Posted by Michael/FL on 7/18/07 9:55am
Msg #200496

Should I make an invoice

I think it would be a good idea for my records to have an invoice made to send to the company I'm signing for today. I was emailed a closing confirmation with the total fee, info on borrow, and file number so I know the company has the right information.

I think it would be best to just make a simple invoice with the fees to what it designates and to where and whom my payment should be made too? Any other advice would be great!

Thanks

Reply by SReis on 7/18/07 10:24am
Msg #200498

I always make an invoice for all of my signings, even if I do not forward to the co. Its just makes it easier for my record keeping. My invoices usually include, My info, Co.'s info, Date of CLosing, Time of Closing, Location of Closing, Borrower's Name, Escrow or Order# (depending on co), and agreed fee. If there were any issues (ie: refusal to sign), I will normally note that as well. Good Luck

Reply by Michael/FL on 7/18/07 10:28am
Msg #200499

Thanks so much! Better to be safe and organized then not.

Reply by Sharon Taylor on 7/18/07 10:32am
Msg #200501

Some companies want invoices, some don't

If a company requires an invoice to be paid, usually that information is somewhere on the confirmation...but not always. It is a good idea to set up a "template" invoice document that you can call up whenever you need one and just fill in the information. Mine has my letterhead at the top (NAZ, phone numbers, email address), then the word INVOICE in very large letters centered across the page.
When you need an invoice, just bring up your template, add the date, company address, a RE section that looks like this:
RE: John Jones and Susan Jones
1234 Anywhere Place, Anywhere Town, Timbuckto
Closing held (put in date of closing)
If the confirmation has a Job or Order or Reference Number used by the company, add that as, for example, "Your Order #......"
Then just a short paragraph describing your services, i.e., Calls and emails to and from XXXX, scheduler; calls to and from borrowers re closing; downloading and printing edocs; travel to borrower's residence for signing of documents and notarization where required; preparation of return package and delivery to (put in name of delivery service - Fed-Ex, UPS, DHL, etc.)
Drop down a line.
AGREED FEE, INCLUDING EDOCS $ xxxx
Drop down a line.
(delivery service name) Tracking Number: (put in the tracking number)

Now you've given the company's accounting department everything they need to properly document your closing and authorize payment of your fee.

Reply by hcampersFL on 7/18/07 10:40am
Msg #200503

http://www.wef.net/invoicesOL/

You can use this online for all your signings.

Reply by VBNotaryVA on 7/18/07 10:41am
Msg #200504

I always email or fax or BOTH my own invoice with all the information that the others have mentioned here. Save the doc as a pdf for email.....easier to open.

Reply by Michael/FL on 7/18/07 10:49am
Msg #200506

I thought also of just making a template to be able to fill in the information instead of making a new one every time. As for PDF good idea on that, didn't think that Thanks!

Reply by MelissaCT on 7/18/07 5:07pm
Msg #200632

NotRot has an invoice feature -- check it out

You'll need to enter teh signing info here in the signing central tab, but it's pretty easy & I've done it several times in a pinch when I can't access my computer or I'm not at the office. Very convenient.

Reply by Elizabeth Soliday on 7/18/07 11:07am
Msg #200508

For filing, I have an "Invoices Paid" folder, and "Invoices Pending Payment" folder. It makes things easier to just transfer the invoices between folders and to have a stack that you can call on if they aren't paid in a reasonable time.

Here are the labels of my business folders:

Confirmations
Faxes Sent
Paystubs
Receipts (for business expenses)
Invoices Pending Payment
Invoices Paid
Business Accounts (Bank, cell phone, internet)
Company contracts


Sounds like you are starting out, so I hope that may help in some way

Reply by ZeeCA on 7/18/07 11:18am
Msg #200509

I have an invoice outstanding folder but I have a company folder for each client after the invoice is paid... plus an excel spreadsheet in date driven format

Reply by Linda Juenger on 7/18/07 11:19am
Msg #200510

I use Quickbooks and I enter each and every signing. I can print an invoice if needed. I can use the A/R to quickly see who has and hasn't paid. Quickbooks does it all for me.

Reply by Michael/FL on 7/18/07 11:49am
Msg #200515

Luckly I had to take a computer class in college and it taught me some good stuff on Excel and how to make invoices. An outstanding file is good to keep track on thos who have not paid yet!

Yall are very helpful some of these things I hadn't thought of

Reply by SharonMN on 7/18/07 12:02pm
Msg #200516

I have a notebook that contains a signing sheet for each assignment. This sheet contains info. on borrower, signing service, lender, title company, invoice sent, payment expected, payment received, plus job details/notarizations performed, mileage, tracking #, and notes.

I have two tabs in the notebook - jobs paid and jobs not paid. I move the signing sheet to the jobs paid section when I get a check. At tax time, I just add up all the sheets in the jobs paid section.

However you track payments for your own business, you should follow each company's particular invoicing requirements (send invoice with docs, send one invoice at end of month, don't send invoice and fill out web page instead, fax back their sheet) for the least payment hassle. If I were a company that asked for a web update, I wouldn't be too excited to get 50 faxed invoices a day from signing agents.

I had a great day the other day. Nothing in my mailbox but 4 signing agent checks. That put me a mere $45 (one partial payment) away from having 0 accounts receivable (for one day, anyway) Amazing!