Does anyone else struggle with payments from multiple signing services, multiple payment companies and keeping track of whether you got paid or not? I have done almost 1000 loan signings now and have worked with 90-100 SS and several attorneys, etc. I log everything on Notary Gadget and seem to have reached a point of being overwhelmed by tracking incoming payments and feel that some are slipping through the cracks. When I started getting payment through BILL is when is started. I may just not know how to reconcile their payments properly, but there does not seem to be a logical way of seeing a payment associated with an order number or a name or even a signing date. I don’t like to just assume I got paid. How about you? Any advise on how you do it would helpful.
I used to have a spreadsheet with a tab for each company. Even if some assignments were for the same amount, so it was hard to tell which payment went with each appointment, I could see if the total amount a company owed me was no more than I’d expect in a one month or so period.
@Timselden.notary – It appears Notary Gadget is not working well for you. I’ve read nothing but good reviews on Notary Gadget, Notary Assist and Close Wise. Here’s a comparison on those three: NotaryGadget vs NotaryAssist vs CloseWise: Software Compared | CloseWise
In my opinion, what you need is a good bookkeeping program that will keep track of all your bookkeeping needs – invoicing, payables, receivables, customer statements, reports for tax purposes, etc. If you do a Google search for “bookkeeping”, you’ll find a vast array of products. Many of them come at a cost. I use Wave – basic plan is free and that’s all I need. I generate my invoices; send invoices; can see my payables at a glance; can send reminders; can generate tax reports; etc. This is the program that works for me. We each have to find what works for ourselves.
Good luck!
@Timselden.notary When I initially began performing professional services within this business sector (nearly two decades ago), I simply utilized the software application that I’d been using in my other businesses (QuickBooks).
After a few Signing Orders [SOs] were completed, I quickly realized that I needed a different application.
I researched the other platforms available & decided on Notary Assist for my business. 
In a word, it’s been G R E A T !!
From my firsthand, direct experience . . . Notary Assist software is:
- User friendly
- Easy to sort the data with column sort priorities
- Perfect for maintaining the schedule of engagements
- Simple to monitor accounts payable
- Easy to create new Clients and support team members in my database
- Creates invoices
- One-step backup process
- Data entry in overview mode or within each engagement popup screen
- Great to ease of accessing data at Tax Time
- Overdue payments standout in the Notary Assist program layout
- Excellent report creation tools
- Easy to alter previously created engagement data
- Outstanding mileage monitoring reports
- Software is designed to report income correctly [exclusion of notarial fees from income reports]
FYI: The link in the previous post is a comparison by a competing software application (CloseWise). So, please be discerning when you’re Reviewing that data.
Most programs have a 30-day (or so) Free Trial period. You may benefit greatly by trying the other 2 out for a bit of time to see if indeed a switch will prove helpful for your scenario.
The only trouble I had with gadget was when a client paid a more current order first and gadget applied the payment to the oldest order instead. I had to cancel the payment and then reapply it to the correct invoice. I like how gadget separates the orders by how long they are overdue. It was harder using Bookkeeper because of the lack of the over due features in gadget.
I created my own spreadsheet in excel. You can set it up however you want it. Mine has all signing important signing info (Co. order number, signers last name, amount) and then when I receive payment I fill in the Paid column and any notes on the company. I also have it set to calculate my mileage, print costs and track my number of notarizations. Its very easy and I can see at a glance who hasn’t paid.
I would never “assume” that I got paid. Unless you’re doing such a large volume of signings that you can’t keep track of them, I think that Notary Gadget provides a relatively easy way of seeing what has been paid and what hasn’t. The only time I’ve gotten confused about whether something has been paid is when I forgot to record the payment as it came in and subsequently forgot I had been paid at all. I then had to go back to the vendor site to check its status there. This has happened a few times with companies that normally pay like clockwork, so it’s highly unusual that one payment would slip through the cracks.
Actually, I love Notary Gadget. They are not the problem. I have vendors that pay by Deluxe. (great), directly mail via check (great), any who give you a check via any system is easy to reconcile. My newest issue was with BILL who does a direct deposit. Also, great, but my bank account has no record of numbers that jive with my records so it was impossible to know who paid and for what order. I had some correspondence with them today that cleared it up. There is a way to get the info needed on their website so I can print it out and check off the ones paid. Not idea, but doable. I also had one today that requires a form to be submitted for each order as a request for payment. (easy to overlook when you are busy) I also found one today that owes me $560 and does not answer their phone. (concerning, but will not disclose who unless I find they are sketchy)
Too bad these SS can’t all be the same to make it easy on notaries.