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Add and use notes

by Intuit•18• Updated about an hour ago

Learn how to add and use notes in QuickBooks Online.

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

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Note: You can also add notes to customers using the QuickBooks Online mobile app.

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.
  1. Go to Customers & leads, then select Customers (Take me there).
  2. Select a customer from the list.
    Note: You can add a customer, if they’re not in the list.
  3. Select Add notes. The Customer window appears.
  4. Go to the Notes and attachments ▼ dropdown. 
  5. Enter the info for your customer.
  6. Select Add attachment, if needed.
    Note: You can also delete the attachment.
  7. Upload files or documents that support the note. 
  8. Select Save.
  1. Go to Customers & leads, then select Customers. (Take me there).
  2. Select a customer from the list.
  3. Select the pencil Image of the edit icon. icon in the customer profile.
  4. The Customer window appears. 
  5. Go to the Notes and attachments ▼ dropdown.
  6. Make the changes, then select Save.
  1. Go to Customers & leads, then select Customers. 
  2. Select a customer from the list.
    Note: You can add a customer, if they’re not in the list.
  3. Go to the Notes tab, then select + Add note.
  4. Add a title, then enter the info for your customer.
  5. Select Post.

Note: Mark the star A black and white photo of a sign with a bird on it. icon next to your most important notes. This makes them easier to access in the future.

  1. Go to Customers & leads, then select Customers. 
  2. Select a customer from the list.
  3. Select the note to edit, then go to the ellipsis Image Alt Text icon. 
  4. Select Edit to change the info in the note. 
  5. Make the changes, then select Post.
  6. Select Delete to remove the note. 
  7. Select Delete in the window that appears. 
    Note: When you delete a note, you also delete all comments within it.
  1. Go to Customers & leads, then select Customers. 
  2. Select a customer from the list.
  3. Choose the note where to add your comment.
  4. Go to Add comment, then enter the info. 
  5. Select Post.
  6. To edit a comment, select Edit. 
  7. Make the changes, then select Post. 
  8. To remove a comment, select Delete. 
  9. Select Delete in the window that appears. 
    Note: This action deletes the comment only. It leaves the note intact.

Add notes for vendors

  1. Go to Expenses, then select Vendors (Take me there).
  2. Select a vendor from the list.
  3. Select Add notes. The Vendor window appears.
  4. Go to the Notes and attachments ▼ dropdown. 
  5. Enter the info for your vendor.
  6. Select Add attachment, if needed.
    Note: You can also delete the attachment. 
  7. Upload files or documents that support the note. 
  8. Select Save.

Edit notes for vendors

  1. Go to Expenses, then select Vendors (Take me there).
  2. Select a vendor from the list.
  3. Select the pencil Image of the edit icon. icon in the vendor profile.
  4. The Vendor window appears.
  5. Go to the Notes and attachments ▼ dropdown.
  6. Make the changes, 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 select Employees (Take me there).
  2. Select an employee from the list.
  3. Go to the Notes tab.
  4. Select Add notes. The Add notes window appears.
  5. Enter the info for your employee, then select Save.

Edit notes for employees

  1. Go to Payroll, then select Employees (Take me there).
  2. Select an employee from the list.
  3. Go to the Notes tab.
  4. Select the pencil Image of the edit icon. icon. 
  5. The Add notes window appears.
  6. Make the changes, then select Save.

Add notes in your contact list report

  1. Go to Reports (Take me there).
  2. Go to the Type report name here ▼ dropdown.
  3. Select either Customer Contact List or Vendor Contact List.
  4. Go to Columns.
  5. Select Note from the “Select columns to add to the report.” list in the Columns window.
    Note: Only the simple notes appear in the Note column.
  6. Select Save.
  7. Note: To save a new report, select Save As. Enter the new report name in the Report name, then select Save.
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