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Add, edit and use notes in QuickBooks

by Intuit• Updated 3 weeks ago

Use the notes feature in QuickBooks Online to add important information to customer, supplier, and employee profiles. You can also display these notes in contact list reports for quick reference.

Notes for customers and suppliers

You can add a general note to any customer or supplier profile. These notes are visible on the contact's profile and, for customers, will also appear on their invoices.

To add or edit a note

Navigate to the appropriate section:
- For Customers: From the Customers & leads menu, select Customers.
- For Suppliers: From the Expenses menu, select Suppliers.
Select a customer or supplier from the list.
To add a new note, select Add notes. To edit an existing one, select the pencil icon next to the notes field.
In the Notes and attachments section, enter or update your text. A note can contain up to 4,000 characters.
(Optional) Select Add attachment to upload a supporting file.
Select Save.

Advanced customer notes (date-stamped)

For more detailed, internal tracking, you can use date-stamped notes on a customer's profile. These notes, and any associated comments, are only visible on the customer’s profile page and are organised chronologically.

Add a date-stamped note

From the Customers & leads menu, select Customers.
Select a customer and open the Notes tab.
Select + Add note.
Enter a title and the note details.
Select Post.

Tip: Select the star icon to pin important notes for easy access.

Edit or delete a date-stamped note

From the customer's Notes tab, find and select the note you wish to change.
Select the ellipsis (...) icon.
Choose Edit to make changes and then select Post, or choose Delete to permanently remove the note and all its comments.

Manage comments on a note

Select a date-stamped note to view or add comments.

To add a comment: Type in the Add comment field and select Post.
To edit or delete a comment: Select the ellipsis (...) icon next to the comment and choose Edit or Delete. This action will not affect the original note.

Employee notes

You can add notes to employee profiles for internal records.

Note: This feature is not available if your payroll is active.

To add or edit an employee note

From the Payroll menu, select Employees.
Select an employee and open the Notes tab.
To add a new note, select Add notes, enter the information, and select Save.
To edit an existing note, select the pencil icon, make your changes, and select Save.

View notes on reports

You can customise contact reports to display the general notes associated with customers and suppliers.

To display notes in the contact list report

Go to Reports.
In the search bar, find and run either the Customer Contact List or Supplier Contact List report.
Select the Columns button.
Check the box for Note to add it as a column to the report.
(Optional) To save this report view for future use, select Save As and give the custom report a new name.

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