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. One example of this might be when a check bounces and you want to charge the customer for the additional bank fees.

Video

In the below video, we review miscellaneous invoices within the Invoicing module!

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. Batch creation is not supported.

• Convenience fees are automatically created if you integrate with our electronic payment partner.

Requirements

• You need to have a property to create the invoice for.

• You need the Create Invoices permission enabled 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 does not pre-populate payment terms. Choose the appropriate term for this invoice—for example, Due on Receipt.

4. Select the tax jurisdiction that matches the property's location—for example, Missouri

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

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

   2. Late Fees – charge a late-payment penalty

   3. Convenience Fee – pass on a credit card processing fee

   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 (see How to Refund Payments, Record Returned Payments, or Move Payments Applied to the Wrong Invoice for more information)

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

7. Enter the applicable sales tax percentage for the line item.

   1. The extended price and line total update automatically.

      Optional

      • Select Add Invoice Line Item again and follow the same steps to add more charges to the same invoice.

      • Enter any relevant details in the Invoice Notes field—for example, the check number and return date for a bounced check.

8. Select Save.

Tips

• Add a note in the Invoice Notes field to create an audit trail—for example, the check number and return date for a bounced check.

• If you need to charge both a bounce-check fee and a late fee, add both as separate line items on the same invoice rather than creating two invoices.

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. Once sent, the invoice ages and follows your standard accounts-receivable process.