Your easy how-to list

How to open your account

1. Go to notarypilot.net and choose Sign in.
2. Enter the email address and password you used to create your account.
3. If you still need to start your subscription, open Billing and follow the steps there. If you used a free-access code, check Billing for your access details.

Remember: Your email address is your sign-in name. Use the same account on your phone and computer.

How to find your way around

1. On a computer, use the links at the top of the Dashboard.
2. On a phone, tap Jobs, Scan, New Job, or Contacts at the bottom.
3. On a phone, tap More for Expenses, Reports, Reconcile, Email Inbox, and Billing.

Remember: In these steps, “choose” means click with your mouse or tap with your finger.

How to add your business name, logo, and office address

1. Open the Dashboard and choose the gear-shaped Settings button.
2. Enter your Business name. Choose Upload logo if you want to add your logo.
3. Enter your Office address (for mileage). This is where calculated trips will start unless you change the starting point.
4. Add your Zelle email or phone and any payment note you want clients to see. Choose Save.

Remember: Check your business name before sending an invoice or reminder. Use your own business details, not sample details.

How to add a signing job yourself

1. Choose New job on the Dashboard, or New Job on your phone.
2. Enter the Date of service, Time of service, and Amount ($).
3. Add the Signer’s name, address, phone, and email. Add the Signing service, Company, and Title Co / Other when you have them.
4. Add the order or invoice number under Identifier. Add payment Terms, Notary acts, miles, or Notes if needed.
5. Check the details and choose Save job. Leave Payment received blank until you have been paid.

Remember: A signer is the person signing the papers. The client is the company that pays you.

How to turn an order PDF or picture into a job

1. Find the Signing Order window on the Dashboard.
2. Drop the order PDF or picture into that window. Or choose Import image to select a saved picture. Use Take picture to use your camera.
3. Wait for the job form to open with the details filled in.
4. Check the company, signer, address, date, time, fee, and phone numbers. Add anything missing, then choose Save job.

Remember: Use Signing Order for orders and Check for checks. A file placed in the wrong window should be rejected. Always check what the app reads before saving.

How to use a screenshot of an order

1. Open the order so its details are easy to read.
2. On Windows, press Windows + Shift + S. On a Mac, press Shift + Command + 4. Select the order area and save the picture if needed.
3. On a Samsung phone, briefly press the Side button and Volume Down together. The picture is saved to your photos.
4. Open NotaryPilot and use Import image in the Signing Order window to choose the saved picture.

Remember: Include the fee, date, signer, company, and contact details. A clear picture gives better results.

How to forward a signing-service email to create a job

1. Open Email Inbox in NotaryPilot. On a phone, find it under More.
2. Under Your forwarding address, choose Copy. This is your own private address.
3. Open the confirmation email from the signing service in your email app. Choose Forward.
4. Paste your private NotaryPilot address into the To box. Keep the full order details in the email, then choose Send.
5. Go back to Email Inbox and choose Refresh. Complete emails can create a job automatically; check Recent and your Job Records.
6. If the email appears under Needs review, choose Review & create. Fix or add the missing details, then choose Save job.

Remember: Use the address shown in your Email Inbox—not jobs@notarypilot.net. Keep it private. Forward readable details in the email itself; attachments alone are not read by this email feature. If nothing appears, contact support to check the mail connection. You do not need to change your own website or mail settings.

How to find, change, or delete a job

1. On the Dashboard, find Job Records. Type the client or signer’s name in Search jobs.
2. Use All statuses to choose Outstanding or Paid. Use From and To to narrow the dates.
3. For the job you want, choose its three-dot menu, then Edit. Change the details and choose Update.
4. To remove a job, choose Delete in that menu and confirm only if you are sure.

Remember: If View opens an invoice instead of the job form, use the three-dot menu and choose Edit.

How to keep company contact details

1. Open Contacts and choose New contact.
2. Enter the company name and the phone, email, address, and contact person you have. Save the contact.
3. When a saved job offers to add company details to Contacts, review the suggestion before accepting it.
4. To bring in existing contacts, use Import file for your saved list, or Import from jobs for company details already in your jobs.

Remember: Keep the company that pays you separate from the signer. Check imported contacts for missing or repeated details.

How to record payment from a check picture or PDF

1. Find the Check window on the Dashboard. Drop in the check PDF or picture, use Import image, or use Take picture.
2. Check the amount, check number, check date, and issuing company that the app reads.
3. Choose the correct unpaid job from the suggested matches, then choose Use selected invoice.
4. Check Payment received and the check details in the job form. Choose Update to save the payment.

Remember: If the job is not in your records yet, choose Create new job. Do not create a second copy of an existing job. Scanning a check records details; it does not deposit the check at your bank.

How to mark a job paid without scanning a check

1. Find the job in Job Records. Choose its three-dot menu, then Edit.
2. Enter the date you were paid under Payment received.
3. Add the check details if there was a check, or write how you were paid in Notes.
4. Choose Update. The job will show Paid.

Remember: Only mark a job paid after you actually receive payment.

How to make an invoice for an existing job

1. Find the job, open its three-dot menu, and choose Create invoice.
2. Check who is being billed, the mailing address, dates, descriptions, quantities, and prices.
3. Save the invoice. Its page will open so you can check it.

Remember: Use the existing job’s menu to avoid making a second job. New invoice is for a new invoice and creates a matching job record.

How to email, print, or download an invoice

1. Open the job’s menu and choose View invoice, or choose View for a job that already has an invoice.
2. Check the invoice and the client’s email address before sending it.
3. Choose Email invoice, enter the client’s email, and choose Send. Choose Print for a paper copy or Download PDF for a saved copy.
4. Choose Copy pay link if you want to paste the payment-page link into your own email.

Remember: Clients can see the payment choices set up for your account. Card payments require a connected payment service; creating an account alone does not set that up.

How to follow up on an unpaid job

1. Make sure the job has the correct service date, fee, and client contact email.
2. In Job Records, choose Outstanding to find unpaid jobs.
3. For a job you want to follow up on now, choose its three-dot menu and Send reminder.
4. When payment arrives, edit the job, enter Payment received, and choose Update so it stops being treated as unpaid.

Remember: Automatic notices use net-30: payment is due 30 days after service. The first notice is at 2 days late, then every 3 days while unpaid. Example: 32 days since service means 2 days late—not 32 days late. Sending notices needs a working email connection and a client email address.

How to look back at earlier scans

1. On the Dashboard, choose View history on a scanner card.
2. Choose a scan in the list to open its linked job, when a job is available.
3. Check the job’s details before changing them.

How to calculate round-trip miles for a job

1. Save your Office address (for mileage) in the Dashboard’s Settings first.
2. Open a new job or edit a job. Enter the full Signer address.
3. Leave Starting point blank to start at your office. Enter a different address there if you are starting somewhere else.
4. Choose Calculate round trip. Check the miles, then choose Save job or Update.
5. Open Expenses, then Mileage, to see the saved trip.

Remember: Round trip means going there and coming back. The result is a driving-distance estimate. Change it if your actual trip was different. Calculation and saving mileage need internet.

How to enter miles yourself

1. In a job form, type the total there-and-back miles into Round-trip miles (optional). Save or update the job while online.
2. For a trip that is not linked to a job, open Expenses, choose Mileage, then Add mileage.
3. Enter the date, miles, purpose, and From and To locations. Choose Save.

Remember: Record each trip once. Do not add it again if the job already saved it to Mileage.

How to import miles from Everlance or MileIQ

1. In Everlance or MileIQ, export your trips to a CSV or Excel file and save it on your phone or computer. Their export buttons may vary.
2. In NotaryPilot, open Expenses, choose Mileage, then Import.
3. Choose the file you saved. If Choose categories to import appears, select only the business trips you want, then choose Import selected.
4. Read the import result and check the trips in Mileage.

Remember: Avoid importing the same file twice or importing trips you already entered through a job. NotaryPilot imports a saved file; it does not watch your driving or keep a live connection to those apps.

How to record a business expense

1. Open Expenses and stay on the Expenses tab.
2. Choose Add expense. Enter the date, category, description, and amount.
3. Add a note if needed, then choose Save.
4. Use the pencil beside an expense to change it. Use the trash button only if you want to delete it.

Remember: Keep your receipts separately. Ask your tax professional which expenses you may deduct.

How to see your earnings and unpaid work

1. Open Financial Overview. On a phone, find it under More.
2. Choose the period you want to look at.
3. Review the payment, expense, and income totals. Keep your jobs and payment dates up to date so the totals are useful.

How to prepare a report for your accountant

1. Open Reports. Choose the year or date range you need.
2. Review the income, expense, mileage, and notary-act totals.
3. Choose Download XLSX to save a spreadsheet. Share it with your accountant along with your receipts and other records.

Remember: Reports help organize your records. They do not file a tax return or replace tax advice.

How to match bank deposits to jobs

1. Download a CSV file of transactions from your bank. Save it on your device.
2. Open Reconcile and upload that file.
3. Review the suggested matches between deposits and unpaid jobs. Choose or correct the job matches before applying them.
4. Check the updated jobs afterward. A deposit for several jobs may need your own review.

Remember: This uses a file you upload. NotaryPilot does not automatically connect to your bank.

How to bring in job records or save a copy

1. To bring in old jobs, choose Import in Job Records and select a CSV, Excel, or JSON file.
2. Read the result and check the imported jobs for missing details or duplicates.
3. To save a copy, set your search, status, and date filters first. Choose Export, then CSV, Excel, or JSON.

Remember: The job export follows your current filters. Clear them if you want all jobs. File columns must be recognizable; not every file from another app will match.

How to save a QuickBooks-style payment file

1. Open Reconcile.
2. Choose Export QuickBooks CSV to download your paid-job records.
3. Check the file with your bookkeeper before importing it into your accounting software.

Remember: This is a file export, not a live connection. Import options depend on your accounting software and plan.

How to put NotaryPilot on your computer's taskbar or desktop

1. On your computer, open Chrome and go to notarypilot.net. Sign in as usual.
2. Look at the right end of the address bar for a small install icon (a screen with a down arrow). Choose it, then choose Install.
3. If you do not see that icon, open Chrome's three-dot menu, choose Cast, save, and share, then choose Install page as app.
4. If a box says Create shortcuts, tick it before you choose Install. That puts a NotaryPilot icon on your desktop.
5. Once the NotaryPilot window is open, right-click its icon on the taskbar at the bottom of your screen, then choose More, then Pin to taskbar. It stays there after you close the window.
6. Closed the window and cannot find it? Click Start at the bottom-left and type NotaryPilot, or open Chrome's three-dot menu and choose Apps. Choose NotaryPilot to open it again.

Remember: The computer app and the website use the same account and subscription. There is no extra fee. It works like the website and needs internet. If Start and Apps both show nothing, install it again and tick Create shortcuts.

How to put NotaryPilot on your Android home screen

1. On your Android phone, open Chrome and go to notarypilot.net. Sign in while you have internet.
2. Open Chrome’s three-dot menu. Choose Install app or Add to Home screen, then follow the prompts.
3. Open NotaryPilot from its new icon and use your usual account.

Remember: The phone app and website use the same account and subscription. There is no extra app fee. Google Play availability depends on the app’s release or your tester invitation.

How to work when you have no internet

1. While online, sign in and open the pages and records you expect to need on this device.
2. When you lose internet, open the installed app to see saved records. You can add or edit job records.
3. Choose Save job or Update. Look for the message saying the job is saved on this phone.
4. Reconnect to internet and open the app. Wait for saved changes to upload, then check that your jobs are there.

Remember: Scans, email, mileage calculation, mileage and expense saves, invoices, and imports need internet. Miles typed into an offline job are not saved to Mileage; enter them again when online. Do not sign out, clear app data, or remove the app before your job changes upload. Saved offline records are available only on that device until uploaded.

How to reset a forgotten password or find your sign-in name

1. On the Sign in page, enter the email address you used for NotaryPilot.
2. Choose Forgot your password? Check that email inbox and its spam folder.
3. Open the reset link in the email and follow the steps to choose a new password.
4. If you forgot which email you used, search your email accounts for a NotaryPilot welcome or billing message. That address is your sign-in name. If you still cannot find it, contact support.

Remember: Never send anyone your password, password-reset link, or private forwarding address.

How to manage your subscription

1. Open Billing. On a phone, choose More, then Billing & Subscription.
2. Choose Manage subscription to review billing details, change your payment method, or cancel.
3. Read the dates shown before confirming a change. Free-access accounts show their access details instead of a paid subscription.

Remember: Creating an account is not the same as starting a paid subscription. Check Billing for your own access and renewal details.

How to get help when something does not look right

1. Write down what you were trying to do and any message shown on the screen.
2. Email jjhoyt@gmail.com with your NotaryPilot sign-in email and a short explanation.
3. If you send a screenshot, cover signer details, check numbers, bank details, and other private information first.