Taxes – How to Claim Expenses as a Mobile Notary

As a mobile notary, you have the flexibility and independence that comes with running your own small business. However, along with the benefits of entrepreneurship comes the responsibility of accurately reporting your income and claiming your expenses for tax purposes. Understanding how to effectively claim your expenses can help you minimize your tax liability and keep more of your hard-earned money. Here’s a guide to help you navigate the expense claims process as a mobile notary. Please note that this is just a guide and it is always important to work with a tax professional!

1. Understand Deductible Expenses

The first step in claiming your expenses is to know which costs are deductible. As a mobile notary, you can typically deduct the following:

Vehicle Expenses: Since you travel to meet clients, you can claim vehicle-related expenses. You can choose between the standard mileage rate or actual expenses. The standard mileage rate for 2025 is determined by the IRS and is updated annually. Alternatively, you can deduct actual expenses, including gas, maintenance, insurance, and registration fees.
Office Supplies: Any supplies necessary for your notary services, such as pens, notebooks, and notary stamps, can be claimed as a business expense.
Marketing Costs: Costs related to promoting your business, such as business cards, flyers, and online advertising, are deductible. Remember, your annual membership to the Notary Jane directory is a deductible expense! If you’re not already a member, consider investing in yourself this year by joining today.
Professional Fees: If you pay for membership in professional organizations, or if you hire a tax professional or accountant, those fees can be claimed.
Insurance: Premiums for Errors and Omissions (E&O) insurance or other liability insurance are deductible expenses.
Continuing Education: Courses, seminars, or workshops that enhance your notary skills and knowledge can also be claimed.
Home Office Expenses: If you conduct your notary business from home, you may be eligible for a home office deduction. This applies if you have a dedicated space in your home used exclusively for business activities.

2. Keep Detailed Records

Maintaining thorough records is crucial for claiming your expenses accurately. Here’s how to organize your records effectively:

Receipts: Keep all receipts related to your business, whether physical or digital. Receipts serve as proof of your expenditures and are necessary for tax reporting.
Mileage Logs: If you choose to deduct vehicle expenses using the standard mileage rate, maintain a detailed mileage log. Record the date, purpose of the trip, and the number of miles driven for each client appointment.
Expense Tracking Software: Consider using accounting software or apps to track your finances throughout the year. These tools can simplify the process and provide you with reports that make tax preparation easier. Notary Gadget is a great tool for this.

3. Separate Business and Personal Finances

To avoid complications during tax season, it’s essential to keep your business and personal finances separate. Opening a dedicated business bank account to manage all your business income and expenses can help make this separate easy to track.

4. Consult a Tax Professional

While it’s possible to handle your taxes on your own, consider working with a qualified accountant or tax advisor who specializes in small business taxation. They can help you identify additional deductions and ensure you’re in compliance with all applicable tax laws.

Conclusion

As a mobile notary small business owner, understanding and claiming your eligible business expenses for tax purposes is a crucial aspect of maintaining a healthy and profitable operation. By familiarizing yourself with the various deductible expenses, keeping meticulous records, and seeking the guidance of tax professionals, you can maximize your tax savings and reinvest those funds back into growing your mobile notary business. Remember, staying informed and proactive with your tax planning can make a significant difference in your bottom line.

If you’re looking for ways to grow your mobile notary business, check out our blog post “How to Grow Your Notary Business in 2025”.