Setting Up and Using Financial Document Notes to Client

The Notes to Client function in BigChange acts as a useful shortcut, eliminating the need to repeatedly type in the same information. This is particularly useful in areas where extensive and accurate detail is required, such as Terms & Conditions or Warranty information on financial documents.

Setting Up Notes to Client

To set up Notes to Client in the back office, follow these steps:

Navigate to: [Top menu] Account settings (icon) → Settings
Select [side menu] → Financial
Select Financial Documents and Sales Opportunities
Select Edit next to any Financial Document type

Notes Clients 1.png

Creating and Editing Notes

Once you have navigated to the correct section, you can create or edit Notes to Client:

Select the Notes to Client tab
To create a new note, select '+Add'
To edit existing notes, select the note you wish to edit
Edit the existing note.
Delete note.

Notes Clients 2.png

Adding New Notes

When creating a new note, you will need to fill in the following fields:

New Label: This field acts as an abbreviation of the full text, so choose something immediately identifiable, e.g., Warranty or Quotation. The customer does not see this label.
Notes to Client: This is the full body of the text which you wish to appear in your correspondence to the Contact.

Notes Clients 3.png

Using Notes to Client in Financial Documents

Selecting a Note

Once the admin setup is complete, the feature is ready to use. Whenever you create or edit a Financial Document and you reach the field 'Note to Client', follow these steps:

At the bottom right of the 'Note to Client' field, you will see 'Select a note'
Select this, and a dropdown menu will appear showing the labels you have created
Select the desired label to populate the 'Note to Client' field with the body text you added against that label

Notes Clients 4.png

Viewing the Note

The note to clients will display automatically on any Standard financial documents PDF.

Template keyword

There is also the option to add a 'Note to Clients' on any custom templates. Please refer to the article on Templates for more information on creating and using custom templates.

You will find the 'Note to Clients' keyword under the financial tab in 'Insert keyword' popup.

Conclusion

Setting up and using Notes to Client in BigChange can save you time and ensure consistency in your communications. By following the steps outlined above, you can easily create and manage your notes, making your financial documents more efficient and accurate.