--- title: "New: Add notes and call notes, assign escalations and much more" description: "Add notes to invoices and contacts, keep call notes with the customer, and assign escalations. Paidnice sends the note to Xero or QuickBooks." url: https://www.paidnice.com/blog/add-notes-to-invoices-and-contacts --- # New: Add notes and call notes, assign escalations and much more By Denym Bird Co-founder & CEO of Paidnice Updated Oct 22, 2026 · 5 min read Keeping your accounts receivable running smoothly can feel like a constant challenge. But with the latest updates from Paidnice in October 2024, managing invoices and payments just got easier. These updates are designed to give you more control over your invoicing process, save time, and ensure that your team stays on top of cash flow. Since this update shipped, Paidnice added in-app calling, so this post now also covers call notes. The two sections below are new. The October 2024 update follows them. Free: Payment reminder email templatesCopy the reminder emails for before, on and after the due date. ## How do you keep call notes with the invoice and the customer? Call the customer from Paidnice and the call is recorded, transcribed, summarized, and saved to the customer's timeline, with the summary sent to Xero or QuickBooks as a note on the invoice or the contact. Here is how it works. On the contact page there is a Call button. You call the customer from Paidnice, and when the call ends Paidnice writes a short summary and saves it, with the full transcript, to the customer's timeline. The summary goes to Xero or QuickBooks as a note on the invoice or the contact, so the record sits in your ledger as well as in Paidnice. The Calls page lists every call placed from Paidnice. Each row shows the date, the contact, who called, the status, the duration, and the summary. Click a row to read the summary and the transcript. [In-app calling](https://www.paidnice.com/in-app-calling) is included on Pro and above. If you call from a desk phone instead, you can still log the call manually on the contact's timeline, and that note can sync to your accounting system. Our [call log template](https://www.paidnice.com/blog/call-log-template) covers what a good note holds, and our guide to [collection calls](https://www.paidnice.com/blog/how-to-make-collection-calls) covers what to say on the call. ## How do notes work in Xero and QuickBooks Online? Xero keeps notes on contacts and as permanent history items on transactions, and QuickBooks Online keeps notes on the customer profile, with a 4,000 character limit on simple notes. In Xero, a contact has a [Notes field](https://central.xero.com/0/article/Contact-fields-US) for information specific to that contact. On an invoice, you can add a note at any time, and [Xero saves it as a history item](https://central.xero.com/0/article/View-history-and-notes-for-individual-transactions-and-inventory-items) that cannot be edited or deleted. Only users in your organization can see history and notes, and they do not print on PDF invoices or statements. Notes added through the [Xero API](https://developer.xero.com/documentation/api/accounting/historyandnotes) are capped at 2,500 characters. In QuickBooks Online, a customer has [two kinds of notes](https://quickbooks.intuit.com/learn-support/en-us/help-article/list-reports/add-use-notes/L2plcW9Zh_US_en_US). Simple notes hold up to 4,000 characters and can include attached files. Date-stamped notes appear only on the customer's profile page, in the order added, and you can star the important ones. Those limits shape what a call note should hold: the facts, the date the customer promised, and who said it. A short summary fits both systems. A full transcript does not, which is why Paidnice sends the summary as the note and keeps the transcript on the timeline. ## What shipped in October 2024 Here’s a breakdown of what was new that month and how these features help your business: ### 📝 Add Notes to Invoices and Contacts Managing invoices can involve multiple team members, and Paidnice's new **Notes** feature makes collaboration easier. You can now add notes to invoices and contacts, and **tag other users** to action tasks or follow-ups. This note-taking capability ensures that important details are never lost in communication, and everything syncs with your accounting software like Xero or QuickBooks. ![Add Notes to Invoices and Contacts screenshot 1](https://www.paidnice.com/assets/wf/671a1ee81cd9444382fcdd54_671a1cd561d81f77bb992924_add-notes.avif) This is a game-changer if you often need to pass information between team members or need a quick way to document customer interactions. ### 👥 Assign Escalations to Different Users If you have a larger team, assigning specific tasks can be tricky, especially when following up on unpaid invoices. The new **Escalations Assignment** feature lets you allocate follow-up actions to individual team members. For example, you can assign a particular team member to handle escalations for specific accounts, ensuring that no overdue payment slips through the cracks. ![Add Notes to Invoices and Contacts screenshot 2](https://www.paidnice.com/assets/wf/671a3aece2ad414610ff8bf3_671a3a843b5ced177bd3ae22_assign-to-team.avif) This feature is particularly useful for businesses with multiple departments handling collections, as it streamlines who is responsible for which client, creating clear accountability. ### 📩 Mark Invoices as Sent in Xero Manually keeping track of which invoices have been sent can be a hassle. With the new **Invoice Sync** feature, invoices sent through Paidnice are now automatically marked as "Sent" in Xero. ![Add Notes to Invoices and Contacts screenshot 3](https://www.paidnice.com/assets/wf/671a1ee81cd9444382fcdd59_671a1dce1fbd11ff966ba3a1_mark-invoices-sent-in-xero.avif) This automation reduces the risk of double-sending invoices or overlooking unpaid ones, keeping everything in sync between Paidnice and your Xero account. ### ⚙️ Test Policies Before Applying Rolling out new policies across your accounts receivable process can be nerve-wracking if you're unsure of their impact. Paidnice’s new **Test Policy** feature allows you to try out policies in a safe environment before applying them to your live accounts. Whether you're tweaking reminder schedules or setting up late fee structures, this feature helps you ensure everything is targeted correctly before it's activated. ![Add Notes to Invoices and Contacts screenshot 4](https://www.paidnice.com/assets/wf/671a3aece2ad414610ff8bef_671a3ad045f7882f9b64d815_Screenshot-2024-10-24-at-2.16.56-PM.avif) Testing policies first can save time and avoid awkward situations where customers receive reminders or fees that weren't intended for them. ### ⏰ Limit Reminders to Business Hours and Weekdays Ever worried that your invoice reminders are getting lost in the noise of a client’s busy inbox? Paidnice now allows you to **limit reminders to weekdays and business hours**. ![Add Notes to Invoices and Contacts screenshot 5](https://www.paidnice.com/assets/wf/671a1ee81cd9444382fcdd5d_671a1ea985cd1a97f3f30b1a_limit-reminders-to-weekdays.avif) Sending reminders at optimal times can drastically increase their effectiveness, ensuring they land when your client is most likely to see and act on them. ### 🔄 Transfer Billing Relationships with Ease Need to hand over or take control of a subscription billing relationship? Paidnice now offers a **Billing Relationship Transfer** option. ![Add Notes to Invoices and Contacts screenshot 6](https://www.paidnice.com/assets/wf/671a1ee81cd9444382fcdd60_671a1ed5c7e794b2c3502787_transfer-billing-relationship.avif) This feature allows for the smooth transition of account control between users, whether you're switching departments or transferring a client to another team member. It’s a simple, yet effective update for businesses that frequently manage multiple accounts. ### Anything else you would like to see? In a time where cash flow is crucial for small businesses, our team continues to develop features that help you reduce administrative burdens, minimize late payments, and ensure a smoother, faster payment process for your clients. If you haven’t yet explored Paidnice’s latest features, now’s the time! These new tools will help keep your business running like clockwork, ensuring you get paid on time, every time. **Try Paidnice for Free**Ready to experience these updates for yourself? [**Try Paidnice for free for 30 days**](https://www.paidnice.com/sign-up) and see how easy it is to automate your accounts receivable process. ## Paidnice features in this article - [**In-app calling** Lets you call customers from Paidnice and keeps a transcript and summary.](https://www.paidnice.com/in-app-calling) ## About the editorial team Written by Denym Bird Co-founder & CEO of Paidnice Denym started Paidnice in 2022 after customers paying late left his own business short on payroll. He has led it to $1 billion collected on time across more than 1 million invoices, and writes about credit control, late fees and getting paid on Xero and QuickBooks. ### Try Our Free Accounts Receivable Calculators Optimize your cash flow with our suite of financial tools designed for AR professionals. Calculate DSO, aging analysis, late fees, and more. Explore Calculators ## Start getting paid on time with Paidnice Connect Xero or QuickBooks and Paidnice prepares draft policies for you. 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