Notary invoice template

What it works out

You pick the state that commissioned you, then add one line per charge. Each line is one of three kinds, and the tool checks it against the cap that applies to that kind in your state's rule:

1. The remote fee. In most states with a cap it is the whole fee for a remote act. In Texas and Pennsylvania it sits on top of the regular fee for the act, so the invoice carries two lines per act. In Missouri it is counted per signature.
2. The regular act fee (Texas and Pennsylvania only): an acknowledgment, an oath, a copy, checked against the state's own schedule. An acknowledgment's cap grows with each added signer on the certificate.
3. Other charges that are not a notarial fee. The tool does not check them, because no cap we read covers them; whether your state lets you add one, and how you must disclose it, is a question for your state's rule.

A line above the cap is flagged in place and counted in the result. The invoice under the form is what prints: your header, the lines as a ruled table, the total, and the state's fee rule as its last line, so the client sees what the law allows. That matters most where the rule attaches conditions to a fee instead of a number, as in Maine, Kansas and Missouri's transaction fee, and in Pennsylvania, where the Department of State says a notary who charges fees must give an itemized receipt. The Texas schedule is read from Tex. Gov't Code § 406.024(a), the Pennsylvania one from its Department of State fee page.

Worked example

The tool opens on a Texas online session: one signer, one acknowledgment and one affidavit sworn with a certificate. Texas lets the notary charge $10 for the acknowledgment's first signature and $10 for the oath, and then up to $25 for each online notarization on top. Worked by hand, the most the notary may bill is $70.00, and the default fees sit exactly on the caps. The last two rows put a Florida act at $25 and at $35: the second is flagged.

Each fee against its cap

A Pennsylvania notary running the same session bills the regular fees from the Department's schedule plus the remote technology fee per act; switch the state in the tool and the caps change with it. The remote notarization fees by state guide sets every state's rule side by side.

State notes

What the invoice checks in each state, and the rule it rests on. The rule's own words, conditions included, are set out state by state in remote notarization fees by state.