Timesheet notes on the job line

Put what the team member wrote about the work next to the charge it explains.

Last updated 13 Oct 2026

Overview

A timesheet entry carries a Note - what the team member wrote about the work they did. It has always gone to the job as a memo, which is useful but sits nowhere near the charge it explains. Turn this on and the note rides along with the hours instead, on the job line itself - added to the end of the product description, or in place of it - where anyone reading the invoice can see what they are paying for.

The Settings screen filtered to the timesheet note settings

Turning it on

In Settings → Time Recordings Settings, choose an option for Timesheet Note on the Product Description:

Off - the product description is left alone. This is the default.
Add to end - the note is added after the product description.
Replace description - the note is used instead of the product description.

An entry without a note is left alone whichever you choose.

By default the note still goes to the job as a memo as well, so it lands in both places. If you would rather it only appeared on the line, untick Add Timesheet Note to the job’s notes in the same settings group - it is on unless you turn it off, because that is what every business had before this setting existed.

What the line looks like

With Add to end, the note is appended to the product description, after a dash:

Labour - standard rate - replaced thermostat, tested and recommissioned
└─ the product's own description ─┘  └─ the team member's note ─┘

With Replace description, the note stands in for the product description:

Replaced thermostat, tested and recommissioned
└─ the team member's note ─┘

When the note is longer than the field

Your accounting system stores that description in a field of fixed width, and the three differ:

Accounting system	Room on the line
Infusion Online	255 characters
Infusion Elite	80 characters
Accredo Saturn	60 characters

Two rules decide what happens when the note does not fit:

With Add to end, the product’s own description is never shortened to make room for the note. What the line is for survives; the commentary is what gives way. (With Replace description there is no product description to protect, so the line is filled with as many whole words of the note as fit.)
Whatever will not fit is added to the job as note lines instead, broken between words. A note is never cut in half mid-word, and nothing is silently dropped - it lands somewhere on the job either way. (Unless you have chosen to keep the note to the one line - see the next section.)

So on Saturn, with 60 characters to play with, expect most of a real note to arrive as note lines. On Infusion Online, with 255, most notes will fit on the line itself.

Note

Infusion Elite needs a connector from September 2026 or later for the overflow note lines. A site running an older connector keeps the previous behaviour, and Tradie wraps the description to 80 characters before sending rather than risking a line the ERP would cut in half. If you are not sure which build your site is on, ask your Tradie contact.

Keeping the note to one line

If you would rather a note never ran on to extra note lines, tick Limit Timesheet Note to the description length in the same settings group. It is off unless you turn it on, and it only applies while the setting above is Add to end or Replace description.

With it ticked, the note can be no longer than what fits on the line:

The Note box stops at the limit. On the Mobile Time Sheet screen, on Stop Work, on the Scheduler’s Timesheets screen and on its Add timesheet entry dialog, the box takes no more text once the line is full, and a count underneath shows how much room is left, such as 44 of 62 characters left.
No note lines are added to the job. Each entry is the one line and nothing else.

How much room there is depends on the entry:

What shares the line	Effect on the room for the note
The product description, with Add to end	Takes its own length plus three characters for the dash. A longer description leaves less.
The product description, with Replace description	Nothing. The note has the whole field.
Start and stop times	Take 12 characters whenever that setting is on.

So on Infusion Elite, with 80 characters, a note added after “Workshop Labour” can be 62 characters long, or 50 with the times on the line as well.

Three things to know before you turn it on:

A description that fills the field leaves no room at all. With Add to end, the Note box then takes no text and says so. Use Replace description if your labour descriptions are long.
Stop Work always has the whole field. Entries made from Stop Work carry no description of their own, so there is nothing for the note to share the line with.
Notes written before you ticked it are not lost. A note that is already too long is shortened between words when the entry is sent, and only the part that fits reaches your accounting system. The full note stays on the timesheet entry in Tradie.

What does not get a note

Service charge lines. Where the first hour is billed at a callout rate, that line is about turning up, not about the work - a note describing the repair reads as nonsense against it. The labour line beside it still carries the note.