Running a notary business means more than just stamping documents—it also requires keeping your finances organized. From tracking payments to logging travel expenses, good bookkeeping ensures you stay compliant, profitable, and stress-free during tax season. Fortunately, there are plenty of tools that make managing receipts and bookkeeping much easier for notaries.
Why Bookkeeping Matters for Notaries
- Tax compliance: Accurate records make filing taxes smoother and help maximize deductions.
- Business growth: Clear financial tracking shows which services are most profitable.
- Professional image: Organizing invoices and receipts builds trust with clients.
- Peace of mind: No more scrambling at year’s end to organize piles of paper.
Top Tools for Receipts and Bookkeeping
1. QuickBooks Self-Employed
A popular choice for mobile notaries and small businesses.
- Tracks income and expenses automatically.
- Connects to your bank and credit card accounts.
- Automatically separates business and personal expenses.
- Generates tax-ready reports and invoices.
2. Wave Accounting (Free)
Ideal for new or budget-conscious notaries.
- Free invoicing, expense tracking, and receipt scanning.
- Mobile app lets you capture receipts instantly.
- Simple dashboard for basic bookkeeping needs.
3. Expensify
Perfect for tracking mileage and travel expenses.
- Snap photos of receipts and auto-generate expense reports.
- Mileage tracking for tax deductions.
- Integrates with accounting software like QuickBooks.
4. Shoeboxed
Great for notaries who still deal with a lot of paper receipts.
- Send physical receipts in a prepaid envelope—they scan and organize them.
- Digital storage with search and export features.
- Useful for recordkeeping compliance.
5. FreshBooks
Designed for service-based professionals.
- User-friendly invoicing and payment tracking.
- Time-tracking for service hours.
- Expense categorization for easy reporting.
6. MileIQ (for Mobile Notaries)
Since mileage is often one of the biggest tax deductions for mobile notaries:
- Automatically logs your drives.
- Lets you swipe to categorize as business or personal.
- Exports mileage logs for IRS-compliant reports.
7. Google Drive or Dropbox (for Digital Organization)
Not an accounting tool, but excellent for securely storing digital copies of receipts, invoices, and tax documents.
Best Practices for Notary Bookkeeping
- Log expenses immediately: Don’t wait until tax time. Use receipt capture apps.
- Separate business and personal accounts: Makes tracking much easier.
- Track mileage consistently: Every trip to a client is a potential deduction.
- Send professional invoices: Use branded templates to reinforce your business image.
- Review finances monthly: Stay on top of trends and profitability.
Final Thoughts
Managing receipts and bookkeeping doesn’t have to be overwhelming. With the right tools, notaries can simplify recordkeeping, save time, and focus on growing their business. Whether you choose QuickBooks for full-service accounting, Expensify for expense tracking, or Wave for a free solution, keeping your finances organized is key to long-term success.
Remember: being a great notary isn’t just about signing documents—it’s about running a professional business. Smart bookkeeping tools keep your business secure, compliant, and profitable.
