Notary Invoice Template - Australia

You can charge for statutory declarations, document authentication, affidavit witnessing, copy certification, power of attorney witnessing, land title transfers, and translation verification. Each service represents time and professional liability—ensure your invoice itemizes them separately so clients understand exactly what they're paying for. Mobile notary visits, rush services, and specialist certifications are also billable. Australian notaries typically charge between $35–$120 per service depending on complexity and document type. Itemize services individually rather than using flat fees to demonstrate transparency and maintain professional standards.

Yes, you must charge GST (10%) on notary services if your annual turnover exceeds the current registration threshold of $75,000. Most notaries need to register with the ATO and separately show GST on invoices, including your ABN. If below the threshold, you're not required to charge GST, though you must still register if operating as a business. Always include clear GST line items on your notary invoice template to maintain compliance. Check the ATO website for current thresholds and registration requirements.

Structure your notary invoice with separate line items for each service type—statutory declaration witnessing, copy certification, and authentication each have different complexity and liability levels, justifying different rates. Include the service description, quantity of signatures or documents, and unit rate for each item. Higher complexity services such as translation verification or international document authentication warrant premium pricing. This itemized approach prevents disputes, clearly demonstrates value to clients, and helps you track profitability. It also supports compliance with legal and audit requirements.

Yes, you can charge a separate mobile notary service fee or travel charge on your invoice for appointments outside your main office location. Document the travel fee as a distinct line item so clients understand it's separate from the notarial service itself. Establish clear distance thresholds—for example, no travel fee within 5km, then a tiered fee structure for greater distances. Include travel time and fuel costs in your calculation. Transparency about travel charges on your invoice avoids disputes and demonstrates professionalism.

Your notary invoice must include your full name or business name, Australian Business Number (ABN) if registered, address, and contact details. Include the client's name and address, invoice number, date issued, and due date. Itemize each notarial service with description, quantity, rate, and total amount. Show GST separately if applicable, with your ABN and registration details. Include the total invoice amount and accepted payment methods. While Australian law doesn't mandate a specific format, these elements ensure credibility and professional presentation to clients and their accountants.

Add a separate line item on your notary invoice for rush services, clearly marked as "Same-Day Service Premium" or "Expedited Certification Fee." Charge a multiplier (50–100% above your standard rate) depending on urgency and scheduling impact. Be transparent upfront so clients understand the premium cost. Document both standard and rush turnaround times on the invoice so clients see what they're paying for. This protects your time availability and creates an incentive for clients to plan ahead rather than requesting emergency services.

Many Australian notaries offer Net 30 or Net 14 payment terms to established law firms and corporate clients, depending on cash flow requirements. Include clear payment terms on your notary invoice—specify whether payment is due on receipt, within 14 days, or Net 30. Establish terms in advance with repeat clients to maintain consistency. Consider requiring payment upfront from individual clients to reduce bad debt risk. For business-to-business invoicing, Net 30 is standard industry practice. Document standard terms in your invoice template to reduce payment disputes.

While notary regulation is primarily state-based legislation, core invoicing requirements are similar across all Australian states and territories. Each state's notarial society may recommend certain invoice elements, but there are no mandated format differences. However, state law may affect what services you can charge for or fee structures—some states regulate maximum fees for certain services. Your invoice should state which state or territory you're licensed in to clarify jurisdiction. Check with your state's notarial body for specific guidance, though federal GST requirements apply uniformly nationwide.