Why notary publics should send professional invoices
As a notary public, you have unique qualifications and skills. You provide an essential service to the public, so you need an invoice that is flexible enough to capture all the important authorization services you provide.
Your invoices must look professional and organized to include all the pertinent details, while still being easy-to-understand for clients who often aren’t familiar with the required documentation processes.
A polished and well-designed invoice also reflects on your image, and helps create confidence and trust in your expertise and knowledge as a notary public.
- Look through our wide selection of specially designed public notary invoice templates in different styles and colors, and pick the one you like in the format you use – Word, Excel, PDF, Google Docs, or Google Sheets
- Download the invoice template. It’s free!
- Insert your business name and contact information. If you provide specialized notary public services, such as affidavits – insert it here
- Add in your notary public business logo, if you have one – along with your website, and your professional qualifications
- Add in your client’s name and contact information, and the name of any witnesses, if appropriate, and their contact details
- Generate a unique invoice number and add it on at the top
- Include the invoice date, the date of the service or services you provided, and the payment due date
- List all required information, such as document identification, and witness names and addresses
- List your fees for each service. You can add or remove lines to customize the invoice format to meet the specific notary public needs for that particular client
- If you are including a discount for a high volume of work, or for any other reason, add a line explaining the discount so your client knows they are receiving a special rate
- Calculate the total cost, including applicable tax, and list the total
- Include your payment terms, including the methods of payment you accept
- To enhance your great customer service, add a personal line at the end, such as a thank you for the business, or to wish your client good luck. It could lead to repeat business and referrals!
- Save the invoice – and give a copy to your client!
When is the right time to send an invoice as a notary public?
The right time to send an invoice differs as it depends on the type of notary public services you provide. Many notary publics ask for payment as soon as the service has been performed. If you offer your notary public services on retainer, you will want to invoice monthly, or at another appropriate time period, to keep the revenue flowing in.
Handy invoicing tips for notary publics
Detail, details, details
You provide an extremely detailed and precise service that needs to be done accurately in order to be effective. Although you want your invoice to be clear and easy-to-read, don’t be afraid to add in all the necessary details. You want your clients to understand exactly what goes into the service you provide so misunderstandings won’t hold up your payment.
Try to accept a variety of payment methods
Look into e-Transfers and other online payment options so you can get that revenue coming in faster than a check or snail mail. Your clients will appreciate the opportunity to pay for your professional services in the way that is most convenient to them.
Keep a record of your work with numbered invoices
Numbered invoices help you keep track of your finances, and highlight your professionalism by having an organized payment system in place.
Make sure your contact info is correct and accessible
You want to make it as easy as possible for your clients to pay you. Your contact information can’t be missed if it’s the first thing they see at the top of your invoice.