How to add notes to quote requests in WooCommerce?
The Quote Notes feature allows you to add internal notes or customer-facing notes to each quote request. This helps you manage conversations, track follow-ups, and maintain detailed records throughout the quote process.
In The Article
Benefits of Quote Notes
- Internal Documentation: Keep private notes for your team's reference without customer visibility
- Customer Communication: Send notes directly to customers via email notifications
- Conversation Tracking: Maintain a complete history of all interactions and follow-ups
- Team Collaboration: Share important information about quotes with other administrators
- Timeline Management: View notes in chronological order to track the quote progression
- Easy Management: Add, view, and delete notes directly from the quote request page
Add a Request Quote note
- Go to Dotstore Plugins → Request a Quote → Quote Requests
- Click on the quote request you want to add notes to
- Find the Quote Notes meta box in the right sidebar
- If not visible, enable it from Screen Options
Requests Quote Note Type
Choose from:
- Private note – Internal only
- Note to customer – Sends email to the customer
Note Types Explained
Private Notes
Purpose: Internal messages visible only to administrators
Visibility: Admin only
Use cases: Internal reminders, Team communication, Follow-up notes
Example: “Customer wants rush delivery—check inventory before preparing quote.”
Customer Notes
Purpose: Communicating directly with customers
Visibility: Visible to admin and emailed to customer
Use cases: Status updates, Requests for clarification, Sharing attachments or next steps
Example: “Thank you for your quote request. We will review and reply within 24 hours.”
Example Use Cases
1. Internal Team Communication
Private notes used to track internal progress:
- Pricing approved
- Discount requested
- Final quote ready
2. Customer Follow-Up
Use customer notes to update the customer:
- Quote received
- Quote prepared
- Follow-up message
3. Mixed Communication
Combining private + customer notes for complete management.
Conclusion
The Quote Notes feature provides a powerful way to manage quote requests effectively. Whether you need to keep internal records, communicate with customers, or track the progression of quotes, this feature gives you the flexibility to document everything in one place.
By using private notes for internal coordination and customer notes for direct communication, you can maintain excellent customer relationships while keeping your team informed throughout the quote process.
FAQs
1. What's the difference between private notes and customer notes?
- Private Notes: Internal notes visible only to administrators in the WordPress admin. Customers cannot see these notes, and they are not sent via email.
- Customer Notes: Notes that are sent to customers via email notification. They are also visible to administrators in the admin area.
2. Can I delete notes after adding them?
Yes! Click the Delete note link at the bottom of any note. The note will be removed immediately via AJAX. Note: Deleted notes cannot be recovered.
3. Can I see who added each note?
Yes! Each note displays the author's name in the format "added on [date] at [time] by [author name]".
4. Where is the Quote Notes meta box located?
The Quote Notes meta box appears in the right sidebar of the quote request edit page. If you don't see it, check Screen Options (top right) and ensure "Quote Notes" is checked.