This article discusses internal notes and customer phone calls. If your customers have web portal access, communication regarding estimates, jobs, invoices, and payments can all be done online.
The first item is Invoice, which are pieces of information shared internally within the company. You can click Add Note to add a note related to this customer, or a note can be added as a communication directly on the overall Customers page. link???
Internal notes regarding customers, and calls to and from customers, can be added via icons in the Customers page. To access your Customers page, click Customers in the bar that runs across the top of the screen.
1. Find the Customer
To find the customer for whom you want to add communication, you can scroll through your list, or click one of the letters to filter the list, or use the Smart Search field to enter any part of the customer name, address, or any other field.
The Add Communication icon is indicated below. A gray icon means there are no notes or customer calls; a green icon indicates that a note or customer call has been added.
To add a communication for a customer, click the Add Communication icon.
2. Internal Note
The drop-down has two options: Internal Note and Customer Call. For an an internal note, simply add the note and click Add Communication.
For a customer call, choose that option from the drop-down, and fill in the call details. The Subject text defines how the communication is identified in the Notes list. Then continue with phone number, whether the call was inbound or outbound, whether it was answered, missed, or went to voicemail, and finally, end with a description of the call contents. To save, click Add Communication.
4. Viewing and Managing Communications
Notes can be viewed when editing or viewing a customer. To open a customer’s details page, click any field for the customer in the customer list. In the list of activities that appears on the right side of the customer’s details page, Notes is the first item.
To edit or delete a note, hover on the note in the Notes section. The relevant icons will appear to the right.