How field notes work
Field notes live on the job record. A team member can add or edit them while the job is In Progress. Once they mark the job Complete, the field notes are locked. As the owner, you can read field notes from the job detail page at any time. They’re read-only for you — the crew writes them, you review them.What team members use field notes for
Field notes aren’t required, but they’re useful when something worth noting happened on the job:- Extra work done that wasn’t in the original scope
- Damage observed on-site that the client should know about
- Materials used that weren’t anticipated
- Access problems or incomplete work that needs a follow-up
- Any situation where you’d want to review before the invoice goes out automatically
Field notes and invoice auto-send
Field notes have a direct connection to how automatic invoice sending works. A quick fact worth knowing first: Clarely creates a draft invoice for every completed job with a linked quote regardless of any setting — what field notes affect is only whether that draft gets sent automatically. See Automatic invoicing for the full mechanics of both settings. Auto-send invoice on job completion — when on, the draft invoice sends to the client automatically. When off, the draft still gets created, it just waits in your Invoices list for you to send manually. Hold if team notes are present — only appears once auto-send is on. When enabled: if a team member left field notes on the job before marking it complete, Clarely holds the send and creates the draft for your review instead of sending it. You review the notes, decide if the invoice needs adjusting, and send it manually. This is the safety valve. A team member writing field notes is often signaling something you should look at before the invoice goes out. With this setting on, that signal automatically pauses the send and puts the decision back in your hands.If this setting is off and auto-send is on, the invoice sends automatically regardless of whether field notes exist. Turn it on if your team regularly flags things in field notes that affect billing.