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When you’re first starting out as a notary whether in the U.S. or Canada it’s tempting to just run everything through your personal bank account. It feels easier. It’s one less step. You tell yourself you’ll separate things later when the money starts rolling in.
But here’s the truth: if you wait until you’re “making more” to treat your notary work like a real business, you’re already making it harder on yourself.
Let’s talk about why separating your finances matters, how to do it (without stress), and what to avoid so you don’t have to untangle a financial mess later.
Why You Can’t Afford to Mix Your Money
Mixing personal and business money creates problems you don’t see until it’s too late. For starters, tax season becomes a headache. You’ll spend hours trying to figure out which expenses were business and which were personal. It’s draining and completely avoidable.
Even worse, if you’re ever audited or need to prove your business income for a loan, grant, or license upgrade, having jumbled finances makes you look unprofessional or even suspicious. It can also put your legal protections at risk if you're operating as an LLC or corporation.
Treating your notary work like a business from day one shows yourself and others that you’re serious. That mindset shift will pay off.
Open a Business Bank Account (Even If You’re a Sole Proprietor)
Yes, even if you’re not incorporated yet or working under your personal name, a separate account still matters. In Canada, you can open a business account under a sole proprietorship with just your business registration and ID. In the U.S., banks may require an EIN, business license, and proof of your business name.
A business account gives you a clean snapshot of how your notary work is performing. You can track income, set aside taxes, and build a paper trail that makes growth easier. It also signals to clients, lenders, and potential partners that you’re legit.
Use a Dedicated Payment Method for Business Purchases
Don’t swipe your personal debit card at Staples for notary supplies or use your grocery receipt to track business mileage. Instead, use a dedicated card for all business expenses whether that’s a business credit card or a debit card tied to your new business account.
This way, every expense tied to your notary business is documented in one place. When it’s time to do your books or hand things over to a tax pro, everything is ready to go. No more guesswork.
Pay Yourself Don’t Just Dip Into the Account
One of the easiest traps to fall into is treating your business account like a personal ATM. You swipe when you need gas or groceries, and it all gets fuzzy fast.
A better method? Transfer money to yourself at regular intervals, like a paycheck. This builds financial discipline and gives you a realistic view of how your business is doing. It also simplifies your recordkeeping.
Think of it this way: your business pays you, and you manage your life from there.
Keep Receipts and Track Everything (But Don’t Overcomplicate It)
You don’t need fancy accounting software right away. Start with a simple spreadsheet or use a free bookkeeping tool like Wave or QuickBooks Self-Employed.
Track your income, expenses, mileage, and client payments. Keep your receipts in a folder or snap a photo on your phone right away. This habit will save you time and money later, especially during tax season.
Your notary business deserves to be treated like a real business because it is. Separating your finances doesn’t just help you stay organized. It builds the financial foundation you’ll need to grow, scale, and protect yourself.
You don’t need to be perfect right away. Just start where you are, take one step at a time, and know that getting your money right is one of the smartest things you can do.
Ready to Get Serious About Your Business?
Inside The Notary Blueprint Community, we walk you through all the essentials to build a real, sustainable notary business finances included. Join our community to get resources, accountability, and expert support every step of the way.
