Adding Notes to Customer Records
Customer notes let you store important account-level information — access codes, preferred contact methods, payment history flags — that apply across all jobs for that customer. Every note is timestamped and visible to your whole team by default.
Opening a customer record and the Notes tab
Go to Customers in the main navigation. Use the search bar to find the customer by name, phone, or email. Click their name to open the record.
On the customer record, click the Notes tab near the top of the page (alongside Jobs, Quotes, and Invoices tabs).
Adding a text note
Click the "+ Add note" button at the top of the Notes tab. A text box appears.
Type your note. There is no character limit. You can use line breaks for readability.
Click "Save note". The note is saved immediately with a timestamp showing the date, time, and the team member who created it.
Pinning important notes to the top
If a note contains critical information — for example, a site access code or a customer's preferred call window — pin it so it always appears at the top of the Notes tab, regardless of when it was written.
To pin a note, hover over it and click the pin icon (📌) that appears in the top-right corner of the note card. Click the pin again to unpin. Pinned notes are shown in a yellow border to make them stand out.
Note visibility: internal vs. shared
All notes are internal by default — visible to every team member in Trade2Base, but never shown to the customer in the portal.
Toggle a note to "Shared" to make it visible to the customer in their portal. Use this for things like agreed terms or access instructions you want the customer to see.
Be careful with shared notes. Any note marked “Shared” is readable by the customer when they log in to the portal. Keep sensitive information (e.g. payment history issues) set to Internal.
Attaching a file or photo to a note
While writing or editing a note, click the paperclip icon to attach a file. Supported formats include PDF, JPG, PNG, and DOCX. The file is stored securely and linked directly to that note. Team members can download it by clicking the attachment thumbnail.
Attaching photos directly to customer notes is useful for recording site access details, meter locations, or key safe positions. Each attachment is limited to 20 MB.
Searching across customer notes
To search within a customer's notes, use the search box at the top of the Notes tab. The search is full-text and matches any word in any note on that record.
To search across all customers at once, use the global search bar (top of the page) and type your search term. Switch to the “Notes” filter in the search results to see matching notes across every customer record.
Customer notes vs. job notes
Stored on the customer record itself. Visible every time you open that customer, regardless of which job you are looking at. Best for: access codes, preferred contact method, payment preferences, key account notes.
Stored on a specific job. Only visible when viewing that job. Best for: on-site observations, materials used, issues encountered during that particular visit.
Common use cases for customer notes
Gate code or key safe code for the property
Preferred contact method (e.g. "Text only, do not call before 9am")
Key account notes for commercial clients (e.g. purchase order required on every invoice)
Payment history flags (e.g. "Previously paid late — chase after 14 days")
Special access instructions for multi-site or managed properties
Still need help? Contact support
Every note, every detail, instantly available to whoever needs it next.
Start free trial