QuickBooks HelpQuickBooksHelpIntuit

Add, edit and use notes in QuickBooks

by Intuit•2• Updated 2 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.

  1. Navigate to the appropriate section:
    • Go to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
    • Go to All apps A bunch of numbers and letters on a tile wall., select Expenses & Bills, then select Suppliers (Take me there).
  2. Select a customer or supplier from the list.
  3. To add a new note, select Edit. To edit an existing one, select the edit icon Image of the edit icon. next to the Notes field.
  4. In the Notes and attachments ▼ dropdown, enter or update your text. A note can contain up to 4,000 characters.
  5. (Optional) Select Add attachment to upload a supporting file.
  6. 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.

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
  2. Select a customer and open the Notes tab.
  3. Select + Add note.
  4. Enter a title and the note details.
  5. Select Post.

Tip: Select the star note icon A black and white photo of a sign with a bird on it. to pin important notes for easy access.

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Customer Hub, then select Customers & leads (Take me there).
  2. Select a customer and open the Notes tab.
  3. Find and select the note you wish to change.
  4. Select the ... icon.
  5. Select Edit to make changes and then select Post, or select Delete to permanently remove the note and all its comments. Select Delete in the window that appears. 

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 Edit or Delete next to the comment. This action will not affect the original note.

Employee notes

You can add notes to employee profiles for internal records.

  1. Go to All apps A bunch of numbers and letters on a tile wall., select Payroll, then select Employees (Take me there).
  2. Select an employee and open the Notes tab.
  3. To add a new note, select Add notes, enter the information, and select Save.
  4. To edit an existing note, select the edit icon Image of the edit icon. and make your changes. Select Save.

View notes on reports

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

  1. Go to Reports Icon image of the Reports menu. and select Standard reports (Take me there).
  2. In the Type report name here dropdown, search for and select either Customer Contact List or Supplier Contact List.
  3. Select Customise.
  4. Select Columns, then select the Note checkbox from Select columns to add to the report. Select Apply changes.
    Note: Only the simple notes appear in the Note column.
  5. (Optional) To save this report view for future use, select Save As and give the custom report a new name then select Save.
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start