Notaries – both newcomers and seasoned signing agents – often wonder if they should equip themselves with a mobile printer and scanner. Do I really need to carry a printer and scanner in my car? Is it worth the hassle? These are common questions in the notary community. The idea of a “mobile office” on the go has gained popularity as real estate transactions become increasingly fast-paced. Efficiency and mobility are key in this industry, and having the ability to print or scan documents anytime, anywhere, can be a game-changer. In this post, we’ll explore the general pros and cons of using a mobile printer and scanner, with real-world examples – from last-minute loan signings to rural appointments and busy urban schedules – to help you decide if this setup fits your notary business.

Pros of Using a Mobile Printer and Scanner

A mobile printing/scanning setup offers numerous potential benefits for a notary public. Here are some of the key advantages:

• Flexibility and On-the-Spot Service: With a mobile printer and scanner, you’re not tied to a home office. You can meet signers anywhere – at their home, office, a cafe, or even a remote location – and handle documents on the spot. This means you can take emergency last-minute closings or changes without missing a beat. The flexibility to print or scan documents “in the field” lets you accommodate client needs in real time.
• Time Savings and Efficiency: No more extra trips back and forth to your office between appointments. A mobile setup eliminates wasted commute time, allowing you to schedule more signings in a day and respond faster to requests. For a busy notary, printing new documents on the go or scanning and sending completed docs immediately can compress your turnaround time. In short, mobility can boost your productivity (and your income) by optimizing your daily itinerary and reducing downtime.
• Handling Last-Minute Changes or Errors: It’s common in loan signings for a lender or title company to send updated documents at the last minute – for example, a corrected closing statement – or for a signer to make an error that requires reprinting a page. With a mobile printer, you can print corrected pages or even an entire replacement document set right away without delaying the appointment. This ability to adapt on the fly prevents costly delays. One signing agent noted that having a printer in the car allowed them to instantly reprint a document when a borrower made a mistake, or when they received a corrected copy from the title company during the signing.
• Immediate Scanbacks and Digital Delivery: Many signing assignments require “scanbacks” – scanning the signed documents and emailing them to the client or lender right after the signing, often for time-sensitive closings. A mobile scanner enables you to scan the entire signed package on the spot and send it off before you even leave the appointment. This is invaluable for rush closings or situations where overnight shipping will take too long. By providing immediate digital copies, you help transactions move forward faster and save yourself a trip back home just to scan.
• Improved Client Satisfaction and Competitive Edge: Offering mobile printing and scanning as part of your service can set you apart as a tech‐savvy, reliable notary. Clients and signing companies appreciate the convenience – you’re seen as the problem-solver who can get things done anywhere. In fact, some notaries report that once hiring companies learned they had a mobile printer/scanner, those notaries started getting more repeat business and even landed direct clients. Being able to say “Yes, I can print or scan right now” makes you more valuable to partners, which can translate into a higher volume of signings. It also enhances your professional image, showing that you’re equipped to handle last-minute needs efficiently.

(In addition to the above, a mobile office setup can even reduce reliance on brick-and-mortar offices – saving on renting office space and offering more work-life freedom – but the core advantages for most notaries are the flexibility and responsiveness outlined here.)

Cons of Using a Mobile Printer and Scanner

While the benefits are compelling, it’s equally important to consider the drawbacks and challenges of maintaining a mobile printer/scanner in your vehicle. Here are some general cons to keep in mind:

• Significant Upfront Investment and Setup Complexity: Setting up a printer and scanner for mobile use isn’t as simple as buying the devices and tossing them in your car. It often requires additional equipment and installation. For instance, high-powered power inverters and sometimes a secondary battery are needed to run a laser printer off a vehicle’s electrical system. You’ll need to secure the devices in your car and possibly wire an inverter to your battery (or use a portable power station). All of this can be costly and time-consuming to install. One new signing agent who eagerly built a full mobile office later realized that the “car printer” actually involved a lot of extra gear and expense – an investment that was hard to justify when they were just starting out with few signings. In short, the initial cost for the printer, scanner, power setup, and accessories can be high, which may not be feasible for notaries who are just beginning or have a low volume of assignments.
• Limited Use and ROI for Some Workflows: Not every notary finds a mobile printer/scanner necessary. If your business is centered in an area where your printer is nearby or documents are always provided well in advance, a mobile setup might sit idle. In fact, some very experienced notaries report they’ve completed hundreds or thousands of signings without ever needing to print on the go. If you typically have time to print at home and plan your day, a car printer might only see occasional use. In those cases, the money and effort spent on a mobile office might not pay off. This is especially true for new notaries still building volume – it could take a long time to recoup the investment if you’re not getting a lot of last-minute assignments right now. Essentially, the return on investment (ROI) of a mobile printer/scanner depends on your workflow; for many notaries, it’s a convenience rather than a necessity, and some find it “not worth it” if they rarely use it.
• Power and Connectivity Dependence: A mobile office only works if you have the power and data connections to support it. You’ll be relying on your vehicle’s power (or a hefty portable battery pack) to run a laser printer and scanner, which means managing battery drain or installing extra power sources. Additionally, you must have a reliable internet connection (Wi-Fi or cellular data) to download documents on the road. In areas with poor reception or if you have a slow hotspot, you could lose the time you hoped to save. One notary shared that downloading a large PDF over their phone’s hotspot “took forever” – so much so that they could have driven home in the same amount of time. In practice, you may find yourself hunting for a good signal or even parking near a public Wi-Fi (like a coffee shop) to get documents quickly, which isn’t always convenient or secure. This reliance on technology means more potential points of failure – a dead inverter battery or lack of internet will instantly neutralize the benefits of your mobile gear.
• Space, Portability, and Security Concerns: Printers (especially dual-tray laser printers preferred for loan documents) are not tiny, and scanners and supplies take up room as well. You’ll need to dedicate trunk space or back-seat area for the equipment, along with paper, toner cartridges, and other supplies. This can make your vehicle a bit crowded, especially if you have a smaller car. There’s also a minor security risk in leaving valuable equipment (and possibly confidential documents) in your car. You must be mindful of locking your vehicle and perhaps concealing the equipment to deter theft. Additionally, transporting sensitive documents or printing in public view raise privacy considerations – you’ll want to ensure documents aren’t left unattended or visible to bystanders when printing or scanning outside of a controlled office environment.
• Wear and Tear on Equipment (Durability Issues): Standard office printers and scanners are not designed to be bounced around in a car all day. The vibration and jostling from driving – especially on rough roads – can damage sensitive components. Notaries have learned the hard way that a printer’s inner parts can get shaken beyond repair after being subjected to regular bumps on country roads. Even potholes or sudden stops in an urban setting could knock something out of alignment. If you do use a mobile printer, you may need to pad or secure it carefully to absorb shocks. Some notaries recommend removing extra paper trays while driving, as those can crack or misalign due to vibration. In short, mobility can shorten the lifespan of your equipment if it isn’t well protected.
• Environmental Factors: Along with physical bumps, consider the effect of weather on a mobile office. Electronics have specific temperature and humidity ranges in which they operate safely. A car parked in the sun can heat up like an oven, and freezing winter temperatures can be just as harmful. Extreme heat or cold inside your vehicle can wreak havoc on printers and scanners, causing malfunctions or damage to batteries and ink/toner. For example, toner cartridges can clump or leak in high heat, and LCD screens or plastic parts may warp. To mitigate this, you might have to bring your equipment inside during temperature extremes or run your car’s AC/heater to regulate the climate, which isn’t always practical. This sensitivity means more diligence and care are required when you keep office gear in your car year-round.

Use Case Examples

Loan Signings and Last-Minute Changes

You’re on your way to a scheduled closing when you get an updated set of documents. Instead of driving home to print them, you pull over, print the new pages, and keep the appointment on track. You also scan and email the completed package before leaving the client’s home—saving hours and keeping the process moving smoothly.

Rural Appointments and Remote Areas

You serve clients in remote towns where print shops and drop-off locations are scarce. Your mobile setup lets you print on the go, scan immediately after the signing, and drive directly to the nearest shipping drop—saving long trips back and forth.

High-Volume Urban Environments

You have several appointments in one day across the city. Documents for later signings aren’t ready when you leave your house. With a mobile printer, you can receive files by email between appointments and print them on the spot, helping you stay on schedule without the need to return home.

Deciding whether to use a mobile printer and scanner ultimately comes down to your specific notary business needs and circumstances. There are clear advantages to having a fully mobile office: you can respond to last-minute changes, save time on travel, increase your daily signing capacity, and provide top-notch convenience to clients and companies. These benefits tend to shine in scenarios like loan signings with tight deadlines, widely dispersed rural appointments, or jam-packed urban schedules.

However, it’s important to balance the scales with the costs and challenges. A mobile printer/scanner setup requires an investment of money, effort, and maintenance. New notaries in particular might consider starting out using a traditional setup and upgrading to mobile once their business grows. On the other hand, if you’re a veteran notary who’s consistently on the road, you might find the mobile office indispensable for keeping up with demand.

In making your decision, reflect on the use cases that apply to you. Do you frequently receive documents at the last minute or get signing offers when you’re already out and about? Do you cover large geographic areas or tightly scheduled back-to-back appointments? If yes, the pros of a mobile printer and scanner (flexibility, speed, and increased earnings) will likely outweigh the cons.

Keep in mind, there are also creative middle-ground solutions. Some use portable Wi-Fi hotspots or power banks to reduce how much they need to modify their vehicle. And of course, good planning and communication can often prevent emergencies.

In conclusion, using a mobile printer and scanner has its general pros and cons, and it’s not a one-size-fits-all requirement for notaries. It can dramatically enhance your service capability and efficiency, but it introduces new considerations in cost and logistics. Evaluate your typical assignments and growth plans: you might discover that a mobile office is the key to unlocking more opportunities, or you might decide that you can continue to thrive with your current setup.