Biller Genie has two places to record free-text notes: a customer-level note (one field per customer, called "Other Information") and an invoice-level memo (one field per invoice, called "Memos"). Both round-trip with your accounting software. This article covers where each lives, who sees what, and how the sync behaves.
Customer-level note: "Other Information"
Each customer record has a single free-text field called Other (or "Other Information" in some views). It mirrors QuickBooks Online's customer Notes field — what you type here in Biller Genie syncs back to QuickBooks Online, and what's in QuickBooks Online syncs forward to here.
Where to find it
- Open the customer's record from Customers > All Customers.
- Click Edit.
- Scroll to the Other field. Type whatever you'd like to record, then click Update Customer.
QuickBooks Online only
Who can see the customer note
Internal only. The Other field is visible to your Biller Genie users on the Edit Customer page and to your QuickBooks Online users on the customer's record. It is not shown on the customer's invoices, on the Customer Portal, in receipt emails, or anywhere else customer-facing. There is no toggle to make it visible to the customer.
Invoice-level memo
Each invoice has a free-text field called Memos. This is the same field as the "Message displayed on invoice" / "Memo" field in your accounting software. It syncs both directions for QuickBooks Online, QuickBooks Desktop, and Xero.
Where to find it
Open the invoice from Invoices > All Invoices. The Memos field appears on the invoice detail view. If your invoice was created in your accounting software (which is the common case), the Memos value comes from there. If you create the invoice directly in Biller Genie, you can type the memo at creation time.
Who can see the invoice memo
Customer-visible. The Memos field appears on the printed/PDF invoice and on the Customer Portal view of the invoice. Treat anything you type here as something your customer will read. If you need a private note about an invoice that the customer should never see, the recommendation is to keep that note in your accounting software's internal-only fields (where they exist) or in a separate spreadsheet — Biller Genie does not have a customer-hidden invoice notes field.
Practical uses
| Use case | Where to put it |
|---|---|
| "This customer prefers to be invoiced quarterly" / general account-level reminder | Customer Other field (QBO accounts only) |
| "PO #12345 — purchase department contact: Jane" — info the customer also needs to see on the invoice | Invoice Memos field |
| "Customer disputed this invoice on 2026-03-15, escalated to manager" — internal-only note | Your accounting software's internal note feature (Memo on QBO, Reference on Xero, etc.) — not a Biller Genie field |
| Payment instructions, "thank you" message, return policy | Invoice Memos field |
How sync handles edits
- Customer Other (QBO): changes in either system propagate to the other on the next sync. The most recent edit wins.
- Invoice Memos: changes in either system propagate. Most-recent-edit-wins. If you and your accountant both edit the memo on the same invoice between syncs, the later edit overwrites the earlier one — there's no merge.