Mobile Notary Invoice Template
A mobile notary invoice should separate the per-notarization fee (capped by your state) from the travel fee, and itemize print, scan, and after-hours charges as their own lines — because only the notarial act is regulated, the trip and the paperwork are not. ShowTheReceipts saves your signing and travel lines so every appointment prices the same way twice, holds a deposit for out-of-area trips, and takes the card before you leave the table.
Header block
- Notary name, commission number and expiry, state
- Client / signing company name and contact
- Signing address and appointment date/time
- Invoice number, payment method
Signing lines
- Notarization fee — number of seals × your state’s per-notarization cap
- Travel fee — flat within a zone, by distance beyond, its own line
- Print / document prep — per page or per set, if you printed
- Scan-backs — flat fee if the signing company requires them
- After-hours / weekend surcharge — only when it applies
- Loan signing package — flat fee in place of per-seal lines for full packages
Fees and terms
| Item | Standard |
|---|---|
| Notarization fee | Capped per seal by your state |
| Travel fee | Uncapped — flat in-zone, distance-based beyond |
| Print / scan | Per page or flat, itemized |
| After-hours | Surcharge stated up front |
| Trip / no-show | Trip fee charged even if signing doesn’t complete |
Only the seal is regulated. The travel, the print, and the wait are services you price freely — so put them on their own lines and never fold them into the seal fee.
Records attached to the signing
Your journal entry, the signer’s ID verification, and the completed document list. Keep them with the appointment record so the journal, the IDs, and the invoice all live in one searchable place.
What not to do
- Don’t roll travel into the notarization fee — that can read as overcharging on the capped part
- Don’t skip a trip fee when a signing falls through after you’ve driven out
- Don’t forget the after-hours surcharge you agreed to verbally
- Don’t keep the journal in one place and the invoice in another
Frequently asked questions
What should be on a mobile notary invoice?
The number of notarizations at your state's per-seal cap, the travel fee on its own line, print and scan charges if you provided documents, any after-hours surcharge, and the total. Keeping the notarial fee and the travel fee separate matters because only the seal is regulated — the trip is a service you price freely.
Can I charge more than my state's notary fee cap?
Not for the notarial act itself — most states cap what you can charge per notarization. But the travel, waiting time, printing, and scanning are separate services with no cap, so you itemize those on their own lines. That's how mobile notaries earn a real fee while staying compliant on the regulated part.
How do I bill a loan signing versus a single notarization?
A loan signing is priced as a flat signing fee that covers the full package — often $75–$200 depending on the market and document count — while a single acknowledgment is billed per seal plus travel. State which you're doing on the invoice so the client sees a package fee, not a stack of per-seal lines.
What records do I keep with each signing?
Your notarial journal entry, the signer's ID details as your state requires, and the appointment and payment record. Keep them together and searchable — if a signing is ever questioned, the journal and the invoice being in the same place is what turns a dispute into a lookup.