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HOW TO USE BOOKWITS NOTES BEGINNER

Notes Module Guide

A beginner-friendly guide to Bookwits Notes: create and organize notes, connect them to client records, keep private notes secure, and manage your note workflow with folders, categories, search, and filters.
How to Use Bookwits
11 min read
Video Walkthrough (Notes Module)
A strong walkthrough should cover this complete flow: create note, assign folder and category, link to client/company/personal tax year, add attachments, and toggle pin or private states.
Coming soon...
Why this module matters Notes centralizes knowledge that would otherwise be scattered across chats, spreadsheets, and documents. It gives your team one searchable place for internal context tied directly to client records.

Where to find Notes

Go to: Notes from main navigation.
From here you can
  • Create a new note
  • Search notes by keyword
  • Filter by all, pinned, and private
  • Filter by folders and categories
  • Link notes to client records
  • Attach files and private images

What a note contains

Core fields
  • Title
  • Rich-text body
  • Folder (optional)
  • Category (optional)
  • Pin status
  • Private status
Optional record links
  • Company
  • Personal tax year
  • Bookkeeper client record
Best practice: each note should have one clear topic and one clear next action.

Quick Start (First 10 minutes)

If you are new, do these in order:
1
Create one note with a clear title
2
Link it to the right client/company/tax year
3
Assign one folder and one category
4
Add one attachment
5
Test pin + private filters

Step-by-step

  1. Open Notes.
  2. Click New note.
  3. Enter a title and body text.

You can start with a short draft and refine later.

Notes save when the editor loses focus and when key selections change.

  • Title/body edits are saved automatically.
  • Folder/category/client selection changes trigger save.
  • A "last edited" indicator updates after successful save.

In the right details panel, choose the related record:

  • Company
  • Personal tax year
  • Bookkeeper client

This makes the note discoverable in the right client context.

  1. Open Folder and Category pickers in details panel.
  2. Select one folder and category.
  3. Use sidebar filters to confirm note appears where expected.
Use folders for broad structure and categories for classification tags.
  • Pinned: keep important notes easy to surface.
  • Private: mark sensitive notes for restricted visibility.

You can toggle both from the details panel switches.

Use the left panel and search box together:

  • Quick filters: All, Pinned, Private
  • Folder filters
  • Category filters
  • Client-linked filter options
  • Search field for text-based narrowing
  • Use the editor to insert private images.
  • Use attachment area in details panel to add files.
  • Attachments remain associated with the current note.

This is useful for client evidence, checklists, and reference docs.

  • Hide/show left panel (filters) from toolbar controls.
  • Hide/show right panel (details) from toolbar controls.
  • Open fullscreen editor for distraction-free writing.

If you are Admin/Owner, settings controls let you:

  • Create folder/category
  • Edit name and category color
  • Reorder using drag-and-drop
  • Delete and undo delete states

These controls help standardize note organization for the entire team.

  1. Select the note.
  2. Click Delete note in details panel.
  3. Confirm deletion.

After delete, counts and filtered lists update automatically.

Troubleshooting (Common Beginner Issues)

"My note is missing from the list"
  • Check active filters (Pinned/Private/Folder/Category)
  • Clear client filter and test All Notes
  • Use search with a keyword from title/body
"I changed folder/category but I don’t see it updated"
  • Click outside the field to trigger autosave
  • Reopen the note card from list
"I cannot manage folders/categories"
  • Folder/category settings are available to Admin/Owner access
  • Ask your workspace admin for role update if needed
"Delete category failed"
  • Some categories can be linked to existing notes
  • Move notes to another category first, then delete

Glossary (Plain English)

Pinned note: A high-priority note highlighted in pinned workflows.
Private note: A note marked for restricted/internal visibility.
Folder: Broad container used for note grouping.
Category: Label/tag style classification for notes.
Autosave: Save behavior triggered by blur/selection changes.
Want help setting up your Notes workflow? Book a demo and we will help you define a clean folder/category structure, privacy rules, and a practical note-taking workflow your entire team can follow.
Book a demo -> Start free trial