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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 job documents what the technician found on site. A PDF attached to an estimate gives the customer the spec sheet they asked for. This page covers how to create, organize, and find all of it.

Creating Text Notes​

You can add a text note to almost anything in ContractorScope AI — a contact, a project, an estimate, or a job.

From a Contact or Project​

  1. Open the contact or project record.
  2. Scroll to the Notes section (or tap the Notes tab on mobile).
  3. Tap or click + Add Note.
  4. Type your note in the text field.
  5. Tap Save.

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 a Job (Field)​

On the My Jobs detail screen, tap Add Note at the bottom of the screen. This is the quickest path for technicians updating a job from the field.

Note Formatting​

Notes support basic formatting:

  • Start a line with - to create a bullet list.
  • Wrap text in **double asterisks** to make it bold.
  • Start a line with ## to create a heading.

These shortcuts work in the text field without needing to click any toolbar buttons.

Creating a text note

Recording Voice Memos​

Voice memos are faster than typing when you are on a job site. Tap the microphone icon next to the note field to start recording.

How to Record​

  1. Open the note area on any record (contact, project, estimate, or job).
  2. Tap the microphone icon (or the Voice Memo button on some screens).
  3. Speak clearly. A waveform indicator shows that audio is being captured.
  4. Tap the stop button (red square) when you are done.
  5. The memo is saved automatically. A playback bar appears in the notes list.

There is no time limit per memo, but recordings over 10 minutes may take a moment to process on slower connections.

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.

Audio Playback Controls​

To play back a voice memo, tap the play button on the memo card. Controls include:

  • Play / Pause — Tap the play button to start, tap again to pause.
  • Seek bar — Drag the scrubber to jump to any point in the recording.
  • Speed control — Tap the speed indicator (1x) to switch between 1x, 1.5x, and 2x playback. Useful for reviewing long memos quickly.
  • Download — Tap the download icon to save the audio file to your device.

Voice memos are stored as .m4a files. They can be downloaded and played in any standard audio app.

Attaching Notes to Contacts, Projects, or Estimates​

By default, a note is attached to the record you created it on. You can also cross-attach a note so it appears on multiple related records.

Linking a Note to Another Record​

  1. Open the note (tap the note card to expand it, then tap Edit).
  2. Under Linked To, tap + Add Link.
  3. Search for the contact, project, or estimate you want to link.
  4. Tap Add. The note now appears on both records.

This is useful when a conversation with a contact is also relevant to a specific project. Link the note to both and neither record is missing context.

File Upload and Organization​

Uploading Files​

Files can be attached to any contact, project, estimate, or job.

  1. Open the record you want to attach a file to.
  2. Scroll to the Files section (or tap the Files tab on mobile).
  3. Tap Upload File or drag and drop a file into the upload zone (desktop only).
  4. Select the file from your device or photo library.
  5. The file uploads and appears in the Files list with its name, size, and upload date.

On mobile, tapping Upload File opens a prompt to choose between:

  • Camera — Take a new photo and attach it instantly.
  • Photo Library — Select an existing photo or video.
  • Files — Browse your device's file storage (Documents, Downloads, etc.).

Supported File Types​

ContractorScope AI accepts most common file formats:

CategoryFormats
DocumentsPDF, DOCX, XLSX, TXT, CSV
ImagesJPG, PNG, HEIC, WEBP
VideoMP4, MOV (max 500 MB)
AudioM4A, MP3, WAV

Files larger than 500 MB are not accepted. For large video files, compress before uploading or use a sharing link instead.

info

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

Organizing Files with Labels​

Apply labels to files to make them easier to find later.

  1. Tap the three-dot menu on any file.
  2. Select Add Label.
  3. Choose from existing labels or type a new one.

Common labels contractors use: Before Photos, After Photos, Permits, Signed Contracts, Material Specs, Invoices.

Labels filter across all files on a record, so you can quickly find just the before-and-after photos from a large job with many attachments.

File list with labels

Searching and Filtering Notes​

Search Within a Record​

On any contact, project, or job detail screen, type in the Search notes box at the top of the notes section. Results update as you type, matching typed note text. Voice memo transcription is not yet searchable.

From the main navigation, tap Search (magnifying glass icon) and switch the scope to Notes. Type your query. Results pull from notes across all contacts, projects, and jobs you have access to.

Filters available on the global search:

  • Date range — Narrow to notes created in a specific period.
  • Created by — Filter to notes from a specific team member.
  • Record type — Show only notes on contacts, or only on jobs, etc.
  • Has attachment — Find notes that have files or voice memos attached.

Filtering Notes on a Record​

On the notes tab of any record, use the filter bar to show:

  • All notes
  • Text notes only
  • Voice memos only
  • Notes with file attachments only
  • Notes from a specific team member

This is useful on active projects with many notes from multiple people.

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 — Adding notes and photos from the field.
  • Offline Mode — Notes created offline sync when you reconnect.