Adding notes to booking invoices

Notes help you record important information about a booking - from internal Staff comments to Customer-facing updates.

You can add, display, or edit notes directly within the Booking Invoice to keep your team informed and your Customers updated.

Learn how to add an internal Staff note to the booking, show the note to the Customer on the Booking Invoice, and edit or delete the note.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Click an active Booking ID anywhere in the system. For example, open the Booking Invoice from the Booking Index report (Reports > Booking Index > Booking ID > Booking Invoice > Add Note). 

• You can also enter the Booking ID in the Search field found in the main menu to bring up the Booking Invoice.
   

What more do I need to use this feature?

• Admin or restricted permissions to Bookings.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products).  → Learn more about products

Storing credit card information To protect Customers’ Protected Personal Information (PPI) and to comply with PCI regulations and the Checkfront Terms of Service, please do not store credit card information in booking or note fields. Checkfront is PCI compliant. We securely transmit payment details to certified payment providers only, and do NOT store credit card numbers, expiration dates, or CVV codes in our databases. We recommend using a payment provider like Stripe to securely capture credit card details and process payments. See our List of supported payment providers for more options. The penalties for breaking PCI compliance are steep for both you, the merchant, and us, the service provider. For more information, please see our Terms of Service: Checkfront Terms of Service.

How do I bulk add notes to booking invoices? Check out the following article to learn more: How do I bulk update bookings?

You can attach notes to a specific booking using the Add Note field to the right (or below the invoice, depending on your screen size).

1. Open the Booking Invoice.
2. Navigate to the Notes section on the right side of the invoice.
3. Type your message into the Add Note field.
4. (Optional) Check Show on invoice to display the note on the customer-facing invoice (and staff-side views).
5. Click the Create button to save the note.
    

Select Show on invoice if you also need the note to appear on both the Staff and Customer views of the invoice.

1. Open the Booking Invoice.
2. Navigate to the Notes section on the right side of the invoice.
3. Type your message into the Add Note field.
4. Check Show on invoice to display the note on the customer-facing invoice (and staff-side views).
5. Click the Create button to save the note.

Do you need to delete or edit an existing note? Once saved, the options to edit or delete a note are displayed directly above each note.

First, find the note in the Notes section of the invoice to update or remove an existing note.

• Click Edit to modify the text or toggle the Show on invoice option.
• Click Delete to permanently remove the note.

Next Steps

The following article in this series looks at editing/changing bookings from Booking Invoices.

 

< Working with booking statuses from booking invoices     |     Editing/Changing bookings from booking invoices >