Quick answer: Send the invoice the same day as the signing. Include the file number, signer name, date of service, itemized fees, Net 30 terms, and how to pay. Then follow up as soon as it's past due.
What to put on every signing invoice
- A unique, sequential invoice number (e.g. INV-2026-0042).
- Who you're billing: the signing service, title company, or lender — and their contact.
- Signer name, file/loan/escrow number, property address, and date of service.
- Line items: signing fee, notarial acts, travel or print fees.
- Payment terms (Net 30 is common) and a due date.
- How to pay: check address, Zelle, or a card payment link.
When to send it
Same day. Signing services batch payments, and an invoice that arrives late often lands in the next cycle. Sending immediately also starts your 30-day clock.
Following up on unpaid invoices
Keep it polite and factual: invoice number, date of service, amount, and how many days past due. See our guide to getting paid by slow signing services.
Do it in one click
NotaryPilot creates numbered invoices with notary line items preloaded, prints or saves them as PDF, and automatically emails you a ready-to-forward reminder when a payment is 2 days past net-30 — then every 3 days until it's paid. Need something free today? Use the free notary invoice template.
Frequently asked questions
- What should a notary signing agent invoice include?
- Your name or business, invoice number and date, the signing service or title company billed, signer name, file or loan number, date of service, property address, itemized fees, payment terms, and how to pay.
- What payment terms do signing agents use?
- Many signing services pay on their own schedule, often around 30 days. Stating Net 30 (or shorter) on your invoice gives you a clear due date to follow up from.
- Do I need to send an invoice if the signing service has its own platform?
- Some platforms generate payment automatically, but keeping your own invoice and record for every signing makes it far easier to spot missing payments and reconcile checks.