Notes & Files

Notes and files tie everything together in ContractorScope AI. A note on a contact records what was discussed in a sales call. A voice memo on a project documents what you found on site. A PDF attached to a project keeps the spec sheet the customer asked for next to the work. This page covers how to create and find all of it.

Creating Text Notes

You can add a text note to a contact or to a project.

From a Contact or Project

1. Open the contact or project record.
2. Choose the Notes tab.
3. Tap or click + Note.
4. In the Add note window, choose what the note is linked to under Link to (Contact or Project), then type your note in the Note field.
5. Tap Create Note.

The note is stamped with your name and the current date and time. Everyone on your team with access to that record can see it.

From the Notes Page

1. Choose Notes in the left menu to open the list of every note.
2. Click + Note.
3. In the Add note window, choose Contact or Project under Link to, then search for it by name in Contact Name (or Project Name) and pick it from the list.
4. Type your note in the Note field and click Create Note.

From a Job (Field)

On the My Jobs screen, a job's Add Notes button is visible but turned off for now. Until it is available, add the note from the contact or project record with + Note, as described above.

Writing a Note

Notes are plain text. Press Enter to save the note, or Shift+Enter to start a new line; line breaks are kept when you read the note back. The Date field in the Add note window defaults to today.

Recording Voice Memos

Voice memos are faster than typing when you are on a job site. Record one from a contact's Audio tab or from a project's + New menu — the steps are below.

How to Record

On a contact:

1. Open the contact record and choose the Audio tab.
2. Tap + Record Audio to record from your microphone, or + Upload Audio to attach an existing audio file (MP3, WAV, M4A, WEBM).
3. Speak clearly — the waveform shows audio is being captured.
4. Tap Stop recording, then Add.
5. The audio is uploaded and appears as a card on the Audio tab with its own player. Tap the card to open the full player. The audio file is also listed in the contact's Files tab.

On a project (a project has no Audio tab — project audio is kept with the project's files):

1. Open the project record, tap + New, then + Audio.
2. Speak clearly, tap Stop recording, then Add.
3. The recording is uploaded to the project's files. Open the Files tab and choose the Audio filter to find it, then tap it to play. You can also upload an existing audio file from the Files tab.

Audio needs a connection

When you record audio (on a contact or a project) or use + Upload Audio on a contact, the audio is uploaded the moment you tap Add (or choose the file). It cannot be saved while you are offline, and it is not queued for later: offline, ContractorScope AI tells you nothing was saved. If the upload fails, or does not finish in time on a very slow connection, the app tells you so. A recording you just made stays on screen, so tap Add again once the problem is fixed; for an uploaded file, choose it again. After a slow upload gives up, look at the record's Files tab before you try again, because a slow upload can still have finished. Text notes are different — a note you save while offline is held on your device instead of failing (see Offline Mode).

Each audio file can be up to 10 MB, whether you record it or upload it. That is roughly 10 minutes or more of a typical browser recording — it varies with your browser and device — so for a long walk-around, record several shorter memos. A file over the limit is rejected and nothing is saved.

tip

Voice memos are especially useful for technicians doing walk-arounds. Record a quick narration as you inspect the site — "North wall has a 2-inch gap at the flashing, customer said it has been leaking since last winter" — rather than trying to type it all later.

Playing a Voice Memo

On a contact's Audio tab, each memo card has a built-in audio player: press play, drag the progress bar to jump to any point, and use the volume control. Click the card itself to open the memo in a Play Audio window, which shows the player, the date and the note's text. On a project, open the Files tab, choose the Audio filter and click the file to play it.

The player is your browser's own audio player, so which extra buttons it offers (such as playback speed or download) depends on whether you use Chrome, Safari, Firefox or Edge.

Recordings are saved in your browser's native format (.webm on Chrome/Firefox/Edge, .mp4 on Safari); uploaded files keep their original format.

Deleting a Voice Memo

A voice memo is a note plus the audio file it plays, and the two are kept together:

• Permanently delete the voice memo note (on the Notes page) and its audio file is deleted with it, so nothing is left behind in your Files tab and the storage is given back to your plan. If the file cannot be removed, the note is still deleted and the app tells you so; delete the file from the Files tab.
• Bulk delete in Settings removes recordings too. Deleting the Notes data group (Settings > Your Data > Bulk delete data groups, owners and admins only) permanently deletes every note in it, and each voice memo's audio file goes with its note. A recording that another note still plays is kept, and one that cannot be removed is left in your Files tab to delete by hand.
• Removing a note from a project only archives it. Its recording is kept until the note is permanently deleted from the Archive page.
• Delete the audio file from the Files tab and the note stays, with its text, but its player is removed because there is no longer anything to play. The note shows Recording removed where the player was.

An audio file you uploaded on its own from the Files tab has no note, so it is never deleted unless you delete it.

Which Record a Note Belongs To

Every note belongs to one contact or one project. You choose which with Link to (Contact or Project) when you create it. The note then appears on that record's Notes tab, and on the Notes page, where its name in the Linked to column is a link back to the record.

A note cannot be linked to two records, and you cannot move it to a different record later. When a conversation matters to both a contact and one of their projects, add a note on each.

Reading, Editing, and Deleting Notes

• Read a note. On a contact or project, open the Notes tab and click a note to read it in the Note window. Click Close when you are done.
• Edit or delete a note. Choose Notes in the left menu and click the note. In the Note window, click Edit to change the text, then Save (or Cancel). Click Delete and then Confirm Delete to remove it; deleting cannot be undone.

File Upload and Organization

Uploading Files

Files can be attached to a contact or a project.

1. Open the record you want to attach a file to.
2. Choose the Files tab.
3. Tap Take Photo to take a new photo with your camera, or Choose Files to pick one or more files from your device or photo library.
4. The files upload and appear in the Files list with their name, size, and upload date.

On a phone, Take Photo opens your camera, and Choose Files opens your phone's own file picker, where you can pick from your photo library or browse your files (Documents, Downloads, etc.).

When you add several files at once, one file that fails does not stop the rest: the others still upload, and the app lists the file or files that did not save. The upload stops early only when your company's file storage is full or your connection drops; the message then says how many files were not tried. The same applies to files added in the New Project wizard (if some do not save, the project is still created and the message names them, so add those from the project's Files tab) and in the Select project files window of the estimate wizard.

Use the filter buttons above the list (All, Photos, Audio, Other, and Imported Documents) to show only one kind of file.

Who Can See a File

• Files on a contact or project (uploaded from the record's Files tab, from its Audio tab, or while creating it) can be seen by everyone on your team who can open that record.
• Private files on the File Storage page. When you upload on the File Storage page with Private selected, only you can see the file, under My files. Nobody else on your team can see it or delete it, and your team's AI assistant does not list it for them. One exception: the company owner or an office manager can run the full data export, which lists every file in the company by name and details, private files included. Choose Shared with company before uploading to share it. Sharing is chosen when you upload. To change it, upload the file again with the other setting and delete the old copy.
• Everything else is visible to your team. Photos added in the estimate wizard or on an invoice are not private, so a teammate who opens or edits that estimate or invoice still sees them. Files you uploaded to File Storage before Private was enforced also stay visible to your team, exactly as they were. If you need an older file hidden, upload it again in Private mode and delete the old copy.
• A file can only be attached to a contact or project in your own company. If the contact or project cannot be found, the upload is refused and nothing is saved.

Supported File Types

The Choose Files picker accepts:

Category	Formats
Documents	PDF, DOC, DOCX, XLS, XLSX, TXT, CSV, ZIP
Images	JPG, PNG, GIF, HEIC, WEBP
Audio	MP3, WAV, M4A, WEBM, OGG, AAC, FLAC

Each file can be up to 10 MB. A larger file is rejected and the app tells you which one. Large photos are shrunk on your device before they upload, and program files (such as .exe) are never accepted. Video files are not supported. If your company has used up its file storage, the upload stops and the app tells you how much you have used.

info

HEIC files (iPhone photos) are automatically converted to JPG when uploaded, so they can be viewed in any browser without special software.

Opening and Removing a File

Click a file in the list to open it: a photo opens in a viewer, an audio file opens in the Play Audio window, and any other file opens in a new browser tab. To delete a file, click the × at the end of its row and confirm. Deleting cannot be undone.

Finding Notes

The Notes Page

Choose Notes in the left menu to see every note in one list, with its Content, the record it is Linked to, and its Date.

• Search. Type in the Search notes… box. Results update as you type and match the note's text. Voice memo transcription is not yet searchable.
• Filter. Click Filter to narrow the list by Type (Audio or Text), Author (the person who wrote the note) and Status (Active or Archived; the list shows Active notes by default). Clear all resets the filters.
• Sort. Use the sort control to order the list by Date, Note date, User or Note type.

Global Search

Click the magnifying-glass button in the left menu, or press Ctrl+K (Cmd+K on a Mac), and type your search. The tabs above the results (All, Notes, Contacts, Projects, and so on, each with a count) narrow the results to one kind of record. Choose Notes to see the notes that match; clicking one opens the Notes page.

Next Steps

Keep your project documentation organized with these related features:

• Contacts — Managing your customer and vendor contacts.
• Projects — Tracking active and completed projects.
• My Jobs — The early technician job list.
• Offline Mode — What works when your connection drops.