As a modern notary, your phone can be just as important as your notary stamp. The right apps help you stay organized, communicate with clients, and manage your business on the go. Whether you’re a general notary public, a mobile notary, or a loan signing agent, these tools can save time and make your work more professional.
1. Google Calendar (or Outlook) – Scheduling Made Easy
Keeping track of multiple appointments is crucial for notaries. Google Calendar or Outlook allows you to:
- Schedule and confirm client meetings.
- Set reminders for travel time and deadlines.
- Sync across your phone and computer.
2. Square (or PayPal Zettle) – Collect Payments Anywhere
Accepting credit card payments instantly makes your services more convenient. Apps like Square let you:
- Process debit/credit card payments with a card reader or contactless tap.
- Send digital receipts to clients.
- Track income for bookkeeping.
3. Google Maps (or Waze) – Find the Fastest Route
Mobile notaries spend a lot of time on the road. GPS apps help you:
- Avoid traffic and delays.
- Estimate travel times for clients.
- Save frequent service areas for quick access.
4. SignNow (or DocuSign) – Secure Document Management
For clients who want efficiency, e-signature apps allow you to:
- Safely send, receive, and sign documents electronically.
- Store completed files in the cloud.
- Integrate with other business tools.
(Note: For actual notarizations, you must use a state-approved Remote Online Notarization (RON) platform if you’re doing online notarizations. But for general document handling, apps like SignNow are great add-ons.)
5. Evernote (or OneNote) – Organize Notes and Records
Notaries juggle lots of details. Note-taking apps help you:
- Store client information and reminders.
- Keep digital copies of invoices or receipts.
- Organize notes by client, location, or type of service.
6. CamScanner (or Adobe Scan) – Scan on the Go
Clients often need copies of documents quickly. Scanning apps allow you to:
- Take high-quality scans with your phone camera.
- Save as PDFs or images.
- Share directly via email or text.
7. WhatsApp (or Business Texting Apps) – Fast Client Communication
Some clients prefer texting over calls. Apps like WhatsApp or specialized business texting tools let you:
- Send confirmations and reminders.
- Share your location if needed.
- Keep communication professional and documented.
8. QuickBooks (or Wave) – Track Your Finances
Running a notary business means handling your own bookkeeping. Accounting apps help you:
- Track income and expenses.
- Create invoices for business clients.
- Stay organized for tax season.
9. Expensify (or MileIQ) – Mileage and Expense Tracking
Mobile notaries can deduct mileage and expenses at tax time. Apps like Expensify or MileIQ help you:
- Log mileage automatically.
- Categorize expenses.
- Generate reports for tax preparation.
10. Google Business Profile App – Manage Your Online Presence
For local SEO, managing your Google Business Profile is essential. The app lets you:
- Update your availability and services.
- Respond to reviews quickly.
- Post updates and photos to attract more clients.
Final Thoughts
The best notaries don’t just carry stamps—they carry smart tools that make their business efficient and professional. By using mobile apps for scheduling, payments, document management, and marketing, you can save time, impress clients, and grow your business faster.
In today’s digital world, these apps are like having an assistant in your pocket—helping you stay organized and focused on what matters most: serving your clients.
