Posted by Ernest__CT on 8/28/07 9:35am
Msg #208112

A few opinions (and requests) regarding email

Each email message regarding a specific signing should include (at least) the borrower's last name, ideally in the Subject line. Having the borrower's last name in the email body would be nice, too.

If the entity which hires us does not include the borrower's last name in the Subject line, we should reply immediately, adding the borrower's last name to the sender's subject line, and requesting that all email messages contain the borrower's last name in the Subject line.

Some companies do not include the borrower's last name when sending checks. (Nor, it seems, will they ever do so, no matter how much we beg!) It will save us frustration if we keep track of the Order Number along with the borrower's (full) name, and possibly the property address. (One company is famous for noting only the _property_ address when they send the checks! In the cases where the signing takes place in a different state from the property location, that can cause serious wailing and gnashing of teeth.)

Reply by MelissaCT on 8/28/07 9:45am
Msg #208118

If there is an order number, I use it as my Invoice Number. That way, for me, it's easier to match. I use Quicken H&B, so I have my orders separated by company (reduces the odds of the same number for the same company).

Reply by Ernest__CT on 8/28/07 9:47am
Msg #208120

Good point, Melissa! (Order Number as her Invoice Number)

What do you do when you need to generate an invoice with additional data? For example, late charges?

Reply by Charm_AL on 8/28/07 9:52am
Msg #208123

Re: Good point, Melissa! (Order Number as her Invoice Number)

regenerate original with added info and add the statement - second or third notice -

Reply by MelissaCT on 8/28/07 9:59am
Msg #208128

Re: Good point, Melissa! (Order Number as her Invoice Number)

Quicken allows for altering the invoice (e.g. I can change the line of text from "Thank you for your business!" to "Second Notice - Please remit full balance to above address." or "Final Notice - If balance due is not paid within 10 days, collection efforts will commence." I can customize the text. In the center of my form, I can create line items for services rendered, including late fees accumulated. I typically break down the notarization fees (X notarizations @ $5/per each), mileage fees, printing fees, signing fees. This helps not only with my recordkeeping, but also in the case of non-payment as I can show that notarizations were performed & not paid for (case for theft of service).

Reply by TRG_wy on 8/28/07 10:11am
Msg #208131

Re: Good point, Melissa! (Order Number as her Invoice Number)

I use QuickBooks and also itemize my services.

I have created several different invoice forms with additional verbage for late payments as well (including late fees and interest).