Invoices & claims · Article 4 of 6
Invoice notes and history
Every invoice has a notes panel that serves as a running record of everything that's happened to it. Notes help your team communicate context, track decisions, and understand an invoice's history at a glance.
The notes panel
The notes panel is visible when you open an invoice. It shows all notes in chronological order, most recent at the top. Pinned notes always stay at the top regardless of age. Each note shows content, any attached files, who created it (or "System"), when, and whether it's pinned.
System-generated notes
Navigator automatically adds notes when key actions occur — approval request sent, invoice approved or rejected, status changes (funding requested, funding approved, paid), rejection reason recorded, remittance advice sent. These create a complete audit trail.
Adding a note
- Open the invoice.
- Click Add note.
- Type your note — context, a flag for a colleague, a decision.
- Optionally attach a file (e.g. a corrected invoice).
- Save.
Pinning a note
Pinned notes stay at the top regardless of when they were written. Use pinning for information anyone opening the invoice should see immediately — a known issue, a special instruction, a key decision.
Click the pin icon next to a note to pin it. Click again to unpin.
Editing and deleting notes
You can edit or delete notes you've added. System-generated notes cannot be edited or deleted.
Using notes effectively
Consider adding a note when you've spoken to the supplier or customer, made a decision that isn't obvious from the data, identified a discrepancy that needs monitoring, or you're handing off to a colleague.