Job Notes & Descriptions

Add detailed job information, internal notes, and customer-facing descriptions to ensure clear communication and proper job completion.

Types of Job Information

Customer-Facing Information

• Job description (what work is being done)
• Appointment details and timing
• Special instructions from customer
• Access information and key locations
• Customer preferences and requirements

Internal Notes

• Technical specifications and requirements
• Parts needed and material requirements
• Safety considerations and precautions
• Team member assignments and skills needed
• Previous job history and customer issues

Adding Job Descriptions

A clear job description helps everyone understand what work needs to be done and sets proper expectations.

Open Job Details
Go to Jobs → Find your job → Click to open the job details page.
Edit Job Description
Click "Edit" next to the job description field, or click in the description box to start typing.
Write Clear Description
Include key information:
- • What: "Fix leaking kitchen tap"
- • Where: "Kitchen sink, under-counter area"
- • Problem: "Dripping from base, customer reports 2-week issue"
- • Customer needs: "Urgent - affecting water bill"
Save Description
Click "Save" or press Enter to save the description. It will appear on invoices and customer communications.

Good Description Examples

Plumbing Job:
"Replace faulty bathroom radiator valve - customer reports cold radiator and slight leak. Check TRV and lockshield valve. Bring 15mm valve set."

Electrical Job:
"Install outdoor security light at rear patio door. Customer wants PIR sensor, dusk-to-dawn setting. Check existing exterior wiring capability."

HVAC Job:
"Annual boiler service - Worcester Bosch Greenstar 30i installed 2019. Check efficiency, clean heat exchanger, test safety controls."

Internal vs Customer Notes

Toolfy separates internal team notes from customer-facing descriptions to maintain professionalism while ensuring your team has all necessary technical details.

Customer-Facing Description

"Annual boiler service including safety checks, efficiency testing, and cleaning. We'll ensure your heating system is running safely and efficiently for the winter months."

Appears on:

• Customer invoices
• Email confirmations
• Quotes and estimates
• Customer portal

Internal Notes

"Worcester Bosch Greenstar 30i - check gas rate, flue analysis, pump operation. Customer mentioned noise from pump last year - inspect closely. Bring 22mm pump if needed."

Only visible to:

• Your team members
• Job technicians
• Internal job reports
• Team scheduling system

What to Keep Internal

• Technical specifications and part numbers
• Previous issues or customer complaints
• Special access codes or security information
• Team member skill requirements
• Pricing strategies or cost concerns
• Customer payment history notes

Adding Internal Notes

Access Internal Notes Section
In the job details page, scroll down to "Internal Notes" or "Team Notes" section.
Add Technical Information
Include technical details:
- • Specific parts or materials needed
- • Tools required for the job
- • Safety precautions or access issues
- • Previous work done at this location
- • Customer-specific preferences or requirements
Update Throughout Job
Add notes as you discover information - before, during, and after the job completion.
Tag Team Members
Use @mentions to notify specific team members about important information.

Internal Notes Examples

Before Job:
"Customer mentioned dog in garden - ring doorbell, don't go through side gate. Boiler in garage, key under plant pot by door. Bring 15mm compression fittings - old pipework."

During Job:
"Found additional leak behind radiator - customer approved extra £45 for valve replacement. Used 2x 15mm TRV from van stock."

After Job:
"Completed successfully. Customer very happy. Asked about bathroom renovation next month - good potential for larger job. Left business card."

Job Description Templates

Create templates for common job types to save time and ensure consistency in descriptions.

Creating Templates

Go to Settings → Jobs → Description Templates
Click "Add Template" and choose job category
Write template description with variables for customization
Save template with descriptive name
Use templates when creating new jobs

Plumbing Templates

Boiler Service:
"Annual service for {boiler_make} {boiler_model}. Safety checks, efficiency testing, and cleaning."

Tap Repair:
"Fix {tap_location} tap - {problem_description}. Check seals and replace if needed."

Radiator Issue:
"{radiator_room} radiator repair - {issue_type}. Check valves and balance system."

Electrical Templates

Socket Installation:
"Install {number_of_sockets} double sockets in {room_location}. Check circuit capacity and certify."

Light Fitting:
"Replace {old_fitting_type} with {new_fitting_type} in {room}. Check switch compatibility."

Consumer Unit:
"Upgrade consumer unit to {new_unit_type}. Full electrical inspection and certification."

Organizing Job Information

Best Practices

• Use clear, concise language
• Include specific locations within property
• Mention customer requirements upfront
• Note any safety considerations
• Update information as job progresses
• Include completion notes for future reference

Information Structure

What: Type of work being done
Where: Specific location in property
Why: Customer's problem or need
When: Any timing requirements
How: Technical approach (internal notes)
Who: Skills/team members required

Mobile Note-Taking Tips

• Use voice-to-text for quick note entry while on-site
• Take photos and attach them with descriptive notes
• Add notes immediately - don't wait until back at office
• Use location services to automatically tag job location
• Sync notes in real-time with your team

Using Notes for Customer Communication

Well-written job descriptions improve customer communication and set proper expectations for the work being done.

Quote Descriptions

Use detailed descriptions in quotes to:

• Show exactly what work is included
• Justify pricing with detailed scope
• Prevent scope creep and misunderstandings
• Demonstrate professionalism and expertise

Invoice Descriptions

Clear invoice descriptions help:

• Customers understand what they're paying for
• Reduce payment disputes and questions
• Provide records for warranty claims
• Support insurance claims if needed

Customer-Friendly Language

✅ Good Examples:

• "Fix leaking kitchen tap"
• "Install new bathroom light fitting"
• "Service boiler for winter safety"
• "Replace faulty thermostat"

❌ Avoid These:

• "Replace 15mm compression joint"
• "Install IP44-rated luminaire"
• "Annual gas appliance inspection"
• "Replace room thermostat PCB"

Troubleshooting Job Notes

Notes Not Saving

• Check internet connection is stable
• Try refreshing page and re-entering notes
• Ensure you have permission to edit jobs
• Contact support if problem persists

Internal Notes Appearing on Invoices

• Check you're using "Internal Notes" section, not job description
• Verify field labels when entering information
• Review invoice template settings
• Edit job description to remove internal details

Team Members Can't See Notes

• Ensure team members have access to the job
• Check user permissions for job viewing
• Verify notes are saved properly
• Try refreshing their view of the job

Templates Not Working

• Check templates are saved in correct job category
• Verify template variables use correct syntax
• Ensure templates are marked as active
• Try creating new template if existing one fails

Create First Job

Learn how to create jobs with proper descriptions

Job Materials

Track materials and costs for jobs

Create Invoice

Turn job descriptions into invoices

Job Notes & Descriptions

Add detailed job information, internal notes, and customer-facing descriptions to ensure clear communication and proper job completion.

Types of Job Information

Customer-Facing Information

• Job description (what work is being done)
• Appointment details and timing
• Special instructions from customer
• Access information and key locations
• Customer preferences and requirements

Internal Notes

• Technical specifications and requirements
• Parts needed and material requirements
• Safety considerations and precautions
• Team member assignments and skills needed
• Previous job history and customer issues

Adding Job Descriptions

A clear job description helps everyone understand what work needs to be done and sets proper expectations.

Open Job Details
Go to Jobs → Find your job → Click to open the job details page.
Edit Job Description
Click "Edit" next to the job description field, or click in the description box to start typing.
Write Clear Description
Include key information:
- • What: "Fix leaking kitchen tap"
- • Where: "Kitchen sink, under-counter area"
- • Problem: "Dripping from base, customer reports 2-week issue"
- • Customer needs: "Urgent - affecting water bill"
Save Description
Click "Save" or press Enter to save the description. It will appear on invoices and customer communications.

Good Description Examples

Plumbing Job:
"Replace faulty bathroom radiator valve - customer reports cold radiator and slight leak. Check TRV and lockshield valve. Bring 15mm valve set."

Electrical Job:
"Install outdoor security light at rear patio door. Customer wants PIR sensor, dusk-to-dawn setting. Check existing exterior wiring capability."

HVAC Job:
"Annual boiler service - Worcester Bosch Greenstar 30i installed 2019. Check efficiency, clean heat exchanger, test safety controls."

Internal vs Customer Notes

Toolfy separates internal team notes from customer-facing descriptions to maintain professionalism while ensuring your team has all necessary technical details.

Customer-Facing Description

"Annual boiler service including safety checks, efficiency testing, and cleaning. We'll ensure your heating system is running safely and efficiently for the winter months."

Appears on:

• Customer invoices
• Email confirmations
• Quotes and estimates
• Customer portal

Internal Notes

"Worcester Bosch Greenstar 30i - check gas rate, flue analysis, pump operation. Customer mentioned noise from pump last year - inspect closely. Bring 22mm pump if needed."

Only visible to:

• Your team members
• Job technicians
• Internal job reports
• Team scheduling system

What to Keep Internal

• Technical specifications and part numbers
• Previous issues or customer complaints
• Special access codes or security information
• Team member skill requirements
• Pricing strategies or cost concerns
• Customer payment history notes

Adding Internal Notes

Access Internal Notes Section
In the job details page, scroll down to "Internal Notes" or "Team Notes" section.
Add Technical Information
Include technical details:
- • Specific parts or materials needed
- • Tools required for the job
- • Safety precautions or access issues
- • Previous work done at this location
- • Customer-specific preferences or requirements
Update Throughout Job
Add notes as you discover information - before, during, and after the job completion.
Tag Team Members
Use @mentions to notify specific team members about important information.

Internal Notes Examples

Before Job:
"Customer mentioned dog in garden - ring doorbell, don't go through side gate. Boiler in garage, key under plant pot by door. Bring 15mm compression fittings - old pipework."

During Job:
"Found additional leak behind radiator - customer approved extra £45 for valve replacement. Used 2x 15mm TRV from van stock."

After Job:
"Completed successfully. Customer very happy. Asked about bathroom renovation next month - good potential for larger job. Left business card."

Job Description Templates

Create templates for common job types to save time and ensure consistency in descriptions.

Creating Templates

Go to Settings → Jobs → Description Templates
Click "Add Template" and choose job category
Write template description with variables for customization
Save template with descriptive name
Use templates when creating new jobs

Plumbing Templates

Boiler Service:
"Annual service for {boiler_make} {boiler_model}. Safety checks, efficiency testing, and cleaning."

Tap Repair:
"Fix {tap_location} tap - {problem_description}. Check seals and replace if needed."

Radiator Issue:
"{radiator_room} radiator repair - {issue_type}. Check valves and balance system."

Electrical Templates

Socket Installation:
"Install {number_of_sockets} double sockets in {room_location}. Check circuit capacity and certify."

Light Fitting:
"Replace {old_fitting_type} with {new_fitting_type} in {room}. Check switch compatibility."

Consumer Unit:
"Upgrade consumer unit to {new_unit_type}. Full electrical inspection and certification."

Organizing Job Information

Best Practices

• Use clear, concise language
• Include specific locations within property
• Mention customer requirements upfront
• Note any safety considerations
• Update information as job progresses
• Include completion notes for future reference

Information Structure

What: Type of work being done
Where: Specific location in property
Why: Customer's problem or need
When: Any timing requirements
How: Technical approach (internal notes)
Who: Skills/team members required

Mobile Note-Taking Tips

• Use voice-to-text for quick note entry while on-site
• Take photos and attach them with descriptive notes
• Add notes immediately - don't wait until back at office
• Use location services to automatically tag job location
• Sync notes in real-time with your team

Using Notes for Customer Communication

Well-written job descriptions improve customer communication and set proper expectations for the work being done.

Quote Descriptions

Use detailed descriptions in quotes to:

• Show exactly what work is included
• Justify pricing with detailed scope
• Prevent scope creep and misunderstandings
• Demonstrate professionalism and expertise

Invoice Descriptions

Clear invoice descriptions help:

• Customers understand what they're paying for
• Reduce payment disputes and questions
• Provide records for warranty claims
• Support insurance claims if needed

Customer-Friendly Language

✅ Good Examples:

• "Fix leaking kitchen tap"
• "Install new bathroom light fitting"
• "Service boiler for winter safety"
• "Replace faulty thermostat"

❌ Avoid These:

• "Replace 15mm compression joint"
• "Install IP44-rated luminaire"
• "Annual gas appliance inspection"
• "Replace room thermostat PCB"

Troubleshooting Job Notes

Notes Not Saving

• Check internet connection is stable
• Try refreshing page and re-entering notes
• Ensure you have permission to edit jobs
• Contact support if problem persists

Internal Notes Appearing on Invoices

• Check you're using "Internal Notes" section, not job description
• Verify field labels when entering information
• Review invoice template settings
• Edit job description to remove internal details

Team Members Can't See Notes

• Ensure team members have access to the job
• Check user permissions for job viewing
• Verify notes are saved properly
• Try refreshing their view of the job

Templates Not Working

• Check templates are saved in correct job category
• Verify template variables use correct syntax
• Ensure templates are marked as active
• Try creating new template if existing one fails

Job Notes & Descriptions

Types of Job Information

Customer-Facing Information

Internal Notes

Adding Job Descriptions

Good Description Examples

Internal vs Customer Notes

Customer-Facing Description

Internal Notes

What to Keep Internal

Adding Internal Notes

Internal Notes Examples

Job Description Templates

Creating Templates

Plumbing Templates

Electrical Templates

Organizing Job Information

Best Practices

Information Structure

Mobile Note-Taking Tips

Using Notes for Customer Communication

Quote Descriptions

Invoice Descriptions

Customer-Friendly Language

✅ Good Examples:

❌ Avoid These:

Troubleshooting Job Notes

Notes Not Saving

Internal Notes Appearing on Invoices

Team Members Can't See Notes

Templates Not Working

Related Articles

Create First Job

Job Materials

Create Invoice

Job Notes & Descriptions

Types of Job Information

Customer-Facing Information

Internal Notes

Adding Job Descriptions

Good Description Examples

Internal vs Customer Notes

Customer-Facing Description

Internal Notes

What to Keep Internal

Adding Internal Notes

Internal Notes Examples

Job Description Templates

Creating Templates

Plumbing Templates

Electrical Templates

Organizing Job Information

Best Practices

Information Structure

Mobile Note-Taking Tips

Using Notes for Customer Communication

Quote Descriptions

Invoice Descriptions

Customer-Friendly Language

✅ Good Examples:

❌ Avoid These:

Troubleshooting Job Notes

Notes Not Saving

Internal Notes Appearing on Invoices

Team Members Can't See Notes

Templates Not Working

Related Articles

Create First Job

Job Materials

Create Invoice