Engagements, Notes, Documents & Payments
Keep the client work behind your conversations in the same place: projects, meeting notes, files, time and payments.
What it does
If you run a service business (an agency, a consultancy, a practice), these modules let you track the work you do for each client right next to their WhatsApp history.
| Module | What it's for |
|---|---|
| Engagements | One piece of client work, from kickoff to close. |
| AI Notes | Meeting and call notes with a summary and action items. |
| Documents | Files you keep for a client or an engagement. |
| Time Entries | Billable and non-billable time. |
| Payments | A log of invoices and their payment status. |
Each module is available when this module is enabled for your workspace. Our team switches them on for you, so contact support if you need one.
Where they show up
Every contact profile has a Work tab. It lists the engagements, documents and notes linked to that contact, with New to start an engagement, plus a Billing box that counts their time entries and payments. Reports → Overview adds totals for active engagements, billable hours, and paid and pending payments.
Engagements
- Click New engagement.
- Fill in Title, Description, Client, Owner, Status, Priority, Start date and Due date.
- Click Save.
Status runs from Open through In progress, On hold, Completed or Cancelled. Filter the list by status or owner, and click a title to open it. The engagement page shows the notes, time and payments linked to it.
AI Notes
- Click New note.
- Give it a Title and link it to a Client and an Engagement.
- Pick the Source: Manual, Meeting, Call or Transcript.
- Paste or type the Raw notes, write a Summary, and list Action items one per line.
- Click Save.
The note page shows the notes, the summary and the action items as a bulleted list. For now you write the summary yourself; the form marks it as manual.
Documents
- Click Upload.
- Give it a Title and choose the File (up to 20 MB: PDF, Office files, images, CSV, text or ZIP).
- Set Visibility to Internal only or Client visible.
- Under Link to, choose Customer or Engagement, then pick the matching Record.
- Click Upload.
Filter the list by visibility, and use the row menu to Download or Delete. Files are private to your workspace: only signed-in teammates can download them. Client visible is a label for your team; it doesn't send or publish the file. To replace a file, delete it and upload the new version.
Time entries
- On the Time & Billing screen, click Add time.
- Fill in Description, Client, Engagement, Minutes and Date, plus an Hourly rate if you use one.
- Tick Billable if the client pays for this time, then click Save.
The cards at the top show Billable hours and Total hours. Click any row to edit it.
Payments
- Click Record payment.
- Fill in Invoice number, Status, Client, Engagement, Amount, Currency and Method (bank, card, cash and so on).
- Click Save.
Statuses are Pending, Paid, Failed, Refunded and Cancelled, with a count for each at the top. If you mark a payment Paid without a date, today's date is filled in for you.
Good to know
- Link notes, documents, time and payments to both the client and the engagement, so they appear on the contact's Work tab and on the engagement page.
- Payments is a record you keep. It doesn't charge cards or send invoices, and it's separate from the balance you use for WhatsApp messaging.
- What each teammate can see and change in these modules depends on their permission group.
Open an engagement the day work starts, and log time and notes against it as you go. At billing time everything for that client is already in one place.
