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Appointments

Editing Appointments, Invoices, & Expenses

A guide to updating scheduled bookings, logging business costs, writing session notes, and managing client billing.

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Maintain clean records and professional billing by updating scheduled bookings, managing custom metadata fields, logging job expenses, writing session notes, and sending itemized invoices to clients.

1. Updating Scheduled Bookings (/appointments/[id]/edit)

To update the baseline parameters of an appointment (e.g., date, time, duration, location, client details, or service types):

  • Modify fields — Edit appointment types, assign different notaries, adjust schedules, or revise contact details.
  • Save changes — Save the new configuration to update the client's quote and calendar slots dynamically.

2. Managing Custom Metadata (/appointments/[id]/custom-fields)

Capture unique business or jurisdictional data points that are not present in standard forms:

  • Configure keys — Define custom field labels (such as "Escrow Number", "Loan Type", or "Signer VIP status").
  • Edit values — Assign specific values per signing to maintain custom reporting records.

3. Session Notes & Collaboration (/appointments/[id]/edit-note)

Log internal details or special signer requirements to keep team members aligned:

  • Write internal notes — Document signer accessibility needs, gate codes, witness availability, or general notes.
  • Persistent log — Maintain a history of notes that can be referenced before launching a session.

4. Tracking Costs & Expenses (/appointments/[id]/create-expense)

Log transaction-level expenses to keep your tax reports and profits accurate:

  • Expense categories — Choose from standard expense types like parking fees, printing/shipping, witness fees, or office supplies.
  • Receipt attachments — Log costs and associate them directly with the appointment for transparent accounting.

5. Editing Invoices (/appointments/[id]/edit-invoice)

Review and adjust billing parameters before requesting client payment:

  • Itemize charges — Add or edit notarial act fees, mileage charges, digital credential packages, or travel fees.
  • Apply discounts — Add discounts or manually override totals for VIP clients.

6. Emailing Invoices (/appointments/[id]/email-invoice)

Send structured billing statements directly to signers or corporate partners:

  • Recipient selection — Choose which signers, title agents, or third-party email addresses should receive the statement.
  • Custom messaging — Review default text, add personal notes, and trigger the billing notice directly from NotaryCentral.

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