You're making money as a mobile notary - congratulations! But are you managing it like a business owner or winging it like a side hustle?
The difference between notaries who build sustainable income and those who struggle? Smart money management. Separate accounts, strategic credit cards, proper bookkeeping, and knowing every deduction you're entitled to. This guide covers everything you need to run your notary business like a profitable, professional operation.
What You'll Learn
- ✓ Best business bank accounts for notaries (comparison)
- ✓ Business credit cards that earn 2-5% cash back on your expenses
- ✓ Amazon Business: save 5-10% on supplies
- ✓ 25 tax deductions mobile notaries forget
- ✓ Accounting software comparison (free to $15/month)
- ✓ Quarterly tax payments (avoid the $3,000 surprise)
- ✓ Mileage tracking that saves $3,000+ annually
Why Separate Business & Personal Finances
Before we dive into specific tools and strategies, understand this: mixing business and personal finances is the #1 financial mistake notaries make.
5 Reasons to Separate Your Money
1. IRS Audit Protection
If the IRS audits you, they want to see clear business records. Personal expenses mixed with business = red flag. Separate accounts = clean, defensible records.
2. Easier Tax Filing
Your CPA (or TurboTax) needs to know: What did you earn? What did you spend? One business account = one statement to review. Easy.
3. Professional Appearance
Accepting payment via Venmo linked to "beachbum420"? Unprofessional. Business account with your company name? Legitimate.
4. Know Your Real Profit
Are you actually making money or just staying busy? Separate finances show true profit: Income - Expenses = What you keep.
5. Liability Protection (If LLC)
Formed an LLC? Great. But if you mix personal/business money, courts can "pierce the corporate veil" and go after your personal assets. Keep them separate.
Best Business Bank Accounts for Mobile Notaries
You need a business checking account. Here's what to look for and which banks offer the best terms for mobile notaries.
Business Checking Account Comparison
| Bank | Monthly Fee | Waive Fee If... | Best For |
|---|---|---|---|
| Chase Business Complete | $15/month | $2,000 min balance OR $2,000 deposits/month | Notaries earning $2K+/month |
| Bank of America Business | $16/month | $5,000 min balance | Established businesses |
| Novo | $0 | Always free | Part-time notaries, new businesses |
| Relay | $0 | Always free | Want multiple checking accounts |
| Lili | $0 | Always free | Freelancers, solopreneurs |
Our Recommendation
Starting out or part-time? Novo or Lili. Free, no minimums, good mobile apps.
Earning $2,000+ monthly? Chase Business Complete. Easy to waive fees, 200 free transactions/month, great for deposits.
What to Look For in a Business Bank Account
- Low or no monthly fees: You're bootstrapping, every dollar counts
- Mobile deposit: Clients pay by check? Deposit from your phone
- Free transactions: Many deposits/withdrawals monthly = high transaction fees add up
- Good mobile app: Check balance, transfer funds, deposit checks on the go
- Integration with accounting software: QuickBooks, Wave, etc. sync automatically
- Debit card: For business purchases (though credit card is better - see next section)
Business Credit Cards for Mobile Notaries
Here's where smart notaries make money back on expenses they're already paying. The right business credit card earns 2-5% cash back on supplies, gas, and services.
Why Get a Business Credit Card?
- ✓ Earn cash back: 2-5% on categories you already spend in
- ✓ Build business credit: Separate from your personal credit score
- ✓ Expense tracking: One statement = all business purchases
- ✓ 0% intro APR: Finance startup costs interest-free (12-18 months)
- ✓ Purchase protection: Warranty extensions, fraud protection
- ✓ Year-end summary: Export to accounting software, make taxes easy
Top 3 Business Credit Cards for Mobile Notaries
1. Chase Ink Business Cash® Credit Card
Best for: Notaries who buy supplies and drive a lot
Annual fee: $0
Cash Back Structure:
- • 5% back on first $25,000 spent in combined purchases at office supply stores and on internet, cable and phone services (then 1%)
- • 2% back on first $25,000 spent at gas stations and restaurants (then 1%)
- • 1% back on all other purchases
Why It Works for Notaries:
- Office supplies = notary journals, pens, folders, business cards (5% back)
- Internet/phone = business line or % of personal (5% back)
- Gas = you drive to signings constantly (2% back)
- $750 bonus cash back after spending $6,000 in first 3 months
2. American Express Blue Business Cash™ Card
Best for: Simple cash back on everything
Annual fee: $0
Cash Back Structure:
- • 2% cash back on all eligible purchases (up to $50,000 per year, then 1%)
- • No categories to track - everything earns 2%
Why It Works for Notaries:
- Don't want to think about categories? Everything is 2%
- Spend $3,000 in first 3 months, get $250 statement credit
- Good if you spend across many categories
- AmEx acceptance is good (though not universal)
3. Capital One Spark Cash for Business
Best for: High-volume notaries ($10K+ annual spending)
Annual fee: $95 (waived first year)
Cash Back Structure:
- • 2% cash back on all purchases, no limits
- • Unlimited - no cap, no categories
Why It Works for Notaries:
- Unlimited 2% back (AmEx caps at $50K)
- $500 cash bonus after $4,500 in first 3 months
- Worth the $95 fee if you spend $10K+/year
- Employee cards free (if you hire someone)
💡 Pro Tip: Pay It Off Monthly
Business credit cards work when you pay the full balance every month. Carrying a balance = interest charges eat your cash back rewards. Treat it like a debit card: only spend what you have.
Amazon Business: Save 5-10% on Notary Supplies
You're already buying notary supplies. Why not save 5-10% and get better tax records? Amazon Business is free and built for small businesses like yours.
What is Amazon Business?
It's Amazon's B2B platform. Same products, same fast shipping, but with business-specific features:
- Business-only pricing: 5-10% cheaper on many items
- Quantity discounts: Buy in bulk, save more
- Tax-exempt purchasing: If your state allows it
- Business Prime: Same free shipping, better analytics
- Multi-user accounts: If you hire help
- Detailed purchase reports: Export for your CPA
- Approval workflows: Set spending limits
What to Buy on Amazon Business
Common Notary Purchases:
- • Notary journals (buy 2-3 at once)
- • Black ink pens (boxes of 12+)
- • Business cards (bulk orders)
- • Folders and clipboards
- • Thumbprint pads
- • Portable scanner
- • Printer (see our printer guide)
- • Printer paper (reams)
- • Toner/ink cartridges
- • File storage boxes
- • Calculator
- • Desk supplies
💰 Real Savings Example
Personal Amazon: Notary journal $24.99
Amazon Business: Same journal $22.49 (10% discount)
Buy 3 journals/year: Save $7.50
Add pens, folders, supplies: Save $50-100/year
Business Prime shipping: Save $50-150/year on shipping
Annual savings: $100-300
How to Set Up Amazon Business
- Go to Amazon Business - Visit business.amazon.com
- Create free account - Use your business email (the one you set up in your first 30 days)
- Enter business information:
- Business name (your DBA or LLC name)
- Business address
- Tax ID (EIN) or sole proprietor info
- Verify your business - Usually instant, sometimes requires documentation
- Start shopping - You'll see business pricing automatically
- Optional: Add Business Prime - $179/year (worth it if you order monthly)
For a complete list of supplies every mobile notary needs, check out our 12 Essential Mobile Notary Supplies guide.
Accounting Software for Mobile Notaries
"Do I really need accounting software?" If you're doing 10+ signings per month, yes. Here's why and which options work best.
Why You Need It
- ✓ Track income automatically: How much did you actually earn?
- ✓ Categorize expenses: Supplies, gas, training, insurance
- ✓ Calculate quarterly taxes: Know what you owe
- ✓ Generate reports: Profit & loss, expense breakdown
- ✓ Export to tax software: TurboTax, H&R Block, or send to CPA
- ✓ Track mileage: Biggest deduction for mobile notaries
- ✓ Invoice clients: Professional, trackable billing
Best Accounting Software Options
QuickBooks Self-Employed
Best for: Serious notaries earning $2,000+/month
Price: $15/month (often $7.50 for first 3 months)
What You Get:
- Track income and expenses automatically (connects to your bank)
- Categorize transactions (asks you: "Was this business or personal?")
- Mileage tracking via mobile app (auto-detect drives)
- Quarterly tax estimates (tells you what to pay IRS)
- Schedule C ready for tax time
- Invoice clients professionally
- Exports to TurboTax seamlessly
Why notaries love it: Made for self-employed people. Asks simple questions, does complex calculations. Worth $15/month to avoid tax surprises and save 5+ hours at tax time.
Wave Accounting
Best for: Part-time notaries, beginners
Price: $0 (100% free)
What You Get:
- Income and expense tracking
- Invoice clients (unlimited)
- Receipt scanning via mobile app
- Bank account connection
- Reports (profit & loss, expense breakdown)
- Basic tax reports
Why beginners love it: Free. Clean interface. Does the basics well. Upgrade to paid features (payroll, coaching) if you grow.
FreshBooks
Best for: Notaries who invoice clients frequently
Price: $17/month (Lite plan)
What You Get:
- Beautiful, professional invoices
- Automatic payment reminders
- Accept credit cards (additional fee)
- Expense tracking
- Time tracking (if billing hourly)
- Mileage tracking
- Client portal
- Reports for taxes
Why it's worth it: If you work with B2B clients (law firms, real estate offices) who need professional invoices, FreshBooks makes you look legit.
Google Sheets (DIY)
Best for: Year 1, very part-time notaries
Price: $0
What You Track:
- Date, client, service, income
- Expenses: category, date, amount, description
- Mileage: date, miles, purpose
- Monthly totals
Reality check: Works for first few months. Gets tedious fast. Plan to upgrade to Wave (free) or QuickBooks by month 6.
Our Recommendation
Year 1, earning <$1,000/month: Wave (free) or spreadsheet
Year 1, earning $1,000+/month: QuickBooks Self-Employed ($15/month saves you $500+ in tax mistakes)
25 Tax Deductions for Mobile Notaries
This is where notaries leave money on the table. These are legitimate business expenses you can deduct to lower your taxable income.
Disclaimer: I'm not a CPA. This is general information. Tax laws change. Hire a tax professional who understands self-employment to maximize your deductions legally.
Vehicle Expenses (Biggest Deduction)
You have two options. Pick one (not both):
Option 1: Standard Mileage Rate (Easier)
- 67¢ per mile in 2024 (check 2026 rate)
- Track every business mile (date, starting point, destination, purpose)
- Average notary: 5,000-10,000 miles/year = $3,350-6,700 deduction
- Use mileage app (see section below)
Option 2: Actual Expenses (More Work)
- Calculate business use % (miles for business ÷ total miles)
- Deduct that % of: gas, oil changes, repairs, insurance, registration, depreciation
- Keep ALL receipts
- Usually better if you have an expensive car or high maintenance costs
Most notaries use standard mileage rate. It's easier and often equals or beats actual expenses.
Other Vehicle Deductions (In Addition to Above):
- Parking fees for signings
- Tolls for business trips
- Car wash (keep it professional for clients)
- Phone mount, chargers (business use %)
Supplies & Equipment
- Notary stamp and embosser
- Notary journal(s)
- Business cards
- Pens, folders, clipboards
- Thumbprint pad and ink
- Printer and scanner (see our printer guide)
- Paper, ink, toner
- Laptop or tablet (business use %)
- Mobile hotspot or data plan
- Portable file boxes
- Calculator
- Notary stamp holder/case
Professional Development & Education
- Loan Signing System training (fully deductible - see why it's worth it)
- NNA membership and background screening
- State notary exam fees
- Continuing education courses
- Notary conferences and workshops
- Professional books (see our recommended reading list)
- Online courses and webinars
Insurance
- E&O insurance (errors and omissions)
- Business liability insurance
- Notary bond (required in most states)
- Health insurance premiums (if self-employed, special deduction)
Home Office (If You Qualify)
Requirements:
- Dedicated space used EXCLUSIVELY for business
- Regular and exclusive use (not the kitchen table)
- Principal place of business (where you do admin work)
If you qualify, you can deduct:
- % of rent or mortgage interest (square footage of office ÷ total home square footage)
- % of utilities (electric, gas, water)
- % of home internet
- % of homeowners/renters insurance
- Office furniture (desk, chair, filing cabinet)
- Office decorations and organization
Simplified option: $5 per square foot, up to 300 sq ft = max $1,500 deduction. Easier, no receipts needed.
Marketing & Advertising
- Website hosting and domain ($12-200/year)
- Paid business listings (123Notary premium, NotaryRotary featured)
- Facebook or Google ads
- Business cards and flyers
- Networking event fees
- Chamber of Commerce membership
- Promotional items (branded pens, magnets)
Professional Services
- CPA or accountant fees
- Bookkeeping services
- Legal fees (LLC formation, contract review)
- Business consultant or coach
Technology & Communications
- Business phone line (100% deductible)
- Personal phone bill (business use % only)
- Software subscriptions (QuickBooks, Canva, scheduling tools)
- Cloud storage (Google Drive, Dropbox)
- Email marketing platform (Mailchimp, etc.)
Licensing & Filing Fees
- Notary commission fees
- DBA (Doing Business As) filing fee
- LLC formation and annual fees
- Business license
- Bank fees (business account monthly fees)
Miscellaneous
- Professional attire (if required for notary work and not suitable for personal wear - rare)
- Background check fees
- Postage and shipping
- Meals with clients or potential clients (50% deductible)
- Travel expenses for out-of-town signings (airfare, hotel, meals)
💡 The Golden Rule of Deductions
Ordinary and necessary. Would another notary in your position reasonably incur this expense? If yes, it's likely deductible.
When in doubt, keep the receipt and ask your CPA. Better to have documentation you don't need than to miss deductions you qualify for.
Quarterly Estimated Taxes: Avoiding the $3,000 Surprise
You're self-employed. No employer withholds taxes from your paychecks. The IRS expects you to pay as you earn. Welcome to quarterly estimated taxes.
⚠️ Don't Skip This
Fail to pay quarterly taxes and you'll face:
- Underpayment penalties (can be hundreds of dollars)
- Interest charges on what you owe
- A massive tax bill in April that wipes out your savings
When Are Quarterly Taxes Due?
| Quarter | Period Covered | Payment Due |
|---|---|---|
| Q1 | January 1 - March 31 | April 15 |
| Q2 | April 1 - May 31 | June 15 |
| Q3 | June 1 - August 31 | September 15 |
| Q4 | September 1 - December 31 | January 15 (following year) |
How Much Should You Pay?
Simple rule of thumb: Set aside 25-30% of your NET profit.
Example Calculation:
This quarter you earned: $3,000
Minus expenses: $500 (supplies, gas, etc.)
Net profit: $2,500
Set aside (25-30%): $625-750
Pay IRS by due date: $625-750
Why 25-30%? Covers federal income tax (10-22% bracket for most), self-employment tax (15.3%), and state income tax (if applicable).
How to Pay Quarterly Taxes
- IRS Direct Pay (Free, Easy)
- Go to irs.gov/payments
- Select "Direct Pay"
- Choose "Estimated Tax" and year
- Enter amount and bank info
- Get confirmation number (save it!)
- EFTPS.gov (Electronic Federal Tax Payment System)
- Enroll once, use forever
- Schedule payments in advance
- Good if you want to automate
- Through QuickBooks Self-Employed
- Calculates quarterly taxes automatically
- One-click payment to IRS
- Worth the $15/month for this alone
💡 Pro Tip: The "Tax Account" Strategy
Open a separate savings account called "Tax Account" at your bank.
After EVERY signing, immediately transfer 25-30% of your profit to this account.
Example: Earned $150 on a signing, spent $10 on gas. Transfer $42 (30% of $140 profit) to tax account.
When quarterly payment is due, the money is sitting there. No scrambling, no stress.
Mileage Tracking: The $3,000+ Deduction Notaries Miss
This is the single biggest deduction for mobile notaries. It's also the one most notaries screw up. Here's how to do it right.
Why Mileage Matters
Average mobile notary drives 5,000-10,000 business miles per year.
At 67¢ per mile (2024 rate): $3,350 - $6,700 deduction
In the 22% tax bracket: Saves you $737 - $1,474 in taxes
IRS Requirements for Mileage Deduction
The IRS requires contemporaneous records. This means:
- Date: When did you drive?
- Starting location: Where did you start?
- Destination: Where did you go?
- Business purpose: Why? (Client name, type of signing)
- Miles driven: How many miles?
- Recorded timely: Logged same day or next day (not reconstructed months later)
Reality check: Ain't nobody got time to manually log all that. That's why mileage tracking apps exist.
Best Mileage Tracking Apps
MileIQ
Best for: Notaries who drive A LOT (3,000+ miles/year)
Price: $60/year or $6/month
How It Works:
- Automatically detects when you drive
- After each trip, swipe right (business) or left (personal)
- Learns your patterns (going to same client? Auto-classifies)
- Exports IRS-compliant reports
- Calculates total deduction for you
- Integrates with QuickBooks, FreshBooks
Why it's worth $60: Saves you 10+ hours of manual logging. Deducts $3,000+ you'd otherwise miss. Protects you in an audit (IRS-compliant logs).
Everlance
Best for: Notaries who want mileage + expense tracking combined
Price: $60/year or $8/month
What You Get:
- Automatic mileage tracking
- Receipt scanning and categorization
- Expense tracking
- IRS-compliant mileage reports
- Tax deduction estimates
- Works with QuickBooks, Xero
Why choose Everlance: Two tools in one. Track miles AND expenses. Good if you're not using QuickBooks for expense tracking.
Stride
Best for: Part-time notaries, tight budgets
Price: FREE
What You Get (Free Version):
- Automatic mileage tracking
- Swipe to classify business/personal
- Basic expense tracking
- Mileage reports
- Tax deduction estimates
Why choose Stride: It's free. Good for year 1 or part-time. Upgrade to MileIQ when you're making real money.
Manual Mileage Log (Old School)
Best for: Nobody (seriously, use an app)
Price: $0
What You Track:
- Date of trip
- Starting location and odometer reading
- Ending location and odometer reading
- Total miles
- Purpose of trip
- Client name
Log in a notebook or spreadsheet. Must be recorded same day (contemporaneous).
Reality: You'll forget. You'll reconstruct months later. IRS audits you, they reject it. You lose $3,000+ deduction. Spend $60 on MileIQ.
Our Recommendation
Year 1 or part-time (<3,000 miles/year): Stride (free)
Serious notaries (3,000+ miles/year): MileIQ ($60/year) - it pays for itself in deductions you won't miss
When to Hire a CPA
You can DIY your taxes with TurboTax. Or you can hire a professional who saves you more than they cost. Here's when each makes sense.
✓ DIY Your Taxes If:
- • Earning <$20,000/year from notary work
- • Straightforward deductions (mileage, supplies, training)
- • Comfortable with TurboTax Self-Employed
- • Sole proprietor (not LLC or S-Corp)
- • No employees
- • Simple tax situation overall
Cost: TurboTax Self-Employed ~$120-150/year
✓ Hire a CPA If:
- • Earning >$30,000/year from notary work
- • Formed an LLC or considering S-Corp election
- • Bought a vehicle through the business
- • Taking home office deduction
- • Have employees or contractors
- • Want tax planning (not just tax filing)
- • Want to minimize taxes legally
Cost: $400-600/year (basic), $800-1,500 (LLC/S-Corp)
What a Good CPA Does
- Files your return correctly: Knows self-employment tax rules
- Maximizes deductions: Finds deductions you didn't know about
- Tax planning: Advises on LLC vs S-Corp, retirement contributions, estimated payments
- Audit support: Represents you if IRS audits (priceless)
- Saves you time: You focus on signings, they handle taxes
- Peace of mind: Sleep well knowing it's done right
How to Find a Good CPA
- Ask other notaries: Local notary Facebook groups, "Who does your taxes?"
- Look for self-employment specialists: Not all CPAs understand 1099 work
- Interview 2-3: Ask: "How many self-employed clients do you have?" "What's your fee structure?"
- Check credentials: CPA license, good reviews, responsive communication
- Start relationship early: Don't wait until April 14th
💡 The ROI Test
Good CPA charges $500. They save you $800 in deductions you missed + give tax planning advice that saves $500 next year = Worth it.
Setting Financial Goals
You're not just a notary - you're a business owner. Business owners set goals, track progress, and adjust strategies.
Month 1-3 Goals
- ✓ Open separate business bank account
- ✓ Get business credit card (start building credit + cash back)
- ✓ Set up tracking system (Wave, QuickBooks, or spreadsheet)
- ✓ Save first $1,000 for taxes (25% of profit)
- ✓ Install mileage tracking app
- ✓ Track every expense (receipts + categorization)
Month 4-6 Goals
- ✓ Reach $2,000+ monthly revenue
- ✓ Build 3 repeat clients (consistent work)
- ✓ Set up Amazon Business account
- ✓ Make first quarterly tax payment (no penalties!)
- ✓ Review profit margins (are you making money or just busy?)
- ✓ Raise rates if needed (see our pricing guide)
Month 7-12 Goals
- ✓ Reach $3,000+ monthly revenue
- ✓ Pay yourself consistent salary (not just random withdrawals)
- ✓ Build business emergency fund ($5,000 in savings)
- ✓ Meet with CPA for tax planning (Q4 planning session)
- ✓ All quarterly taxes paid on time
- ✓ Set Year 2 revenue goal
Year 2+ Goals
- ✓ $50,000+ annual revenue ($4,000+/month average)
- ✓ Consider LLC formation (liability protection)
- ✓ Consider S-Corp election if earning $60K+ (tax savings)
- ✓ Hire virtual assistant if overwhelmed (focus on high-value work)
- ✓ Max out retirement contributions (Solo 401k or SEP IRA - up to $66K/year)
- ✓ Build 6-month emergency fund (business + personal)
Your Money Should Work as Hard as You Do
You're driving to signings, managing documents, building relationships. Your money should be doing something too: earning cash back, growing tax-free in a retirement account, compounding in a savings account.
Smart money management isn't about being cheap. It's about being intentional. Track what you earn. Deduct what you're entitled to. Save for taxes. Invest in growth. That's how you build a sustainable notary business.