Non-billable notes, also known as non-session notes, are notes that are not attached to any service, but are still linked to a specific client. These types of notes are helpful for documenting important information or updates related to a client that don’t correspond with a billable session.

Fields in a Non-Billable Note


Here’s a breakdown of each fields within a non-billable note:

  1. Client: Select the client this note is related to. This is a required field to ensure the note is properly attached.
  2. Date & Time: The default reflects the date and time when the note was created, but you can manually adjust this if you're logging an event that occurred at a different time.
  3. Author: This is the person who created the note. By default, the author is set to the user currently logged in, but it can be changed if needed.
  4. Note Title: A brief title or description of the note. This helps in identifying the note at a glance.
  5. Templates: If you have custom note templates, you can select them here to quickly populate the note content.
    → To learn how to create templates, check out this article: Creating Note templates
  6. Document Type: Choose a document type to categorize your note.
    Tip: Select the document type first before entering your title—this may automatically adjust the title for consistency.
  7. Format: Select the preferred format for your note from the dropdown menu. Formats may vary depending on your clinic’s setup.
  8. Attachments: You can upload relevant files here (e.g. PDFs, images, documents) to support the content of your note.


How to Create a Non-Billable Note


You can create a non-billable note in two ways:

  • From the Notes tab

  • From within the Client Files

From either the Notes tab or within the Client’s files:

  1. Click the dropdown arrow next to the New button.

  2. Select Non-Billable Note from the menu.

  3. In the note editor, complete the required fields.

  4. Click Save to add the note to the client’s record.