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Add and use notes in QuickBooks Online

by Intuit• Updated 3 months ago

Learn how to add and use notes in QuickBooks Online.

You can use notes to enter additional information in your suppliers, customers, employees, and contact list reports. Here's a quick guide.

Add notes for customers

  1. Go to Customers & leads, then select Customers (Take me there).
  2. Select your customer from the list, then select Edit.
  3. Select the Notes tab, then add the information in the field.
  4. Select Save.

As a business owner, you can take notes about each customer for your internal use. The dedicated Notes tab within the QuickBooks Online customer details page will show details like:

  • Title
  • Time Stamp
  • Date Stamp
  • Author
  • Comment
  • Comment indicator (if a comment has been added to the note)
  • Star icon

Within the Notes tab, you can:

  • Create a new note: Full-sized text box with a formatting toolbar and title field.
  • View existing notes: Organised notes with a timestamp, author, star, and comment.
  • Edit a note.
  • Delete a note.

To add a note:

  1. Go to Customers & leads and select Customers (Take me there).
  2. Select your customer from the list.
  3. Select the Notes tab.
  4. Select + Add note and follow the steps to add a note.

Add_a_note_customer_QBO_Advance_en_CA_Ext_060723.png

Add notes for suppliers

  1. Go to Expenses, then select Suppliers (Take me there).
  2. Select your supplier from the list, then select Edit.
  3. Enter the information in the Notes field, then select Save.

Add notes for employees

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

  1. Go to Payroll, then selectEmployees (Take me there).
  2. Choose your employee from the list, then select Edit.
  3. Enter the information in the Notes field, then select Save.
Note: QuickBooks Online allows you to have a maximum of 4,000 characters in the Other Details/Customer Notes field.

Customise your contact list report to include notes

  1. Go to Reports (Take me there).
  2. In the Find report by name field, enter the contact list report that you want.
  3. Select Customise, then select the Rows/Columns ▼ dropdown.
  4. Select Change columns, then select the Note checkbox.
  5. Select Run report.
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