Notes and Terms

Every quote and invoice has two text fields for the customer: Notes and

Terms & Conditions. PortaPro keeps a library of saved snippets you can

drop into either, and lets you mark some as defaults so new documents start

with them filled in.

The library: Financials → Notes

Open Financials, click the ⋯ menu in the header, and pick Notes

under More sections. The page is titled Pre-Saved Notes & Terms.

Each saved item has:

To add one, click New Note in the header, fill in the fields and

click Save. To change or remove one, use the ⋯ on its card:

Edit or Delete.

Cards carry a Default badge when they are defaults, an Inactive badge

when switched off, and Quotes Only, Invoices Only or Both.

On the page you can also:

Terms.

Grid.

`title`, `content` and `type` columns; `applies_to`, `is_default` and

`is_active` are optional.

Defaults

Any active item with Set as Default on is added to every new document of

the type it applies to. You can have more than one default of a kind: all of

them are added, one after another with a blank line between.

On a new quote, the defaults fill the Notes and Terms fields when the

wizard opens, but only fields that are still empty. Editing or revising an

existing quote, or resuming an older saved draft, keeps what the quote

already says. If you clear a field, it stays clear.

On a new invoice, default notes fill an empty Notes field, and a default

term replaces the starting terms text "Payment due within 30 days." if that

text is still in the field. A Default applied label appears beside the

field. Defaults are not added

when the invoice is created from a quote or a job, or when you resume an

invoice draft.

Default quote terms in Settings

Settings → Finance → Quotes → Terms & appearance → Default terms is a

shortcut to the same library: "Pre-filled on every new quote; editable per

quote before sending." Editing it saves a quote-only default term (titled

"Default quote terms" the first time). Clearing it and saving switches that

term off.

A default that applies to Both Quotes & Invoices also shows in that

summary, because it fills new quotes too, but you edit it in the library, not

here. Manage all notes & terms opens the library.

There is no matching setting for invoice terms. An invoice's starting terms

come from its payment terms (Settings → Finance → Invoices, or the customer's

own terms) unless a default term from the library replaces them.

Using saved text on a quote or invoice

In the quote wizard, the Review step has Notes for the customer

(optional) and Terms & conditions (optional). Beside each label,

Insert Note or Insert Term opens your saved items for quotes, defaults

first. Click one to add it. If the field already has text, the snippet is

added after a blank line instead of replacing it. The picker only appears when

you have at least one active item for that field.

In the New Invoice wizard, the Notes and Terms & Conditions fields

have the same Insert Note and Insert Term pickers, filtered to items

for invoices. Pre-Saved Notes beside Notes opens a larger picker with

Job, Quote and Invoice tabs, so you can also reuse a job note

template.

Every inserted snippet is just text: edit it freely on that document. Changing

the library later doesn't change documents you already made.

Where notes and terms appear

The invoice wizard's Notes field placeholder reads "Internal notes about this

invoice...", but notes do print on the invoice PDF the customer receives.

Keep internal notes somewhere else.

Notes and terms on invoices made other ways

quote's notes carry over. The terms become the payment-terms sentence for

the invoice, not the quote's terms.

payment-terms sentence. Library defaults are not added.

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