Use client notes and tags in Xero HQ

Use notes to record additional information about a client in Xero HQ. Apply tags to categorize and filter notes.

Working with notes

You can add a note to a client and use tags to relate it to other notes on the same subject. To make sure a note is seen, pin it to the top of the list of notes. Otherwise, notes are listed in the order you last edited them.

Create a note

  1. Go to Clients, and select a client from the list.
  2. Select the Notes tab and click Add a note.
  3. Enter the text of the note.
  4. (Optional) Click Add tags and select one or more tags.
  5. Click Save.

Update or remove a note

  1. Go to Clients, and select a client from the list.
  2. Select the Notes tab and find the note you want to change.
  3. Click the overflow menu icon Xero HQ overflow menu icon and then click:
    • Pin note to pin the note to the top of the list
    • Unpin note to unpin the note from the top of the list
    • Edit to change the text or add tags to the note
    • Archive to remove the note from the list
Archived notes are not deleted permanently. Instead, they are moved to the Archived notes heading under the Show menu.

Filter notes

You can filter the list of notes to show only those notes with a specific tag. You can also view and restore archived notes.

  1. Go to Clients, and select a client from the list.
  2. Select the Notes tab and click the arrow to the right of Show.
  3. Select:
    • A tag to filter the list of notes by
    • Archived notes to see a list of archived notes
  4. (Optional) To restore an archived note, click the overflow menu icon Xero HQ overflow menu icon and then click Restore.

Tagging notes

Some things to keep in mind when using tags.

  • You can add multiple tags to a note. The note will appear in the list when you filter notes by each tag you apply to it.
  • You can apply a tag to any note for any client in your practice. However, when you filter notes by a specific tag, only the notes for that client will be listed.
  • You must have Principal or Practice Administrator permissions to create or manage tags.

Add or remove tags from a note

  1. Go to Clients, and select a client from the list.
  2. Select the Notes tab and find the note you want to change.
  3. Click the overflow menu icon Xero HQ overflow menu icon and select Edit.
  4. Click the arrow to the right of Add tags, and then select or clear the check box next to the tag.
  5. (Optional) If you have Principal or Practice Administrator permissions:
    • Click New tag and enter the Tag name to create a custom tag.
    • Click Manage tags to see a list of the custom tags you have created. Click Remove to delete a tag and remove it from any notes it has been applied to.