How to Add Customer Notes

 

This article explains how to add notes to a customer's quote or booking. Notes can be kept internal for the office team, shared with on-site staff via the load list and delivery note, or made visible to the customer on their quote.

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Steps

1. Find the customer — use the Global Search bar at the very top of the system. You can search by name, email, number, postcode, or location.
2. Open the quote or booking you want to add a note to — click into the relevant record
3. Click Edit — to open the quote in edit mode
4. Scroll to the Customer Notes section — this sits just below the event details at the top of the page
5. Click Customer Notes — to expand the notes area
6. Type your note — add the information you want to record
7. Choose who can see the note — by default the note is internal only (office team only). Use the tick boxes to share it further:
   • Internal only — visible to the office team only. Not visible to customers or on-site staff.
   • Show on load list, delivery note, and staff scheduling tool — use this for operational notes such as a gate code or site access instructions
   • Show on quote — use this for notes intended for the customer, such as setup times or information about a specific rental item. A tag will appear on the note to show it is visible to the customer.
8. Save the quote — your note is now saved against this event

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🎥 Video Guide

How to Add Customer Notes — 2:14 https://www.loom.com/share/79c23e850e614262bfb6b1838c6f2062

What the video shows:

• How to find a customer using the Global Search
• Where the Customer Notes section is below the event details
• How to add an internal note and how to use the tick boxes to share it
• How a note appears on the quote when Show on Quote is ticked
• How a note appears on the delivery note when that option is selected

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⚡ Quick Answer

Solution: Find customer via Global Search → open quote → click Edit → scroll to Customer Notes → type note → choose visibility using tick boxes → Save Time: Under 2 minutes Video: 🎥 How to Add Customer Notes (2:14)

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❌ If It's Not Working

• Problem: Note is not visible on the quote → Fix: Make sure you ticked Show on Quote before saving. Without this tick, the note is internal only and will not appear on the customer-facing quote.
• Problem: Note is not appearing on the load list or delivery note → Fix: Check that you ticked the option to show on load list and delivery note. Each visibility option must be ticked separately.
• Problem: Cannot find the Customer Notes section → Fix: Click Edit on the quote and scroll down past the event details at the top of the page — Customer Notes is directly below.
• Still stuck? Contact our support team and include: a screenshot of the Customer Notes section and a description of where the note is not appearing.

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When You Need This

This helps when:

• You need to record internal information about a customer or event that the customer should not see
• You want to share a gate code or site access information with your on-site team
• You need to add a note to a quote that the customer can read, such as setup times or item details

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Questions this article answers

• How do I add a note to a customer's quote?
• How do I add an internal note that the customer cannot see?
• How do I share a note with on-site staff?
• How do I show a note to the customer on their quote?
• Where is the Customer Notes section?
• Can I add notes to a delivery note or load list?

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Related Articles

• How to find a customer
• How to create a task against a customer event
• How to add a new customer

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Problem Context

This article is relevant when a user:

• Needs to record information against a customer event that needs to be shared with specific people
• Wants to add a visible note to a customer's quote or a note for on-site staff

You'll know you need this article when:

• A user asks how to add notes to a quote or booking
• A user wants to know how to share a note with their on-site team or with the customer

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🤖 AI AGENT REFERENCE — FOR INTERNAL USE

• Intent: User wants to add a note to a customer quote or booking and control who can see it
• Keywords: customer notes, internal notes, show on quote, load list, delivery note, staff schedule, gate code, note visibility, tick boxes, edit quote, event details
• Confidence: Recommend this article when the user mentions "customer notes", "add a note", "internal note", "show on quote", "note on delivery note", "gate code", or "note not showing"
• Escalate when: User has ticked the correct visibility options and saved, but the note is still not appearing in the expected location on the quote, delivery note, or load list