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Job Notes and Files

Notes for three audiences, the internal activity feed, appended PDFs, and photos on a job.

A job carries more than line items. Notes tell three different audiences what they need to know, the activity feed records everything that happened, and files and photos travel with the job onto its documents.

Notes: three audiences

The job's Notes tab (and the matching section on the job form) holds three separate note fields, and the whole point is that each one flows to a different audience:

  • Internal notes — office-only. Never shown to the customer or the crew. Use them for pricing rationale, history, anything sensitive.
  • Client notes — shown on the proposal and invoice, visible to the customer. Warranty terms, scope clarifications, anything you'd put in writing to the client.
  • Crew notes — shown on the work order, visible to the field crew. Gate codes, parking instructions, hazards.

Edit any of the three and click Save notes (or Revert to discard your edits). Before you type a phone number into a client note, remember which document it prints on.

Activity and comments

The Activity tab is the job's running history: stage changes ("marked the Proposal accepted," "approved this Job"), estimate edits with what changed, tag changes, and file events, each attributed and timestamped. Filter it to All, Comments, Stage changes, or Estimate edits.

It's also where the team talks about the job. Type into Add an internal comment… and click Post comment. Comments are internal — they never appear on customer documents.

Files: appended PDFs

The Files tab attaches PDFs to the job — site maps, permits, arborist reports, signed paperwork. Click Upload PDF or drag a file onto the dropzone (PDFs only, up to 10 MB each). You can Open, Rename, Remove, and reorder them.

Attached PDFs do double duty: they are added to the end of generated documents (proposals and work orders) when the document template's "Append Attached PDFs" setting is on. If the template that would be used has that setting off, the Files tab warns you which document kinds won't include the attachments and how to fix it — see document templates.

Photos

The Photos tab holds images — before-and-after shots, damage documentation, completed work. Click Upload photos to add JPEG, PNG, or WebP images up to 10 MB each, and drag them to reorder. Photo uploads, renames, and removals are recorded on the Activity tab like file events.

Note: When you duplicate a job, the plain As Proposal / As Active Job options copy the job without its files and photos. Use the "with attachments" variants to bring them along — see duplicate, convert, and renew.