Notes on a client
Where to put the context that has nowhere else to live — and who can read it.
Notes are the internal scratchpad on a client. The reason they always file late. The fact that the son handles the bookkeeping now. The thing you'd otherwise put in a sticky note or a colleague's memory.
Where to find it
The Notes card sits on the Overview tab.
Add a note
- Click into the Add a note… field on the Notes card.
- Type it.
- Save.
That's the whole feature, deliberately. Notes are meant to be quick enough that people actually write them.
Who can see them
Notes are internal. They are visible to your team and never shown to the client in the portal.
That said, "internal" is not the same as "private" — anyone at your firm who can open the client can read its notes. Write accordingly. If something genuinely shouldn't be seen by colleagues, a client note is the wrong home for it.
Notes vs. the alternatives
- Something happened and you want a record of it → the Activity tab has one automatically.
- You said something to the client → Communications.
- The information should drive a filter or a report → a custom field, not a note.
- Someone needs to do something about it → a task.
Notes are for context that's worth carrying but doesn't need to be actioned, searched, or reported on.
Notes and limits
- There's no formatting, no attachments, and no threading.
- Notes aren't tied to a job or a period — they belong to the client as a whole.