Creating Miscellaneous Invoices

Overview

You can create a miscellaneous invoice in Aspire when you need to charge or credit a property outside of the normal opportunity and work-ticket workflow. For example, if a check bounces, you can charge the customer for the additional bank fees.

Things to know

Important: Miscellaneous invoices are for special situations only. Do not use them to bypass the standard workflow.

• A miscellaneous invoice is tied only to a property or customer, not to an opportunity or work ticket.

• You can only create one miscellaneous invoice at a time, for one property at a time. Aspire doesn't support batch creation.

Requirements

• You need a property to create the invoice for.

• You need the Create Invoices permission turned on in Administration.

Steps

Follow these steps to create a miscellaneous invoice.

1. From the Quick Menu, select New Misc. Invoice.  
   

   

2. Select the property you want to invoice.

3. Set the payment terms.

   1. The form doesn't pre-populate payment terms.

   2. Choose the appropriate term for this invoice.

4. Select the tax jurisdiction that matches the property's location.

5. Specify the invoice by choosing one of the following line items:

   1. Bounce Check – bank returned a payment for non-sufficient funds

   2. Late Fees – charge a late-payment penalty

   3. Convenience Fee – add a flat convenience charge to the invoice

   4. Clean Up A/R – apply an outstanding credit to a property

   5. Miscellaneous – any other charge or credit

   6. Refund Customer – refund a payment. For more information, visit How to Refund Payments, Record Returned Payments, or Move Payments Applied to the Wrong Invoice.

6. Enter the fee or credit amount for the line item.

7. Enter the applicable sales tax percentage for the line item. The extended price and line total update automatically.

8. Select Save.

Tips

• Add more line items: Select Add Invoice Line Item to add more charges to the same invoice.

• Create an audit trail: Add details like the check number and return date for a bounced check in the Invoice Notes field.

• Combine related fees: To charge both a bounce-check fee and a late fee, add each as a separate line item on the same invoice rather than creating two.

What happens next

After you save, the miscellaneous invoice appears in the Invoice Batches tab. From there, you can review it, delete it if it contains errors, or complete and send it to the customer. After it's sent, the invoice ages and follows your standard accounts-receivable process.