Stay Organized as a Mobile Notary

Sue Hope – Owner – LavaTurtle Software Inc. – NotaryAssist

I have been an active mobile notary in California for over twenty years and cannot remember a time when there was more of a demand for what we do than now.

As a result, tracking things like appointments, mileage, income, and expenses has become more important than ever.

Trying to manually manage your mobile notary businesses using calculators, spreadsheets, shoe boxes of receipts, and paper invoices is very time consuming and inefficient. Come tax-time it can often leave you feeling overwhelmed. For me, I felt buried in paperwork, and always behind on my outstanding invoices and expenses.

This is what led to the release of NotaryAssist in 2007, the first all-in-one software platform for managing the mobile notary business.

Here, I would like to discuss how utilizing an all-in-one software solution, like NotaryAssist, can help keep your business more organized and running smoothly.

Tracking Appointments

As a mobile notary, for each appointment, there are many data points that can be tracked: date, time, location, signers, mileage, number of notarial acts, notes, and so on.

The more information that you can save with each appointment, the more you can monitor the health of your business and help maximize your savings at tax time. With NotaryAssist, you can use a spreadsheet or calendar view to manage your appointments, plus utilize the dashboard and reports to stay on top of how your business is doing.

Being on the go as a mobile notary, it is key to have these appointments in the calendar on your smart device. NotaryAssist does this by automatically pushing your appointments to your smart device. Allowing you to always know when you are available.

Income and Payments

Keeping track of how much income you have received and how much you are owed can become a job in and of itself! Each customer is unique—some require invoices while some will not, some will pay instantly while others will pay in 30, 45, 60, or 90 days.

NotaryAssist provides invoice generation and powerful filters to keep track of who owes you, how much they owe, and how many days an outstanding payment is, in a few simple clicks.

Expenses and Mileage

From printer ink, paper & pens to hand sanitizer, gloves & masks, expenses for running a mobile notary business add up quickly. Maintaining diligent records of expenses will pay off.

NotaryAssist categorizes and tracks all of your expenses whether they are a one-time expense or recurring. At tax-time, run the expense report for a categorized break-down of your year-end expense totals.

Typically, one of the biggest write-offs for a mobile notary is mileage. Any business miles, like those spent driving to appointments or going to FedEx/UPS to mail documents, are tax-deductible.

NotaryAssist allows for many personalized settings to meet the needs that are unique to your mobile notary business. When tracking mileage, for example, NotaryAssist can auto-calculate mileage, allow you to enter total miles driven, or use the odometer to odometer calculation to determine miles driven per appointment.

Reporting and Taxes

Saving detailed records of the number of notarial acts performed, mileage, and other expenses, can help with significant tax savings each year.

Probably the top question we get asked is, “Do notaries receive tax benefits and if so, how does that work?”.

Great question! The short answer is yes!

The amount charged by a Notary Public for a notarial act is exempt from self-employment tax—in the state of California, this is a maximum of $15 per signature.

NotaryAssist tracks the number of notarial acts you have performed at each appointment and auto-calculates your self-employment tax exemption per appointment. At tax time, simply run the Tax Report for a complete breakdown of your Schedule C and Schedule SE totals. Our customers always tell us how much their tax professionals love our reports and how much time NotaryAssist saves them during tax season!

Since the release in 2007, NotaryAssist has been utilized by thousands of notaries across the US. It has helped them track millions of appointments, notarial acts, and expenses with ease, accuracy, and efficiency.

My name is Sue Hope, owner of NotaryAssist. I hope that sharing a little about my background and how I struggled to manage my mobile notary business when I first started, will help reveal the value in using an all-in-one platform, like NotaryAssist, to maximize your business management efficiency.

I invite you to visit our website for a risk-free, no credit card needed, free 30-day trial, and see if NotaryAssist is right for you!

Stay updated with our current sales, giveaways, and notary tips at our Instagram: @notaryassist.

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