Create a Notary-Sourced Transaction Account – Proof Help Center
This guide details the step-by-step process for Notary-Sourced Transaction (NST) notaries to create and verify a new profile on the Proof platform, including obtaining online notarization authorization, submitting required documents such as commission and E&O policy, completing training and assessments, and setting up multi-factor authentication to become an active notary on the platform.
Audience: Notary-Sourced Transaction notaries (NSTs)
This guide provides 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.
Process Overview
- 1.Obtain online notarization authorization to perform notarizations in your state. Proof validates your RON commission approval, but 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 Proof indicating your account status. Review can take up to 3 business days.
You cannot skip steps once the process is started, 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 Network Integrity Specialists before being provisioned to work on the Proof platform. All notaries must complete 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; optional as an NST)
- 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
Create Your Notary Account
- 1.Sign up for an account on the Proof platform.
- 2.Provide your contact information, then select Sign up. Ensure your name and email address match your commission and identification.
- 3.Check your email for a verification link and verify your email address.
- 4.Set up multi-factor authentication to protect your account.
- 5.If in an NST-only state, confirm you are operating as an independent notary. If in an on-demand state, choose whether to opt in to the Notarize Network.
- 6.Select Let's get started to begin adding your notary information.
Onboarding Process
Notary Profile
Each tab in the onboarding process covers a different step:
Personal Information
- First and last name (must match commission exactly)
- Phone number
- Address (must match SoS application)
- Time Zone
- Whether or not you are an attorney
- Optional: Years of online notarization experience, areas of specialty, additional languages
Common errors: Name mismatch with commission.
Commission Details
- Commission Number
- Commission Expiration Date
- Upload a PDF of your paper commission
State-specific requirements:
- Oregon: Upload certificate of authorization
- Nebraska: Upload proof of RON authorization
NNA Info: Only for on-demand states (optional if opted out of ODN). Enter NNA ID Number. 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 mismatch
- Uploading incorrect file types
- Not signing/notarizing the commission when required
- NNA background check/training dates may take up to two days to refresh
Insurance Details
- E&O insurance provider
- Insurance amount (minimum $25,000)
- Policy expiration date
- Upload a copy of your E&O Policy
Common errors:
- Entering producer instead of provider
- Insufficient coverage amount
Signature and Seal
- Draw or upload your signature and initials
- Create your seal (generated from your profile information)
- Download seal if required by your state
Common errors:
- Non-compliant signature
- Text-based instead of handwritten signature
- Not removing background from signature images
Billing and Payments
- Add a payment method (credit card or bank account) for transaction fees
- NSTs in ODN states: Recipients must be billed outside Proof via third-party apps
- NSTs in NST-only states: Choose whether signers pay through Proof or outside; must connect to Stripe for payouts
Platform Training
Platform training is required for all NSTs. Complete training and pass the assessment before proceeding to identity verification.
Proof Digital Certificate
Identity Verification
- Have all materials ready as outlined in the Proof digital certificate quick start guide
- Begin identification and follow prompts
- Verify identity with one primary form of identification (driver's license, passport, permanent resident card, or state ID card)
- If automated verification fails, you may be connected with a Trusted Referee for manual verification
Digital Certificate
- Generate your digital certificate (applied to every notarization)
- Export document if required by your state
Common errors: Name mismatch with commission
Profile Review
Your profile is submitted for review. You will receive an email when your account status updates. Reviews can take up to 3 business days.
Certain changes to your profile may move your account into non-compliance, during which time you cannot access the platform.
For best results, review notary profile success and troubleshooting before starting.
Summary Checklist
- Obtain RON authorization from your Secretary of State before signing up
- Name on profile must match commission exactly
- Platform training is required before identity verification
- Connect your account to Stripe for payouts
- Generate your Proof digital certificate and allow up to 3 business days for profile review
If you need help, contact Proof Support.
Related
Notary-Sourced Transactions (NST) Overview – Proof Help Center
The Notary-Sourced Transactions (NST) Overview from Proof Help Center explains that properly commissioned notaries in specified states can use Proof's platform to independently run their Remote Online Notarization (RON) business—managing clients, setting fees, and utilizing features like secure digital certificates, multi-factor authentication, session recordings, flexible billing, and training resources—all while ensuring compliance with state-specific requirements.
Why RON is Critical to Stopping Deed Fraud
The article explains that rising deed fraud in the U.S. threatens homeowners' valuable assets, and highlights how remote online notarization (RON) combats this by employing rigorous multi-step digital identity verification—including knowledge-based authentication, extensive credential analysis with over 25 checks, and manual notary review—thereby creating a more trustworthy record than traditional in-person notarizations and helping to prevent fraudulent property transfers.
Create an In-House Notary Account – Proof Help Center
The guide details the step-by-step process for In-House Notaries to create a Proof platform account, including obtaining state authorization for online notarizations, submitting required documents like a paper commission and digital certificate, completing training and assessments, and following account setup procedures such as receiving organizational invitations and enabling multi-factor authentication.
Notary Capacities Overview
Proof supports three notary capacities—On-Demand Notary (ODN), Notary-Sourced Transaction (NST), and In-House Notary (IHN)—each with distinct setup processes and transaction scopes, where ODNs serve the Notarize Network's on-demand queue in select states, NSTs operate independently for their own clients, and IHNs work within organizations with permissions set by admins, all requiring review and approval before activation.
Notary Profile Success and Troubleshooting – Proof Help Center
The article explains that notary profile activation on Proof is delayed primarily due to incomplete onboarding steps—such as submitting personal info, commission, NNA ID, E&O, signature, seal, training, identity verification, and digital certificate—and waiting for state RON approval, with the Network Community Operations team reviewing completed profiles within 1–2 business days to ensure compliance before activation.
Notary User Supplement
The Notary User Supplement, effective September 27, 2024, outlines that Notary Users providing notarizations via the Platform operate as independent contractors authorized only if duly commissioned and compliant with jurisdictional laws, must adhere to Proof’s policies to ensure legal compliance and platform integrity, and maintain accurate profiles and required compliance documentation.