Table of Contents
Overview
The internal notes and attachment field is where you can add text based notes and upload files including images to share with your team. These notes are internal by default, so your client won't see them but team members who have the permissions to view notes will have access. The internal notes field is a good place to communicate need to know details and store important files such as site photos, external documentation, plans, or signed agreements. If you have an attached file that you'd like to share with a client, it can be added as an attachment to an email.
There are a few places to leave internal notes throughout your workflow, including:
- Clients
- Requests
- Quotes
- Jobs
- Visits
- Invoices
Note: There is no notes field on properties.
Notes can be viewed and added from both Jobber.com as well as the Jobber app. Learn more about Notes and Attachments in the Jobber App
Notes are viewable to all admin users or to team members with the user permission setting for notes.
When the notes permission is set to ON, users can view all notes (unless "view notes on jobs and visits only is selected").
To hide notes from a user, you need to remove their permission to access the item where the note is saved. For example, a user who does not have the invoice permission setting would not see invoice specific notes.
How to add a note
On the client's profile, the internal notes and attachments section is located on the right side of the page below the client's billing history box. This field also appears on requests, quotes, jobs, and invoices however it will be located at the bottom of the page rather than the side.
Notes left on visits are added as job notes and will appear in the internal notes and attachments section on a job as well as anywhere the job notes are linked.
Type you note, then select Save to upload the note so other team members can view it.
Notes made in this field are strictly internal, so your client will not see them. This is also where you can upload photos or attachments. These notes and attachments can also be selected as client-facing attachments when you email a quote or invoice to your client.
Anatomy of a note
Once you or a team member has entered and saved your note, it will be viewable to any team members who have the permissions to view notes.
On the note there are some elements that will tell you more about the note. At the top you'll see the name of the team member who entered the note with a date stamp below indicating when the note was added. If the note is edited later, you will see "edited" alongside the original note's created date.
Images
Images can be saved as an attachment on the note.
When there are multiple images saved in a note, click on an image to open it. Then select the arrows to scroll through the the images as a gallery.
To download an image saved as a note, click the image to open it, then right click the image, then select Save Image.
If you need to print an image that's been saved as an internal note, right click the image from the note, then select Open in New Tab. From the new tab, select File > Print.
GPS waypoints on notes
In the top right corner of the note is a button for GPS. Adding a note or attachment using the Jobber app is one of the actions in Jobber that triggers a GPS waypoint. To see the location where the team member added this note, hover over GPS or navigate to the GPS waypoints report. Learn more about GPS waypoints.
Pin a note to the top
If there are multiple notes on a client, there will be an option to Pin a note. This keeps the note at the top of the client notes section so you can reference it quickly. You might choose to pin the notes that have important information that your team needs to be aware of.
Note: Notes can only be pinned at the client level.
Note: The ability to pin a note is currently only available in Jobber.com.
At the bottom of the note, you'll see information about where this note is linked.
Note linking
By default, notes are linked from where they are originally entered to all items downstream in your workflow so that no important details slip through the cracks. For example, a note left on a client will be linked to any requests, quotes, jobs, or invoices for that client unless the linking options are deselected.
If you have cookies enabled, your preferences will be remembered when you select or deselect a work item to link notes to. For example, when you check the note linking boxes on a quote note, the next quote note with have those boxes checked. But it is item-specific, if you then create a job note and un-check the note linking boxes, then the next time you create a note on a job, it will have those boxes un-checked. The different items are clients, requests, quotes, and jobs. If cookies are cleared it will forget your preferences.
If you make changes to a note, it will change that note everywhere it is located. If a note is edited by someone other than the first person who wrote it, there will be a timestamp of when it was changed, along with the editor's name.
Notes, attachment upload size, and emails
You can store as many notes or attachments as you like within Jobber as long as they are each under 500MB. For example, on a client you can have many notes and files saved as internal notes. There is an upload size limit of 10MB for email attachments, as many common email providers will only support file sizes up to 10MB. We have set our attachment limit at 10MB to make sure that everyone can view their attachments.
When adding an attachment to an email, you have the opportunity to include an internal attachment (which will then make it client-facing) or upload a file from your computer. You will see a progress bar on the attachment screen to let you know when your file sizes are approaching 10MB.
By default, invoice and quote PDFs are not automatically attached when sending an invoice or quote by email. Your client will be prompted to view their work in client hub where they can interact with that item in a way they can't with a PDF. For quotes, this includes the ability to pay deposits, select optional line items, approve the quote, or request changes. For invoices, clients can pay that invoice directly in client hub with Jobber Payments.
If your clients would like a PDF copy of their quote or invoice for their records, there are a few options for them! From client hub, on quotes, invoices, and receipts there is a button for Download PDF that will save a copy of the PDF to their device.
You can also choose to attach a PDF when sending a quote or invoice via email. When previewing the email message, there are options for attachments along the right side of the email preview. If you would like to upload attachments such as photos to the email click Select a file. To add the PDF of this item, check the box to attach the PDF.
How to know when there is a new note
When a team member leaves a new note (either from the Jobber App or from jobber.com), admin users will be notified via activity feed. The activity feed notification will show a preview of the note, the client's name, and (if the note was left a quote, job, or invoice) the item number. Click the item from the activity feed to view the page where the note was left.