Quick answer: Log every signing the day it happens, know each one's due date, send a short reminder 2 days after net-30, and repeat every 3 days. Most "lost" payments are simply ones nobody followed up on.
Step 1: Know exactly what's owed
You can't chase what you can't see. Keep a list of every signing with the company, file number, fee, and date of service. When a check arrives, match it to the signing and mark it paid.
Step 2: Use a predictable follow-up schedule
- Day 0: invoice the same day as the signing.
- Day 32 (2 days past net-30): first friendly reminder.
- Every 3 days after: short follow-up with the same details.
Step 3: Keep reminders short and factual
Include the invoice number, signer name, file number, date of service, amount, and how many days past due. No apologies, no anger — just the facts that make it easy for their accounts-payable team to pay.
Step 4: Track who pays slowly
Over a few months, your records show which companies pay on time. Use that when deciding which assignments to accept. Our signing platforms comparison can help.
Let software do the chasing
NotaryPilot tracks every open signing, emails you a ready-to-forward reminder on exactly this schedule, and reads check PDFs or photos to mark jobs paid. It's $6.50/month after a 14-day free trial. Learn more about notary invoice software.
Frequently asked questions
- How long do signing services take to pay notaries?
- It varies by company. Many pay roughly 30 days after the signing, some faster, and some much slower. Track each company's real payment history so you know who to prioritize.
- When should I send a payment reminder?
- A good rule is a first reminder shortly after the net-30 due date — NotaryPilot uses 2 days late — then every few days until paid.
- How do I know which signings are still unpaid?
- Keep one record per signing and mark it paid when the check or deposit arrives. NotaryPilot reads check PDFs and photos and matches them to the open job for you.