---
title: "Using Collection, Invoice, Payment, and Statement Notes"
slug: "using-collection-invoice-payment-and-statement-notes"
tags: ["Language - English", "Area - Invoicing", "Area - AR and Collections", "Industry - Landscaping", "Type - Task (How-To)", "Role - Account Manager", "Role - Branch Manager", "Role - Controller", "Role - Project Manager", "Role - Scheduler", "Role - Accountant (AR)", "Skill Level - 1 (Beginner)"]
updated: 2025-10-29T19:35:40Z
published: 2025-10-29T19:35:40Z
canonical: "guide.youraspire.com/using-collection-invoice-payment-and-statement-notes"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using Collection, Invoice, Payment, and Statement Notes

## 

In Aspire, there are numerous places to enter notes relating to finances between you and your customers. Of those notes, there are *Collection Notes*, *Opportunity Invoice Notes*, *Invoice Notes, Payment Notes* and *Statement Notes.*

Read this article below to learn which note type is best to use when it comes to detailing information on payments, and receivables to better help you use the power of invoicing in Aspire.

In addition to the notes that are more financially related, there are other types of notes available for use in Aspire relevant to properties, opportunities, work tickets, or visits.

📑 To learn more about other note types, please read *Using Notes in Aspire*, [here](https://guide.youraspire.com/docs/using-notes-in-aspire).

## **Places to Enter Collection Notes**

There are three areas you can enter *Collection Notes*:

- Property
- Payment Screen
- Receivables List

### **Property**

Let’s look at the first option by going to a Property. Clicking into the property record, you will see the property information.

- Navigate to the *Properties* module and select your property from the search list.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-qwvjwr2s.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

- Select *Edit Property.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-knz5s19m.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)*

- On the next screen there is a box to enter *Collection Notes*. Add your notes as needed.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-o67fjkwi.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

- Once finished adding these notes, click Save.

### **Payment Screen**

To view and add notes on the *Payment* screen click either to the *Invoicing* module or the *New Payment* option in the *Quick Menu*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-7zp515te.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

- Select the *Payment Account* you want to review the *Collection Notes* for.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-4sw46s1a.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

- The *Payment Screen* is displayed and has a section for *Collection Notes*.
- You can select which property associated with the account to add the *Collection Notes* to by choosing the *Property Name* from the drop down list.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-7tavlq5z.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

### **Receivables List**

While you are still in the *Invoicing* module, you can click to the *Receivables* tab and add *Collection Notes* to your display filters.

On the *Receivables* list, you can add *Collection Notes* as a display to the list and add to them by clicking the vertical three dot menu and then *Collection Notes.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-yxrkmq3q.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)*

## **Where To View Collection Notes**

### **Properties Search List**

The *Properties Search List* has a field for *Collection Notes* available for display.

It will include notes that were added directly to the *Property*, as well as from *Payments* that were designated for the particular property.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-sk9ucx97.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

### **Receivables Search List**

The *Receivables* list has a display field available for *Collection Notes*. It will add it into the triple dot menu on the right hand side of your *Receivables* list. If you select the triple dot, you can click on the *Collection Notes* option and review existing notes and add to them as well. You can filter the list based on the *Collection Notes* as well by using the filter type of *Contains* to display every property that has collection notes attached to their record.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-ges8ejka.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

### **AR Aging Report**

The *AR Aging Report* will display *Collection Notes* under each property. This can be collapsed or expanded to review the notes using the arrow.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-1h30szqd.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-8q7sf3dp.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

### **AR Aging Detail Report**

The *AR Aging Detail Report* displays *Collection Notes* under each Property which can be collapsed or expanded to review the notes using the arrow.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-0srmd272.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

## **Where to Enter Opportunity Invoice Notes**

*Opportunity Invoice Notes* that are added to an *Opportunity* allows text that will be included on invoices when you generate them from Aspire. You can customize invoice layouts that are built to contain opportunity-specific text blocks.

### **In the Opportunities Module**

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-spn4jlo8.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)**

📌 Note: If you update an *Opportunity Invoice Note*, the note will update on all invoices. If you need to update a single invoice note you should use *Invoice Notes* in the *Invoicing* module for the specific invoice.

### **From the Quick Ticket Screen**

Display the *Quick Ticket* screen from the *Time Entry* screen by either directly adding the *Quick Ticket* on the *Time Entry* screen or by creating a new *Work Ticket* from a ticket that has been entered by a *Crew Leader* in *Crew Mobile* on the *Time Entry* screen.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-ca11mndj.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

When the quick ticket screen is displayed, this field is initially populated by combining the *Opportunity Invoice Note* specified by the crew leader when creating the work ticket, and the *Opportunity Invoice Note* specified on the work order template.

You can use the previously provided information and modify it as appropriate for display on the invoice.

### **In Aspire Mobile**

**![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-sxaigqux.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)**

You can see *Opportunity Invoice Notes* in Aspire Mobile but only when a *Quick Ticket* is created. This allow *Crew Leaders* to enter information about the work that was performed.

The information entered here is able to be shared with a client on their invoice since there wasn't an original proposal sent and approved by the client.

## **Where to View Opportunity Invoice Notes**

### **Opportunity Detail Screen**

You can add a filter or display to show *Opportunity Invoice Notes* in the *Opportunities* module. Adding this display allows you to see any notes recorded on the opportunity itself, including *Opportunity Invoice Notes*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-mvdi1lq2.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-vmgeh4iw.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

### **In the Invoice Assistant Display Filters**

Once an *Opportunity Invoice Note* is recorded, this note also appears in the *Invoicing* module on the *Invoicing Assistant* tab by adding the *Invoice Note* display filter.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-ld9dv6f8.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

## **Adding and Viewing Invoice Notes on the Invoice Detail Screen**

*Invoice Notes* allow you to enter a note that is displayed on invoices if included in the selected invoice layout. This note is in addition to the invoice note defined on the opportunity.

When generating an invoice, you have the option to add an additional note that goes to your customer when sending the invoice. This type of note does not get recorded in the *Opportunity Invoice Notes* in the *Opportunity Detail Screen*.

📌 Note: Once the invoice is generated and sent, the *Invoice Notes* are unable to be edited. To edit a note, your invoice would need to be in *Draft* status and then resent to your customer for them to receive the updated note.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-npuu3afv.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

## **Adding Payment Notes on the Payment Screen**

When recording a payment for a *Company, Contact* or *Invoice*, there is a section to add a note about the payment for your internal teams to review. This type of note could explain what to expect from the customer on their next payment, or details about the payment that was just recorded.

To add *Payment Notes*, you can use the *Quick Menu* and click *New Payment*, or navigate to the *Invoicing* module and select the *Payments* tab.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-pts9ktkq.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

## **Viewing Payment Notes in the Invoicing Module**

For a quick view of *Payment Notes* for many payments that have been recorded in Aspire, navigate to the *Payments* tab of the *Invoicing Assistant* and add a display column of *Payment Note*. The notes will populate under this column.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-7rwlok4h.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)

## **Places to Add Statement Notes**

*Statement Notes* are used to communicate information to your customer when statements are sent out. You can use this field in layout customization for *Statement* creation.

📌 Note: Once the invoice is generated and sent, the *Statement Notes* are unable to be edited. To edit a note, your invoice would need to be in *Draft* status.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-collection-invoice-payment-and-statement-notes-image-jyf093tz.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A23Z&se=2026-11-13T11%3A16%3A23Z&sr=c&sp=r&sig=5%2BNeGPgneShTpsBoGkPUTr6G1eK4FxuucKkkeIR9iJ4%3D)