Create an On-Demand Notary Account
This guide details the step-by-step process for on-demand notaries in FL, NV, PA, TX, or VA to create a Proof platform account by obtaining RON authorization, submitting required documents including commission and E&O policy, completing training and assessment, verifying email and multi-factor authentication, and optionally joining the Notarize Network.
Audience: On-demand Notaries (ODN)
This walkthrough explains how to set up a new notary profile on the Proof platform as an On-Demand Notary (ODN). It also applies to notaries looking to act as an NST in addition to their ODN capacity. You must be located in FL, NV, PA, TX, or VA to join the on-demand queue.
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 the Network Community Operations team before being provisioned to work on the Proof platform. All notaries must complete platform training and pass an 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)
- Digital certificate from Proof (obtained during registration)
- Phone number that can receive text messages for multi-factor authentication
- Online notarization authorization (RON) in your state
Create Your Notary Account
- 1.Sign up for an account on the Proof platform.
- 2.Provide your contact information and select Sign up. Ensure your name and email match your commission and identification.
- 3.Check your email for a verification link and verify your email address.
- 4.Set up multi-factor authentication.
- 5.If you are in an on-demand state, you will be asked if you'd like to opt in to the Notarize Network and take calls from Proof's clients. You can opt in later if you wish.
- 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 error: Name does not match commission exactly.
Commission Details
- Commission Number
- Commission Expiration Date
- Upload a PDF of your paper commission
- NNA ID Number (required for on-demand notaries)
Common errors:
- Commission ID and telephone number must match NNA website
- Uploading incorrect file types or unsigned commission certificates
- NNA background check and 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
- Failing to upload policy
- Not adding Proof as certificate holder for Professional Liability insurance
Signature and Seal
- Draw or upload your signature and initials
- Create your seal (generated from your profile information)
- Download seal if required (TX and VA)
Common errors:
- Non-compliant signatures
- Text-based signatures (must be handwritten)
- Not removing background from images
Billing and Payments
- Add a payment method (credit card or bank account)
- For NSTs, recipients must be billed outside the Proof platform
- For ODNs, payouts are through Stripe
Platform Training
Platform training is required for all on-demand notaries. 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)
- If automated verification fails, you may be connected with a Trusted Referee
Digital Certificate
- Generate your digital certificate (applied to every notarization)
- TX and VA notaries may need to export an exemplar or Statement of Officer
Common error: Name on digital certificate must match commission exactly.
Profile Review
Your profile is submitted automatically 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.
Summary Checklist
- You are located in FL, NV, PA, TX, or VA
- Obtain RON authorization before signing up
- Name on profile matches commission exactly
- E&O insurance ($25,000+) and NNA ID are required
- Platform training is required before identity verification
- Connect account to Stripe for payouts
- Generate Proof digital certificate and expect up to 3 business days for review
If you need help, contact Proof Support.
Related
On-Demand Notary Overview
The Proof platform enables On-Demand Notaries (ODNs) in Florida, Nevada, Pennsylvania, Texas, and Virginia who have completed National Notary Association (NNA) training and background checks, hold NSA certification, and possess at least $25,000 in Errors and Omissions insurance, all verified and uploaded through their Proof notary profile before they can accept on-demand notarization requests.
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.
In-House Notary Overview
The In-House Notary (IHN) feature on Proof allows designated team members at Premium-tier business and real estate organizations in 31 specified states to prepare, access, and notarize documents internally with options for identity verification methods like "personally known to notary," while restricting them from on-demand queue calls and enabling journal access even after account deactivation.
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 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.
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.