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Completing a Signing & Scanback Requirements

This article explains what happens at the end of a signing — including what scanbacks are, when they're required, and the steps each party takes to close out the order.

What Are Scanbacks?

Scanbacks are scanned copies of the signed documents that the notary uploads to the order before shipping the originals to the title company or lender. They give the signing service a digital record of the signed package and allow for a quick review before the originals arrive by mail.

Whether scanbacks are required depends on the individual order — some orders require them, others do not. This is set when the order is created.

For Notaries: Completing Your Part

Step 1: Check Whether Scanbacks Are Required

Before leaving the signing appointment, check the order in NotaryDash to confirm whether scanbacks are required. You'll see this indicated on the order detail page. [NEEDS VERIFICATION: exact location/label of scanback requirement indicator]

Step 2: Scan and Upload the Signed Documents

If scanbacks are required:

  1. After the signing is complete, scan all signed documents into PDF format.
  2. Open the order in NotaryDash.
  3. Go to the Documents section.
  4. Click Upload Document and attach the scanned files.
  5. Wait for the upload to complete and verify the files appear in the document list.

[Screenshot: Document upload area on the order detail page]

Do not ship the original documents until the scanbacks have been successfully uploaded.

Step 3: Mark the Order Complete

Once scanbacks are uploaded (or if they are not required for this order):

  1. On the order detail page, find the Signing Status section and click either Signing Successful or Did Not Sign.
  2. Confirm when prompted.

The signing service will be notified that you've marked the order complete and will review and close the order on their end.

For Signing Services: Closing an Order

Step 1: Review the Completed Order

When the notary marks their work complete, you'll receive a notification. Open the order to review it.

  • If scanbacks were required, they will be visible in the Documents section. Download and review them before closing.
  • Confirm the appointment was completed as expected.

[Screenshot: Order detail showing notary-uploaded scanbacks in the documents section]

Step 2: Close the Order

Once you're satisfied:

  1. In the Close Order & Create/Send Invoice section on the order detail page, click either:
  2. Close Order / Create Invoice & Send to Client — closes the order and emails the invoice to your client
  3. Close Order / Create Invoice Only — closes the order and generates the invoice without sending it
  4. Confirm when prompted.

The order status will update to Completed / Closed.

Step 3: Invoice Generation

Closing the order generates an invoice based on the fees set when the order was created. The invoice appears on the order detail page, where you can Download Invoice, Send Invoice to Client, or Resend Invoice to Client.

What Happens Next

  • The order moves to a closed state and appears in your order history.
  • The invoice is available for your records.
  • The notary can ship the original documents if they haven't already done so.

If you need to make changes after an order is closed, contact support@notarydash.com for assistance.

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