $17,500 each. Itemized invoices with online payment help notaries get paid faster.
What every notary invoice needs
Separate your statutory notarial fees from your travel or convenience fees, because most states cap what a notary can charge per notarized signature or stamp. List the number of acts performed, the date, and the appointment location for mobile work. For loan signing agents, bill the signing fee as one line and itemize any printing, scanning, or additional trips so the title or escrow company can match it to the file.
Per-act caps and mobile notary travel fees
State law sets a maximum notarial fee per act — often between $5 and $25 depending on the state — and your invoice should stay within that cap for the notarization itself. Travel fees for mobile notaries are usually not regulated and are billed separately, so clients can see what's statutory versus what's for your time and mileage. Always label travel and printing as distinct line items to keep the statutory portion transparent.
How to make a notary invoice in 7 steps
Open the invoice with the fields already set up
Start from this page so the invoice loads with line items and wording used for notary work. Creating and previewing needs no account.
Add your details and the client
Enter your business name, address and contact details, then the client name and billing address exactly as they should appear on the record.
Give the invoice a number and dates
Use a unique invoice number in one unbroken run, then set the issue date and the due date so the payment term is unambiguous.
Replace the sample lines with the work you did
Swap the example lines for the real job. Describe the unit you are billing, whether that is hours, visits, or units, and put the rate on the same line. The starting lines here open with notarial acts / signatures notarized.
Check the totals and any tax
Totals calculate as you type. Confirm the quantities, rates and any tax line against your own records, since sales tax rules and what is taxable differ by jurisdiction.
State how and when to pay
Add the payment terms, the methods you accept and any late fee your agreement allows, so the client has no reason to wait for clarification.
Preview, then download the PDF
Read the finished invoice before you send it. Preview is free; a PDF download costs $4.99, or is included with Unlimited.
Frequently asked questions
How much can a notary charge per signature?
Each U.S. state sets its own maximum notarial fee per act, commonly ranging from about $5 to $25 per notarized signature or stamp. Your invoice should keep the notarization charge within your state's cap and list travel or convenience fees as separate lines. Check your state's notary statute or commissioning authority for the exact maximum before you bill.
Can a mobile notary charge a travel fee?
Yes. Travel fees are generally separate from the regulated per-act notarial fee and are not capped in most states, so a mobile notary can bill for mileage and time to come to you. List the travel fee as its own line item, distinct from the statutory notarization charge, so the client can clearly see what portion is set by law and what covers your trip.
Do notaries charge sales tax on their fees?
Notarial fees set by statute are generally not subject to sales tax, as they're official acts rather than taxable goods or services. Travel and convenience fees are usually treated the same way, but service-tax rules vary by state. Confirm with your state's department of revenue, and only add a sales-tax line to your notary invoice if your state specifically requires it.