We previously shared that we’re working on Itemized Invoices and want to get them in your hands as soon as possible. That’s still true—and they’re on the roadmap for later this year. What’s changed is how we’re getting there.

As we looked at how firms are using AdvicePay today, we saw a clear pattern: many teams need a way to add per-invoice context for clients (especially when something changes from one billing cycle to the next). Without a dedicated place to do that, advisors were using Descriptions of Services as a workaround, which creates confusion and makes it harder to build a clean, standardized itemized invoice experience.

So this launch introduces a deliberate stepping stone: Invoice Notes. It’s the right “first brick” for the invoice experience you’ve been asking for—without breaking what’s already working.

What are Invoice Notes?

Invoice Notes is a new, optional field you can use when creating an invoice or subscription. It lets advisors add client-facing context that’s specific to that invoice.

Here’s a few quick specifics:

• Per-invoice field (not a global setting or templated text)
• Available on both one-time invoices and subscriptions
• Max 500 characters
• Shows up on:
  • invoice previews
  • PDF invoices
  • and, for subscriptions, each invoice associated with that subscription
• Controlled by a firm setting which the Account Owner can enable 

Why we built Invoice Notes first (and why that’s good news)

Many firms want—or need—itemized invoices. We hear you. 

But we also needed to protect something important: the integrity of your billing language and reporting.

Here’s what we discovered:

Advisors were using “Description of Services” as a message box

When a client needs extra clarity like “this month is prorated,” or “we updated your billing schedule,” or any other important context—the most obvious place to type that today is in Description of Services.

The problem is: Description of Services is not designed to be a flexible, per-invoice message field. It’s meant to be a label your firm can keep consistent across advisors and across time—like a "light" version of itemization.

Building notes first prevents a messy itemized invoice rollout

To create a true itemized invoice experience later this year, we need Description of Services to stay meaningful and consistent. If it becomes a catch-all text field, itemization becomes harder:

• Reporting and filtering becomes less reliable
• Standardization across advisors breaks down
• Clients see inconsistent billing language invoice-to-invoice
• The eventual itemization structure gets muddy (because the “line-item-like” info is already being jammed into the wrong place)

Invoice Notes solves the immediate need (adding context) while keeping the system ready for a proper itemized invoice feature (structured, consistent, and reportable).

It reduces back-and-forth for everyone

When the invoice itself answers the most common “why does this look different?” questions, you reduce:

• client confusion
• inbox ping-pong between advisors, ops, and billing
• last-minute clarifications that slow down payment

That’s operational leverage you’ll feel quickly, especially for firms with multiple advisors and multiple billing models.

When to use Description of Services vs. Invoice Notes

Think of these two fields as doing different jobs.

Description of Services = the standard label

Use this as the repeatable “what is this?” line.

Examples:

• “Ongoing Financial Planning Subscription”
• “Tax Planning Consultation”
• “Retainer – Monthly”

In other words: something you’d want to stay consistent for reporting and internal clarity.

Invoice Notes = the “what’s different this time” context

Use this for per-invoice explanations, instructions, or quick messages, like:

• a change in billing cadence
• a one-time exception
• a brief payment instruction
• a short client-facing note that prevents questions

It’s not meant to replace agreements, disclosures, or your billing policy language—it’s a lightweight “helpful context” field.

Tips for using Invoice Notes 

Invoice Notes is intentionally short with just 500 characters, so the best results come from keeping it clean and skimmable.

Best practices

• Aim for 1–3 short sentences (or a few bullet-style lines)
• Write it like you’re trying to prevent a follow-up question
• Keep it consistent across advisors by sharing internal examples

What not to include

• Don’t include sensitive personal data (account numbers, SSNs, detailed household financial information, etc.)
• Don’t use Invoice Notes as a substitute for:
  • a client agreement
  • required ADV / regulatory disclosures
  • your firm’s formal billing policy language

Light disclaimer: Every firm’s compliance needs are different. If you have a specific regulatory or state-level requirement around invoice itemization or disclosures, consult your compliance counsel for guidance.

FAQ

When will itemized invoices be available?

Itemized Invoices remain on the roadmap for later this year. Invoice Notes is a milestone that helps us deliver itemization the right way, without forcing firms to change their current operations or overloading the Description of Services field.

Will Invoice Notes appear on recurring subscription invoices?

Yes. If you add Invoice Notes to a subscription, the notes will appear on each invoice associated with that subscription, as well as on invoice previews and PDF invoices.

Who can enable Invoice Notes?

The Account Owner can enable it in Firm Settings > Invoices using the setting: Allow advisors to add invoice notes.

What we'd love from you (so we can build itemization right)

If you’re a firm that needs itemized invoices (especially for state requirements), your input matters.

Here are three ways you can help:

1. Enable Invoice Notes if it fits your firm’s workflow, and start using it for exceptions and clarifications.
2. Share internal examples with your advisor team so invoice communication stays consistent.
3. Share feedback on your itemized invoice ideas:
   • What should “itemized” include for your firm?
   • Would you like to see line items by service type, date range, meeting count, project phase, or something else?
   • Do you need reporting or exports tied to those line items?

Invoice Notes is the practical step that improves invoices today, while setting the foundation for a true, structured itemized invoice experience later this year.