Create a Notary-Sourced Transaction Account

The short answer: This is a complete walkthrough for setting up a new notary profile on the Proof platform as a Notary-Sourced Transaction (NST) notary. It also applies to notaries in on-demand states who want to act solely in their NST capacity.

Looking for a different account type?

• If you are part of a business or real estate organization's team, create an in-house notary account instead.
• To join the Notarize Network and answer calls in the on-demand queue (must be located in FL, NV, PA, TX, or VA), create an on-demand notary account.

Process overview

1. Obtain online notarization authorization to perform notarizations in your state.
   • Proof validates your RON commission approval — you are responsible for obtaining approval from your Secretary of State's office.
2. Create your account and set up your profile using the process below.
3. Check your email for a message from us indicating your account status.
   • Review can take up to 3 business days.

Once this process is started, you will not be able to skip steps, but you can save your progress and exit if needed. When you return, the system picks up where you left off except during the identity verification stage.

What you need

Your profile is fully reviewed by our Network Integrity Specialists before being provisioned to work on the Proof platform. All notaries must complete extensive platform training and pass a knowledge and platform assessment before becoming active.

You must upload the following documents to complete your notary profile:

• Copy of your paper commission
• Copy of your E&O policy*
  • Must be insured for at least $25,000 to use the Proof platform
  • See Errors & Omissions Insurance (E&O)
• Digital certificate from Proof (obtained when you register and create your notary account)
• Phone number that can receive text messages for multi-factor authentication
• Online notarization authorization to perform remote online notarizations (RON) in your state
  • Proof validates your RON commission approval — you are responsible for obtaining approval from your Secretary of State's office.

*Optional as an NST

Create your notary account

1. Access: Sign up for an account on the Proof platform here.
2. Provide your contact information, then select Sign up.
   • Make sure your name and email address are exactly as they appear on your commission and identification.
3. Check your email for a link from noreply@proof.com and select the button to verify your email address.
4. Follow the prompts and select an option for multi-factor authentication to protect your account, and enter the generated code to continue.
   • This is a required security measure for all notary accounts.
5. If you are in an NST-only state, a modal will confirm you are operating as an independent notary. Select Continue to begin onboarding.
   
   If you are in an on-demand state, a modal will ask if you'd like to opt in to the Notarize Network.
   • To operate only in your NST capacity, select No, maybe later → Continue. You can opt in to becoming an ODN at any time later.
6. Select Let's get started to begin adding your notary information.

Onboarding process

Notary profile

Select each tab to review each notary profile onboarding step and its requirements.

• Provide the details requested on the Personal Information tab. The following fields are required:

  • First and last name: If your commission includes your middle name or initial, you must include it.
  • Email
  • Phone number
  • Address: Must be the one listed with the SoS on your application.
  • Time Zone
  • Whether or not you are an attorney

  Optional: Years of online notarization experience, areas of specialty, and additional languages you speak fluently. Indicating additional languages may allow you to meet with signers requesting that language.

  Common errors

  • The name entered for the notary profile does not match the name on the commission exactly.

    

• Provide the information requested on the Commission Details tab. All fields on this page are required.

  • Commission Number
  • Commission Expiration Date
  • Upload a PDF of your paper commission.

  If you do not have a commission number, we will verify NNA dates against your telephone number listed on signingagent.com.

  Oregon notaries: You are required to upload a copy of your certificate of authorization. Your profile is paused while this document is reviewed. You can resume within 1–2 business days once approved.

  Nebraska notaries: You are required to upload proof of your RON authorization from your state. That document is often referred to as:

  • Online Notary Registration Certificate
  • Online Notary Public Approval Letter

  NNA Info — only available to enter if you are located in an on-demand state (FL, NV, PA, TX, VA) and is optional if you have opted out of acting as an ODN.

  Enter your NNA ID Number (spaces are not allowed). Your NSA Training Expiration Date and Background Check Expiration Date update automatically. Proof checks your NNA information by matching your NNA ID number to the one listed on signingagent.com.

  Common errors

  • Commission ID and telephone number listed on the NNA website must match what you provided to Proof.
  • Uploading a PFX instead of a PDF file for your commission.
  • Uploading anything other than the traditional commission certificate.
  • Not signing and/or notarizing the traditional commission when required.
  • Updated NNA background check and training dates sometimes take up to two days to refresh on the NNA's site.

  

• Provide your Errors & Omissions policy information.

  • E&O insurance provider
  • Insurance amount: You must be insured for at least $25,000 to use the Proof platform.
  • Policy expiration date
  • Upload a copy of your E&O Policy

  This is recommended for notaries in ODN states operating in NST-only capacity, or notaries in NST-only states. See Notary Capacities Overview for more information.

  Common errors

  • Entering the name of the insurance producer rather than the insurance provider or insurer.
  • Uploading an insurance policy with less than the $25,000 minimum coverage amount.

  

• Draw or upload your signature, initials, and create your seal. Follow your state laws and guidelines — this is what is applied to documents when you place your notary signature. The information you've entered into your profile generates your seal. Confirm all information before proceeding.

  Upload your signature and initials

  • Select Upload an image and upload a previously captured image of your signature. If needed, draw your signature in ink on a blank white piece of paper and capture it first.
  • Once uploaded, crop and rotate the image as needed.
  • Select Apply and Continue to access a slider tool to adjust the contrast of your signature.
  • Agree to the terms and select Create and Apply.

  Draw your signature and initials

  • Select Draw and use your cursor to draw your signature or initials. Select Clear to start over.
  • Once satisfied, agree to the terms and select Create and apply.

  Download seal if desired

  You can download a copy of your seal to submit to your commissioning office if your state requires exemplar submission.

  Common errors

  • Creating a signature that does not comply with specific state laws or guidelines.
  • Creating a text-based signature — all signatures must be handwritten.
  • Not removing all of the blue background from signatures & initials using the slider tool.

  

• Account Payment: Add a payment method by linking a credit card or bank account. This is how Proof charges you transaction fees when you send your own transactions as an NST.

  Payout

  NSTs in ODN states: Your recipients must be billed outside of the Proof platform via a third-party app such as Venmo, Cash App, etc.

  NSTs in NST-only states: You can choose whether your signers pay through Proof or outside of Proof. If you choose outside of Proof, you must handle payments via a third-party app. Regardless of that choice, you are required to connect your account to Stripe to receive any payouts from Proof. Follow the prompts through Stripe, then select a payout frequency back on Proof.

  

Platform training

Platform training is required for all NSTs to help you effectively navigate the platform and handle notary meetings.

• Access Notary Training with Proof Academy
• Proof Academy Assessments Overview

Once you pass the final assessment, navigate back to this page and proceed to the Identity Verification step to obtain your Proof digital certificate.

Proof digital certificate

Select each tab to review each Proof digital certificate onboarding step and its requirements.

• Make sure you have all the materials you need for identity verification as outlined in the Proof digital certificate quick start guide.

  Select Begin Identification and follow the system prompts. Ensure all information appears exactly as it does on your commission. If you need to edit your name, go back to Step 1 Personal Information to change it.

  You are required to verify your identity with one primary form of identification, such as:

  • Driver's License
  • Passport
  • Permanent resident card
  • State ID card

  You only need to upload one form of ID to complete identity verification.

  Trusted Referee failover: If our automated system is unable to verify your identity documents, you may be connected with one of our Trusted Referees — an identity agent who will meet with you to verify your identity. You may need a supplemental form of identification depending on the failure type.

  

• Your digital certificate is applied to every notarization you complete on the Proof platform. Select Generate Certificate to produce your certificate.

  Check your state guidelines to determine if your state requires an exemplar or Statement of Officer. You may export that by selecting Export document. You can review the process in the Exemplar Management tour.

  Common errors: Obtaining a digital certificate with an incorrect name. The notary's first and last name on the digital certificate must match their commission exactly.

  

Profile review

Your profile is submitted automatically to our Network Integrity Specialists for review. You will receive an email when your account has a status update. Reviews can take up to 3 business days to complete.

Summary Checklist

• Obtain RON authorization from your Secretary of State before signing up.
• Your name on your profile must match your commission exactly.
• Platform training is required for all NSTs before proceeding to identity verification.
• Connect your account to Stripe to receive payouts from Proof.
• Generate your Proof digital certificate and expect up to 3 business days for profile review.

Updated May 12, 2026 13:57