Adding notes and photos

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Overview

Notes help you document important information about your customers, their properties, and services. You can add text notes with a rich text editor and attach photos or documents. Notes are different from service records, which capture structured data about completed work. Use notes for general information and documentation, and service records for specific service details.

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Where you can add notes

Notes can be added to:

• Customers - General notes about the customer (contact preferences, billing arrangements)
• Properties - Gate codes, access instructions, pet warnings, property layout
• Appointments - Completion notes and photos captured during job completion

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How to add notes

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Customer and property notes

Both live in the Notes card, which sits on the customer page and on each property page. The card has a Customer tab and a Property tab:

1. Go to Customers and tap the customer’s name (or open a specific property’s page)
2. Scroll to the Notes card
3. Choose the Customer or Property tab
4. Tap Add note at the bottom of the list
5. Write your note in the editor and optionally attach photos or files
6. Tap Save

For a customer with several properties, the Notes card lives on each property’s page rather than the customer page. See Adding notes for the full walkthrough.

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Appointment notes (completion notes)

Notes and photos for a specific visit are captured during job completion:

1. Open the appointment and tap Complete Visit
2. Write your internal notes in the Visit notes field — these are for your own records and not shown to the customer
3. Optionally write a Customer Notes summary — a short, friendly description of what was done that appears on the customer’s service report and invoice. Tap the AI Assist button (✦) after typing your visit notes to generate this automatically.
4. Optionally tap Add Photos in the Add after photos section to attach pictures of the completed work — each one is listed with a thumbnail you can tap to open the full-size photo in a new tab, and a ✕ to remove it
5. Tap Complete Visit to finish

These notes are saved with the appointment. Along with any customer, property, and service notes, they contribute to the Job notes summary on the appointment detail page — giving your crew relevant context before they arrive. Any after photos you attach show up in a Photos section on the completed appointment’s detail page, so you can review what the work looked like at a glance. Tap any thumbnail to open the full-size image.

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Note attachments

Attachments are useful for:

• Before/after photos of completed work
• Gate codes or access instructions
• Property diagrams or maps
• Signed service agreements
• Photos of issues or damage
• Reference documents

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Image previews

When you attach images, a small thumbnail is shown for each one. How you open the full-size picture depends on where the thumbnail is:

• On a saved note — click the thumbnail to open a preview window with the full picture, the filename, and a Download button.
• On the Complete Visit form and on checklist photo questions — tap the thumbnail to open the full-size photo in a new tab.

Where a photo can still be removed, a ✕ sits beside (or on) its thumbnail. Tapping ✕ only removes that photo — it won’t open the full-size view.

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Edit or delete a note

For customer and property notes, tap the note in the Notes card. The Edit Note window opens, where you can:

• Update the text in the editor
• Add new files or remove existing ones
• Tap Save to keep your changes
• Tap Delete to remove the note (you’ll be asked to confirm)

For appointment notes on a visit’s page, use the 3-dot menu (⋮) on the note and choose Edit or Delete.

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View notes

Customer and property notes are visible in the Notes card on the customer and property pages. Each note shows:

• The note content
• Any attached files with thumbnails for images
• Who created the note
• When it was created or last edited

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Job notes summary

The appointment detail page shows a Job notes section with an AI-generated briefing drawn from every note attached to that visit’s customer, property, and service, plus the notes on the visit itself — giving your crew key context before they arrive at the job site. The briefing refreshes on its own whenever you add, edit, or delete a note. If it can’t be generated for any reason, the section shows a “Couldn’t generate summary” message with a Retry button — the underlying notes are always still available on their own records. When there are no notes anywhere on that customer yet, the section invites you to add some instead.

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Completion notes vs. service records

When completing an appointment, you have two ways to document work: Completion notes - Free-form text summary of what was done. Use for general descriptions and overview. Service records - Structured data like chemical readings, materials used, and observations. Use for specific, searchable details. See Completing appointments and Service records for details.

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Best practices

• Gate codes: Add as property notes so they’re visible every time you visit
• Access instructions: Include in property notes (e.g., “Enter through side gate, gate code 1234”)
• Hazards: Document in property notes (e.g., “Dog in backyard - call first”)
• Service details: Add notes to appointments about what was done
• Customer preferences: Add to customer notes (e.g., “Prefers text messages over calls”)
• Before/after photos: Attach photos to appointment notes to show completed work
• Issues found: Document problems found during service with photos if needed