Signing Services vs. Notary Platforms vs. Notary Databases: Why Accurate Terminology Matters in the Notary Business

If you’re a notary public trying to grow your business, one of the first steps to success is mastering the terminology of the notary industry. Whether you’re just starting out or have already completed dozens of signings, understanding the difference between a signing service, a notary platform, and a notary database can dramatically improve how you operate and communicate with clients.

In this blog, we’ll break down these three key terms, explain how each one functions in the real estate and loan signing industry, and offer tips on how to leverage them to build a profitable notary business.

Why Terminology Matters in the Notary Business

Using the right terminology doesn’t just make you sound more professional; it helps you avoid misunderstandings, secure more signings, and build better relationships with title companies, real estate attorneys, and signing services. For example, many new notaries think they’re working "for Snapdocs," when in reality, Snapdocs is just the platform a signing service is using to assign jobs.

Misunderstanding the structure of the notary ecosystem can lead to confusion, missed opportunities, and even frustration. But once you learn how everything connects, you can position yourself more effectively and gain a competitive edge in the industry.

What Is a Signing Service?

A signing service, also known as a signing company or notary agency, is a business that connects clients, such as title companies, real estate attorneys, and lenders, with qualified notaries across the country.

What Does a Signing Service Do?

🔹 Assigns loan signing appointments to notaries

🔹 Communicates signing instructions

🔹 Manages document delivery, scanbacks, and FedEx drop-offs

🔹 Handles payment to notaries after job completion

🔹 Ensures quality control for every transaction

Signing services act as a middleman, simplifying the process for both the client and the notary. They take care of scheduling, ensure compliance, and help maintain a consistent level of service.

Examples of Signing Services:

🔸 The Closing Signing Service (our company)

🔸 Notaries To You

🔸 Signing Solutions 

These companies work behind the scenes, often using platforms like Snapdocs or Signing Order to manage and assign signings.

What Is a Notary Platform?

A Notary Platform is a technology-based tool or online marketplace that facilitates communication between notaries and signing services or direct clients. These platforms do not hire notaries directly. Instead, they provide a space where signing services can post assignments and notaries can accept them.

Also read: The Role of Technology in Streamlining Nationwide Signing Services

What Does a Notary Platform Do?

🔹 Hosts notary profiles and credentials

🔹 Distributes orders from signing services to available notaries

🔹 Allows notaries to accept or decline signings

🔹 Collects feedback and ratings from signing services

🔹 Manages document uploads and status tracking

Examples of Notary Platforms:

🔸 Snapdocs

🔸 Signing Order

🔸 Notary Dash

🔸 Notary Everyday

These platforms are tools used by signing services, not direct employers.

Common Misconception:

Many notaries say, “I work for Signing Order,” but that’s not accurate. Signing Order doesn’t send orders on its own; it’s the signing service (like The Closing Signing Service) that uses Signing Order to assign orders. Understanding this helps clarify who you're truly working with, which matters when negotiating fees, requesting payment, or resolving issues.

What Is a Notary Database?

A notary database is an online directory where notaries can list their credentials, availability, and contact information. These databases do not facilitate assignments or manage orders. Instead, they serve as a way for clients, like real estate agents or private citizens, to find notaries in their area.

What Does a Notary Database Do?

🔹 Lists notary profiles

🔹 Improves your visibility online

🔹 Helps direct clients find you

🔹 Offers advertising or premium listing options

Examples of Notary Databases:

🔸 Notary Rotary

🔸 123 Notary

🔸 Notary Café

Unlike platforms, these databases don’t send you jobs or provide coordination. But they can be useful for building your online presence.

Should You Join a Notary Database?

Yes, but with realistic expectations. Listing your profile on notary directories increases your chances of being found, but it won’t generate regular work on its own. For best results, use databases alongside other strategies, like signing up with signing services and being active on notary platforms.

Why This Knowledge Matters for Notaries

Understanding the differences between these services and tools helps you:

🔹 Communicate like a pro: Using the right terms makes you sound credible and professional when talking to clients or industry peers.

🔹 Know who to contact: If there's a payment delay, contact the signing service, not Snapdocs or Signing Order. 

🔹 Grow your business smarter: Knowing how each system works allows you to make better choices about where to invest your time and effort.

Level Up Your Notary Career with the Right Training

If you’re ready to take your notary business to the next level, my course Notary Business Guidance was designed just for you.

Inside the course, I teach you everything from how to properly register with notary databases, how to build strong relationships with signing services, and how to stand out on notary platforms like Snapdocs or Signing Order. You’ll also learn how to:

🔹 Set competitive rates

🔹 Get marked as a preferred notary

🔹 Maximize your income

🔹 Avoid common mistakes new notaries make

This isn't just another notary training; it's a roadmap to building a real business.

Final Thoughts: Speak the Language of the Business

As a notary, your words matter. The way you describe your work, your tools, and your connections can set you apart or hold you back. Learning to differentiate between a signing service, a platform, and a database is a small step that makes a big difference in your professionalism and success.

The notary industry is competitive, but with the right tools, terminology, and training, you can thrive.

Want to learn how?

👉 Join Notary Business Guidance by The Closing Signing Service and start building the notary career you deserve!