Notes and attachments

Overview

Notes keep client preferences, job details, internal reminders, photos, and documents connected to the work.

Notes can be added to clients, requests, quotes, jobs, visits, and invoices. They can be linked downstream so the same context remains visible as work moves through the workflow.

Attachments from notes also appear in the client’s Files and media library.

How to add a note

Notes can be created from the Fieldified web and mobile experiences.

Notes on invoices

Invoices support:

• Internal notes and attachments, visible to the team.
• Client-facing images and attachments added directly to the invoice.

Client-facing invoice files are tied to the invoice rather than an internal note. Invoice PDFs list the filenames and direct the client to Client Hub to view or download them.

Add a note from Fieldified web

1. Open the client, request, quote, job, visit, or invoice.
2. Find Internal notes and attachments.
3. Select Add note.
4. Enter the note.
5. Optionally add photos or files.
6. Review where the note should be linked.
7. Select Save.

On a client profile, the notes area appears near billing history and payment methods. On work records, it can appear beside or below the record details.

Add a note from the Fieldified mobile app

1. Open the relevant client or work record.
2. Open Notes.
3. Select Add note.
4. Enter the details.
5. Add photos or files.
6. Save.

Mobile notes can include a GPS waypoint showing where the note was created.

Anatomy of a note

A saved note can show:

• Author and timestamp.
• Edited indicator and original timestamp.
• Note content.
• Attachments.
• Linked items.
• GPS waypoint for mobile-created notes.

Select an image attachment to open the full-size gallery.

Upload attachments on notes

The maximum upload size is 500 MB per file.

When internal attachments are added to an outgoing email, all email attachments together must remain under 10 MB.

Supported attachment file types

• .csv
• .doc and .docx
• .pdf
• .txt
• .ppt and .pptx
• .mp4
• .jpeg
• .png
• .gif
• .webp
• .avif
• .aac
• .mp3
• .wav

Image attachments on notes

When a note contains several images:

1. Select an image.
2. Use the arrows to move through the gallery.

To save an image, open it and use the browser’s Save image action.

To print:

1. Open the image in a new browser tab.
2. Use the browser’s print action.

When attaching internal files to an email, the upload indicator shows progress toward the 10 MB combined limit.

Quote and invoice PDFs are not attached to emails by default. Clients open them in Client Hub, where they can approve quotes, select optional items, pay deposits, request changes, or pay invoices.

Add attachments to emails

Clients can download quote, invoice, and receipt PDFs from Client Hub.

To include files in an outgoing quote or invoice email:

1. Open the email preview.
2. Select a file from internal attachments or upload one.
3. Select the document-PDF option when the quote or invoice PDF should be attached.
4. Confirm the combined attachment size.
5. Send.

Where can notes be added in Fieldified?

• Clients.
• Requests.
• Quotes.
• Jobs.
• Visits on Schedule.
• Invoices.

Properties do not have a separate notes area. Visit notes are stored as job notes and appear on the job and any linked downstream records.

Who can view notes?

Notes are internal by default.

Admins can view notes. Other users require note access and permission to view the record containing the note.

The note permission can grant:

• Access to all permitted notes.
• Access limited to notes on jobs and visits.

Removing access to a record also hides notes specific to that record. For example, users without invoice access cannot view invoice-only notes.

Review access in Roles and Permissions.

Actions on notes

Edit a note

1. Find the note.
2. Select Edit.
3. Update the text, attachments, or linked items.
4. Save.

An edited indicator records that the note changed. Linked copies update everywhere the note appears.

Pin a note to the top

Pinning is available for notes on the client profile.

1. Open the client note.
2. Open More actions.
3. Select Pin note to top.

Use pinned notes for access instructions, safety warnings, billing requirements, or preferences that the team should see first.

Link a note

Notes are linked to downstream workflow items by default. A client note can follow the client’s requests, quotes, jobs, and invoices unless those links are cleared.

To change linking:

1. Edit the original note.
2. Expand Linked to related.
3. Select the records where the note should appear.
4. Save.

Downstream records identify the note as linked. Editing the original or a linked copy updates it everywhere and records the editor and edit time.

GPS waypoints on notes

Mobile-created notes and attachments can record a GPS waypoint.

Select the GPS indicator on the note to see the recorded location. Use the waypoint alongside schedule and timesheet information when verifying field activity.

Delete a note

1. Open More actions on the note.
2. Select Delete.
3. Confirm.

When a note is linked, deletion removes it from every downstream record. Fieldified identifies this effect before confirmation.

How to know when there is a new note

New notes create an activity-feed notification for admins.

The activity includes:

• Note preview.
• Client name.
• Quote, job, or invoice number when applicable.

Select the activity to open the record where the note was added. See Activity feed.