A signing agent invoice should include your business name and contact details, an invoice number, the invoice date, the company being billed, the signing date, borrower last name or file number, a line for the agreed fee, payment terms and due date, and how to pay. Send it the day of the signing.
Fields to include
- Your name or business name, email and phone
- Invoice number (unique, in sequence)
- Invoice date and due date
- Bill to: company name and accounts-payable contact
- Order or file number, borrower last name, property city
- Signing date and type (refinance, purchase, HELOC, etc.)
- Agreed fee, and any agreed extras (for example, extra trip or extra pages), each on its own line
- Payment terms you confirmed when you accepted (for example, “Net 30”)
- How to pay: the payment method the company uses
Copy this template
INVOICE #2026-0001
From: [Your name / business] · [email] · [phone]
Date: [invoice date] Due: [due date per agreed terms]
Bill to: [Company name], Attn: [AP contact / email]
Order / file #: [number] Borrower: [last name] Property: [city, state]
Signing date: [date] Type: [refinance / purchase / ...]
Description Amount
Loan signing — agreed fee $[amount]
[Agreed extra, if any] $[amount]
TOTAL $[amount]
Terms: [as agreed when the order was accepted, e.g. Net 30]
Pay by: [method]
Thank you.
Numbering and tracking
Use one sequence (for example 2026-0001, 2026-0002) and log each invoice the same day: company, amount, date sent, due date and status. That log is what tells you when to follow up.
When to follow up
Check in on the due date, then follow a set schedule. See what to do when a signing company pays late.
Want it done for you?
The Payment Toolkit includes a payment tracker spreadsheet that flags overdue invoices, plus the follow-up messages.
This page is general information for notaries, not legal or tax advice. Laws change; check the linked statute or your state's commissioning office before relying on a figure.
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