Notary business software built for working notaries
Stop juggling spreadsheets, invoices, and follow-ups. NotaryPilot is the simple, notary-built workspace that scans your signing orders and checks, tracks every job, invoices your clients, chases overdue payments, logs mileage and expenses, and delivers tax-ready reports — all with no learning curve. Founding Member Pricing is just $6.50/month for 3 years, limited time offer.
No charge for 14 days. No credit card required to start; cancel anytime and you keep access through the end of your paid period.
What is NotaryPilot?
NotaryPilot is all-in-one back-office software built for notary signing agents that streamlines invoicing, payment tracking, and automated bookkeeping. It scans signing orders and check images with AI to create job records, chases overdue clients with automatic reminder emails, logs expenses and IRS-rate mileage, and produces tax-ready reports. It costs $6.50 per month after a 14-day free trial, with no tiers, add-ons, or ads.
NotaryPilot at a glance
- Best for: solo notary signing agents and mobile notaries running their own book of business.
- Price: $6.50/monthflat, 14-day free trial, cancel anytime.
- Platform: web app that works in any desktop or phone browser, plus an installable Android app (Google Play listing coming soon) that keeps working offline.
- Core strengths: AI signing-order and check scanning, invoicing with PDF export, card and Zelle payment pages, automatic overdue reminders, auto-calculated round-trip mileage, expense tracking, Schedule C tax reports, bank reconciliation, and an installable Android app that works offline.
- Unique differentiator: a built-in MCP server that lets ChatGPT, Claude, and other AI assistants read and update your notary records by prompt.
- Built by: a working Arizona notary signing agent, not a general accounting vendor.
Everything a notary needs to run a business
Organize assignments, clients, invoices, payments, mileage, expenses, and tax reports — whether your work comes from title companies, lenders, attorneys, or signing platforms like Snapdocs and SigningOrder.
Scan signing orders instantly
Drop a signing order image, PDF, or phone photo and NotaryPilot pulls out the hiring company, signer, fee, signing date, and file/order numbers to auto-create a Job Record.
Log every job in seconds
Track signing service, company, signer, service date, fee, terms, notary acts, and up to two file/order/invoice numbers per job.
Drop-in check reader
Drag a check PDF or image and the app auto-extracts the payer, check #, date, and amount — then matches it to the right job or invoice.
Invoices with PDF & print
Generate professional invoices with sequential numbering, edit line items and rates, print, or export to PDF — with a matching job record created automatically.
Get paid by card or Zelle
Send clients a hosted payment page with your Zelle info and a card option. Card payments run through your own free Square account (standard Square card fees apply; NotaryPilot takes nothing), and paid invoices are marked automatically.
Automatic overdue reminders
Two days after the net-30 due date, NotaryPilot emails you a ready-to-forward reminder, then another every three days until it's paid.
Built-in contact manager
Keep clients, signing services, and signers organized with multiple phones, emails, and addresses — and create an invoice for any contact in one click.
Expenses & IRS mileage
Log business expenses and trips, or import mileage directly from Everlance or MileIQ exports. NotaryPilot applies the IRS standard rate for you.
Automatic round-trip mileage
With your office address saved, the app measures the drive from your office (or any starting point you choose) to the signer and logs the round-trip miles on the job automatically. And if you prefer to track with a mileage app like Everlance or MileIQ, NotaryPilot lets you import that data just as easily.
Android app that works offline
Install NotaryPilot on your Android phone (Google Play listing coming soon), and it keeps working with no internet — create jobs, save checks, and log miles on the road; everything syncs when you're back online.
Email-in a signing order
Forward the confirmation email from any signing service straight into NotaryPilot and it builds the job record for you — no retyping, no copy-paste.
Tax-ready reports
Annual and quarterly income summaries plus a Schedule C estimate — everything you need to hand your CPA at tax time.
Financial Overview
See revenue by client and month, compare billed vs. received income, and track outstanding balances at a glance — all on one analytics screen.
Bank reconciliation
Import a bank CSV or XLSX and NotaryPilot fuzzy-matches deposits to your invoices, with a QuickBooks-ready export.
Import & export anywhere
Bring in existing job records and mileage from a spreadsheet, and export your full history to Excel, CSV, or JSON for backup, taxes, or your accountant.
Search, sort, and filter
Find any job by signer, client, or status, and filter by any date range.
Mobile check & order capture
Snap a check or signing order right from your phone camera in the field — no scanner or desktop required.
AI assistant ready (MCP)
Connect Claude, ChatGPT, or any MCP client to safely query and update your own NotaryPilot data with your voice or a prompt.
Private to you
Your records are locked to your account with row-level security. Nobody else sees your book of business.
Ad-free, no upsells
No ads, no upsells, no add-on tiers. One flat price and a workspace built by a working notary.
Works with wherever your assignments come from
Assignments arrive from many places — signing platforms, title companies, lenders, and attorneys. NotaryPilot keeps them all organized in one place.
After years of managing signings with spreadsheets, QuickBooks, paper files, and multiple websites, I was delighted to have discovered NotaryPilot. I now use it exclusively to manage my notary business.
Alex Huntsberry
Arizona Notary Signing Agent
Customer testimonial
The AI-powered notary tool: ChatGPT, Claude, and MCP
NotaryPilot ships its own Model Context Protocol (MCP) server, so any MCP-compatible assistant — ChatGPT, Claude, or your own client — can securely work with your notary data after you sign in. No other notary bookkeeping product exposes your book of business to an AI assistant this way.
- Ask "which invoices are more than 30 days overdue?" and get an answer from your live records.
- Create, update, or delete a job record by prompt instead of filling a form.
- Mark an invoice paid by telling your assistant the check arrived.
- Access is OAuth-protected and scoped to your own account only.
AI that does the data entry, too
Drop in a signing order or a check — PDF, screenshot, or phone photo — and NotaryPilot extracts the hiring company, signer, fee, dates, check number, and order numbers automatically. You can also forward a signing-service email straight into your account and let it build the job record for you.
Common questions about notary business management software
What is the best bookkeeping software for notaries?
General tools like QuickBooks track money but know nothing about signings, notary acts, or signing-service invoices. NotaryPilot is purpose-built for notary signing agents: it tracks jobs, invoices, notary acts, mileage, and check payments in one place and exports a tax-ready summary for your CPA.
How much does NotaryPilot cost?
$6.50 per month after a 14-day free trial. One flat price with unlimited signings, invoices, and check uploads — no tiers, no add-ons, no ads.
How does NotaryPilot compare to NotaryGadget and Notary Assist?
All three handle invoicing and income tracking. NotaryPilot adds AI scanning of signing orders and checks, hosted card and Zelle payment pages, automatic overdue reminders, bank reconciliation, and MCP access from AI assistants. See the NotaryGadget vs NotaryPilot comparison or the Notary Assist alternative page.
Does NotaryPilot work on a phone?
Yes. It runs in any mobile browser, installs as an Android app (Google Play listing coming soon), and keeps working offline — create jobs, save checks, and log miles without a connection, and everything syncs once you're back online. You can also photograph a check or signing order in the field to create the record on the spot.
Who is NotaryPilot for?
Solo notary signing agents and mobile notaries who take work from title companies, lenders, attorneys, and signing services such as Snapdocs, SigningOrder, and NotaryDash.
Founding Member Pricing
One flat price. Unlimited signings, invoices, and check uploads.
Lock in $6.50/month for 3 Years
Free for 14 days, then $6.50/month. Cancel anytime — no pro-rated charges, access runs to the end of your paid period.