The Service Notes feature for Estimates allows you to attach localized, service-specific notes when building or modifying an estimate proposal. This ensures that unique instructions, details, or contexts for specific services are clearly captured and communicated to your team.
Important Clarification: The Two Types of Notes
There are two distinct note concepts in the system that contain Service Notes. While they look similar, they have different entry points and lifecycles:
- Interactive Estimate Service Notes: These are temporary notes attached to specific services during the estimate creation process to capture deal-specific details.
- Service Profile Notes: This is a global field located on the customer's permanent Notes tab. It shows the lifetime history of all notes for that customer, regardless of where they were originally created.
Key Benefits
- Eliminate Miscommunication: Field technicians see exactly what the estimate creator promised or noted about a specific service line item.
- Contextual Visibility: Instead of one massive block of general job notes, feedback is attached directly to the specific scope of work (e.g., adding a note specifically to an "Aeration and Overseeding" service).
- Streamlined Operations: Once a customer approves an estimate line item, its corresponding Service Notes automatically carry over to the active Work Order.
How to Create a New Service Note from an Interactive Estimate
Step 1: Open the Interactive Estimate
- Navigate to the Interactive Estimates page from your main dashboard.
- Select an existing draft or click + New Interactive Estimate.
- If you are new to this creating Interactive Estimages, check out our guide on how to Interactive Estimates Overview first.
Step 2: Fill Out Note Criteria
- Assign Property: Choose the specific customer address from the dropdown list. If the customer only has one property, it will be selected automatically.
- Note Type: The note type will automatically default to Service-Specific.
- Note Duration: Control how long this context matters by selecting Permanent or Next Service Only.
- Assign Service: Select the specific estimate line item that the note pertains to (e.g., Grub Control).
Step 3: Set Assignments & Deadlines
- Assign User: Route responsibility to a specific team member using the dropdown list.
- Due Date: Enter an optional task deadline using the calendar field format (
YYYY-MM-DD). - Attach Documents: Click Choose Files to upload relevant photos, diagrams, or site specifications.
Step 4: Adjust Preferences & Alerts
- Urgent Note: Flip this switch to flag high-priority instructions that demand immediate attention in the field.
- Include in Technician View?: Toggle this setting to push this note directly onto the technician's mobile workflow application. Leave it off if the note is purely for back-office records.
- Notify Me: When enabled, you will receive system updates regarding actions taken on this specific note.
Step 5: Input Content and Submit
Write your detailed observations or operational parameters directly inside the Note Contents block. When finished, click the teal Add note to Estimate button to save it.
Note: You can repeat this process to add multiple distinct notes for other services on the same estimate.
How to Create a New Service Note from an Legacy Estimate
Step 1: Open the Legacy Estimate
- Navigate to the Legacy Estimates page from your main dashboard.
- Select an existing draft or click + New Estimate.
- To get started with the basics of creating Legacy Estimates, check out our How to Create & Send Estimates article.
Step 2: Fill Out Note Criteria
- Assign Property: Choose the specific customer address from the dropdown list. If the customer only has one property, it will be selected automatically.
- Note Type: The note type will automatically default to Service-Specific.
- Note Duration: Control how long this context matters by selecting Permanent or Next Service Only.
- Assign Service: Select the specific estimate line item that the note pertains to (e.g., Grub Control).
Step 3: Set Assignments & Deadlines
- Assign User: Route responsibility to a specific team member using the dropdown list.
- Due Date: Enter an optional task deadline using the calendar field format (
YYYY-MM-DD). - Attach Documents: Click Choose Files to upload relevant photos, diagrams, or site specifications.
Step 4: Adjust Preferences & Alerts
- Urgent Note: Flip this switch to flag high-priority instructions that demand immediate attention in the field.
- Include in Technician View?: Toggle this setting to push this note directly onto the technician's mobile workflow application. Leave it off if the note is purely for back-office records.
- Notify Me: When enabled, you will receive system updates regarding actions taken on this specific note.
Step 5: Input Content and Submit
Write your detailed observations or operational parameters directly inside the Note Contents block. When finished, click the teal Add note to Estimate button to save it.
Note: You can repeat this process to add multiple distinct notes for other services on the same estimate.
How to Review and Manage Added Notes
Once submitted, notes move into the Notes added to Estimate sidebar located on the right side of the Service Notes screen.
Each note populates as a standalone card summarizing key metadata at a glance:
- Header Info: Displays the customer property name, exact creation timestamp, and assigned team member.
- Core Details: Highlights the text content, classification type, and linked service scope (e.g., Service-Specific: Grub Control (Permanent)).
- Tech Visible Checkbox: Shows whether the note is visible to field technicians.
- Footprint Metadata: Tracks system values along the bottom edge, showcasing:
• Status: (e.g.,OPEN)
• Created by: Identifies the author.
• Location Pin: Displays the geolocated project address.
• Due Flag: Shows whether a deadline has been defined (e.g.,DUE: NONE SET).
• Paperclip Icon: Outlines the total number of linked attachments.
Deleting a Note
If an instruction is no longer valid or was created by mistake, click the Trashcan Icon located at the upper-right corner of the individual note card to permanently remove it from the estimate workflow.
What Happens When an Estimate is Accepted or Declined?
Service Notes are dynamic and react automatically to your customer's final response to the estimate:
If the Estimate is Accepted
If the customer accepts the Interactive Estimate, any service-specific notes you created automatically convert into permanent records for that client.
- Where do they go? The note is instantly copied over to the customer’s Notes tab on the Update Customer page.
- How to find them: Navigate to the customer's profile and click on the Notes tab. You will find the service-specific information logged there for future reference and scheduling.
If the Estimate is Not Accepted
If the customer declines the proposal, or if the estimate expires without approval, the associated Service Notes change status.
- Validity: The note will no longer be valid.
- Data handling: Because the scope of work was not approved, the note will not be pushed to the customer's permanent Notes tab or active field workflows. This keeps your database clean and prevents technicians from seeing instructions for jobs that were never sold.
Need Additional Help?
Reach out to our support team at support@spraye.io.