Bookkeeping for signing agents
Bookkeeping for notaries and loan signing agents
We run a notary business ourselves and keep the books as a QuickBooks ProAdvisor. Signing-agent income is messy: many small payments from many companies, plus mileage and printing. This is how we'd set it up.
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Matthew Coleman, QuickBooks ProAdvisor, accounting and finance degree. Cranford, NJ. Start with a free health check of your books. You get a quote after we review your books, before any work starts.
What's different about your books
Income arrives from title companies, signing services and direct clients, often with a 1099 at year end. Expenses include mileage, printing and paper, a mobile printer, E&O and bonds, commissions and renewals, and background checks or certifications.
A clean setup tracks each source separately so you can see which companies are actually worth your time.
The records worth keeping
A mileage log that records date, starting point, destination and purpose. A simple income list matched to bank deposits. Receipts for supplies. A line for each platform's fee.
Getting current
If you haven't kept books, the first job is catching up: sort a year of deposits, set up categories and reconcile the bank. After that it's a few minutes a month.
Taxes
Self-employed notaries generally report on Schedule C and may owe self-employment tax. We aren't a tax preparer and don't give tax advice here. Good books make your tax professional's job faster and cheaper.
Mileage and travel
Notaries and signing agents drive between appointments. Log each trip with date, miles and purpose. Commuting from home to a regular office is treated differently from travel between appointments, so confirm with your tax professional.
Know what each source pays
Track income by source, such as direct customers, signing services and title companies, along with fees, printing and trip costs. Seeing profit per signing shows which sources are worth your time.
Commission costs
Commission fees, bond, E&O insurance, seals and journals are business costs. We set up categories for them so they are easy to find at tax time.
Related
- Bookkeeping health check
- Bookkeeping guides
- Books for a mortgage application
- Become a notary with us
- Tax deduction checklist
- Freelance hourly rate calculator
General information, not legal or tax advice. Rules change; confirm with the agency, lender or your professional. Updated October 2026.
FAQ
Common questions
Do you work with QuickBooks?
Yes. We're a QuickBooks ProAdvisor and also work with other common tools.
Can you help me catch up on past months?
Yes. Catch-up work is a common first project.
Do you do tax returns?
No. We prepare the books and work with your tax professional.
Do you work with notary software?
We use exports from whatever you use. Tell us.
Are state notary fees income?
Yes, the fees you collect are business income. Rules on fees are set by your state.
Excel workbook
Notary and Signing Agent Business Tracker
Log each job and see revenue by type, who still owes you and for how long, what each mile cost you, and what to set aside for taxes.
See what is inside ($29) Try the free starter
Also in the Signing Agent Business Bundle: 3 products for $65 instead of $87 separately.