Document Notes and Client Communication

Scattered email threads make it hard to know which message relates to which document. Document notes keep client communication tied to the documents they relate to.

What document notes are

Document notes are messages attached to a specific document in your Client Portal. Both your team and the client can read and respond, creating a clear conversation history in context.

This is distinct from internal notes — staff-only reminders visible only to your team within your Portal Genie account.

How they work

1. A document is shared with a client in their portal
2. Either party adds a note on that document
3. The other party can read and reply
4. The conversation history stays attached to the document

Notes help clients ask questions about a specific invoice, query a statement line or clarify an uploaded file — without starting a separate email thread.

Read and unread status

Document notes support read and unread indicators so your team can see which conversations need attention and clients know when you have responded.

Available on Pro

Document notes — including client-created notes and replies — are a Pro feature. Core includes internal staff notes; Pro extends communication to the client-facing portal.

Compare plans in Portal Genie Core vs Pro.

Related communication features

Document notes complement other client communication tools:

• Notify Clients When New Documents Are Available — alert clients when documents are ready
• Scheduled Client Email Notifications — broader email campaigns on Pro

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