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Add and use notes

Learn how to add and use notes in QuickBooks Online.

Add and use notes to enter additional info for your suppliers, customers, employees, and contact list reports. Here's how.

Add notes for customers

You can use two types of notes on the customer profile.

Simple notes appear on the customer’s profile page. They also appear on invoices.
Note: You can add up to 4,000 characters in simple notes.
Date-stamped notes appear only on the customer’s profile page. These notes let you add date-stamped info. Notes appear in the order you add them.

Add simple notes for customers

Go to Customers & leads and select Customers (Take me there).
Select a customer from the list.
Note: You can add a customer, if they’re not in the list.
Select Add notes in the customer profile. The Customer window appears.
Go to the Notes and attachments ▼ dropdown.
Enter the info for your customer.
Select Add attachment, if needed.
Note: You can also delete the attachment.
Upload files or documents that support the note.
Select Save.

Edit simple notes for customers

Go to Customers & leads and select Customers (Take me there).
Select a customer from the list.
Select the pencil icon in the customer profile. The Customer window appears.
Go to the Notes and attachments ▼ dropdown.
Make the changes, then select Save.

Add date-stamped notes for customers

Go to Customers & leads and select Customers (Take me there).
Select a customer from the list.
Note: You can add a customer, if they’re not in the list.
Go to the Notes tab, then select + Add note.
Add a title, then enter the info for your customer.
Select Post.

Note: Mark the star icon next to your most important notes. This makes them easier to access in the future.

Edit or delete date-stamped notes for customers

Go to Customers & leads and select Customers (Take me there).
Select a customer from the list.
Select the note to edit, then select the ellipsis icon.
To change the info in the note:
1. Select Edit .
2. Make the changes, then select Post.
To remove the note:
1. Select Delete.
2. Select Delete in the window that appears.
  Note: When you delete a note, you also delete all comments within it.

Add, edit, or delete comments to a date-stamped note

Go to Customers & leads and select Customers (Take me there).
Select a customer from the list.
Select the note where to add your comment.
Go to Add comment, then enter the info.
Select Post.
To edit a comment:
1. Select Edit.
2. Make the changes, then select Post.
To remove a comment:
1. Select Delete.
2. Select Delete in the window that appears.
  Note: This action deletes the comment only. It leaves the note intact.

Go to Expenses and select Suppliers (Take me there).
Select a supplier from the list.
Select Add notes. The Supplier window appears.
Go to the Notes and attachments ▼ dropdown.
Enter the info for your supplier.
Select Add attachment, if needed.
Note: You can also delete the attachment.
Upload files or documents that support the note.
Select Save.

Go to Expenses and select Suppliers (Take me there).
Select a supplier from the list.
Select the pencil icon in the supplier profile. The Supplier window appears.
Go to the Notes and attachments ▼ dropdown.
Make the changes, then select Save.

Note: If your payroll is active, the Notes field won't be available.

Go to Reports (Take me there) and select Standard reports.
In the Type report by name dropdown, search for and select either Customer Contact List or Supplier Contact List.
Select Columns, then select the Note checkbox from Select columns to add to the report.
Note: Only the simple notes appear in the Note column.
To save a new report, select Save As. Enter the new report name in Report name, then select Save.