Structured Notes at Every Level.
No More Guesswork.
AR Collect lets you log notes at three levels: the customer, the individual invoice, and the promise-to-pay. Every note is timestamped, tagged, and visible to your whole team. When a customer calls, anyone can see the full history in seconds.
Context is everything in collections.
When a customer says they paid last week, someone on your team needs to know whether that is true, whether it was a promise or a payment, and what the next step is. Without structured notes, that information lives in someone’s head or buried in an email thread.
AR Collect gives you structured notes at three levels. Customer-level notes cover the relationship. Invoice-level notes cover a specific outstanding amount. Promise-to-pay notes capture what the customer committed to and when. Every note is visible to your whole team, instantly.
Customer-level notes visible across your whole team
Invoice-specific notes tied directly to the outstanding amount
Promise-to-pay notes with date, amount, and status tracking
Timestamped and tagged for easy search and audit
Full note history visible alongside the communication log
Works alongside automated reminders without disrupting sequences
How a law firm uses structured notes to protect client relationships
The solution: AR Collect’s three-level notes system gave the firm a structured way to log every conversation. Partner-level notes, invoice-specific notes, and promise-to-pay records meant billing staff always knew the full picture before reaching out.
Zero
Duplicate contact incidents
3 levels
Notes logged at
Full team
Visibility on every account
Frequently Asked Questions.
Q: What are the three levels of notes in AR Collect and when do I use each one?
Customer-level notes capture anything relevant to the overall relationship with that customer. Invoice-level notes are tied to a specific outstanding amount and record conversations or decisions about that invoice. Promise-to-pay notes record a specific commitment: the date, the amount, and the outcome. Use customer notes for context, invoice notes for transaction detail, and promise-to-pay notes when a customer makes a verbal or written commitment to pay on a specific date.
Q: Who can see the notes logged in AR Collect?
All notes are visible to every authorized team member on the account in real time. There is no private note functionality by default. This shared visibility is intentional: it ensures any team member can pick up where another left off without having to ask for a briefing.
Q: Can I search for notes across all customers at once?
Yes. The notes history is searchable across your entire customer base. You can filter by customer, invoice, date range, or keyword to find specific conversations or commitments quickly.
Q: How are notes displayed alongside the automated reminder history?
In the customer timeline view, notes and automated reminder activity are displayed together in chronological order. You can see the full picture of every interaction with a customer including when reminders were sent, when they were opened, what notes were logged, and what payment commitments were made.
Q: Can I log a note on behalf of a colleague?
Yes. Any authorized team member can log notes on any account. The note is attributed to the user who logged it with a timestamp, so the audit trail is clear even when multiple team members are working on the same account.
Q: What is a promise-to-pay note and how does AR Collect use it?
A promise-to-pay note records a customer’s specific commitment to pay an invoice by a certain date. You log the date, the amount, and any relevant context. If payment is not received by that date, AR Collect flags the broken promise and your team receives an alert. This keeps the follow-up consistent without relying on anyone’s memory.
Q: Are notes retained if a customer is deleted or their account is closed?
Note retention follows your account settings and data retention policy. Contact our support team if you have specific requirements around note archiving for closed accounts or legal hold situations.
Q: How do I start a free trial of AR Collect?
You can start directly through the QuickBooks App Store, the Xero App Marketplace, or at arcollect.net. No credit card required. Setup takes under two minutes and you have full access to every feature for 30 days from the moment you connect your accounting software.
Q: Does the free trial include everything, or are some features locked?
The 30-day free trial is unrestricted. Every feature is available including automated reminder sequences, structured notes, the customer payment portal, real-time reporting, workflow automation, and all accounting software integrations. You are not testing a lite version. You get the full product.
