Customer Notes
Customer notes capture important information that should follow the customer across all their rentals. Unlike rental-specific notes, customer notes provide context for every interaction with this person or company.
What Are Customer Notes?
Customer notes are internal records attached to a customer profile. They're visible to your staff but never appear on customer-facing documents like quotes or invoices.
Adding Customer Notes
Open the customer profile
Find the Notes section
Click "Add Note"
Type your note
Click Save
Notes are timestamped and attributed to the staff member who created them.
Good Uses for Customer Notes
📝 Communication Preferences
"Prefers text messages over email. Best contact time is morning."
💰 Payment History Context
"Slow payer — always requires 2-3 reminders. Always pays eventually."
👥 Key Contact Information
"Ask for Sarah in accounts for invoice queries. John handles site bookings."
🎯 Special Requirements
"Requires equipment delivered before 7am — early site access only."
📂 Relationship Context
"Long-standing customer since 2018. Referred by ABC Construction."
Customer Notes vs Rental Notes
Note Type |
Scope |
Use For |
|---|---|---|
Customer Notes |
Follow customer always |
General info about the customer |
Rental Notes |
Specific to one rental |
Info about that particular job |
Both are internal-only. Customer notes appear when creating rentals for this customer, providing context before you even start.
Viewing Customer Notes
Customer notes appear in several places:
Customer profile — Full note history
New rental form — Alert when selecting customer
Rental detail — Link to customer notes
💡
Tip: Important warnings (credit issues, special requirements) can be flagged to show prominently when selecting this customer for a new rental.
Note Types
Standard Notes
Regular notes that appear in the notes section.
Warning Notes
Flagged notes that display prominently when creating rentals:
Add a note
Toggle "Show as Warning"
Save
Warning notes appear in a yellow alert box when selecting this customer.
Example Customer Notes
Good Customer
"VIP customer — 10+ years with us. Always treat with extra care."
"Prefers same equipment each time — ask what they had last."
Payment Issues
"⚠️ Requires prepayment — previously defaulted on INV-2024-156."
"Payment terms reduced to Net 7 effective March 2026."
Special Requirements
"All deliveries must have safety induction. Contact site manager first."
"Equipment must be cleaned before delivery — they run clean sites."
Contact Information
"Accounts: Sarah (accounts@company.com) for invoice queries."
"Site contact rotates — always call ahead to confirm who's meeting driver."
Editing and Deleting Notes
Edit a Note
Find the note
Click Edit
Update the text
Save
Delete a Note
Find the note
Click Delete
Confirm deletion
ℹ️
Note: Deleted notes are removed permanently. Consider editing outdated notes rather than deleting them to preserve context.
Note History
All notes include:
Created date/time
Created by (staff member)
Edited date/time (if modified)
Edited by
This provides accountability and context for when information was recorded.
Tips for Effective Customer Notes
📝 Be Specific
Write notes assuming the reader has no context. Include names, dates, and specific details.
🎯 Keep Current
Update notes when situations change. Outdated notes are worse than no notes.
📂 Use Warnings Sparingly
Warning flags lose impact if overused. Reserve for genuinely important alerts.
💰 Document Agreements
Any special pricing, terms, or arrangements should be noted. Memory fades; notes don't.
⚠️
Warning: Keep notes professional and factual. These are business records that could be requested in legal proceedings.