Use private accountant notes to make receipt review traceable

A private review note should help the firm's next reviewer understand a question, a decision, or an outstanding action. It should not become a second unexplained version of the customer's purchase description. Keep customer context and accountant working notes distinct so each person understands which record they maintain.

In Just Invoice, review notes and status belong to the connected firm for a particular receipt. The customer does not see those notes in the ordinary receipt screen, and another authorized firm does not inherit them. That boundary is useful, but it does not remove the need for thoughtful writing and responsible handling of exports.

Choose a status with a clear meaning

“Reviewed” is a workflow marker, not a certification of deductibility or a completed tax return. A firm can decide what its review step covers, but should use the same meaning consistently across clients. Avoid letting the status imply accounting work that happened elsewhere has automatically been completed.

Write a note that survives a handoff

A useful note might say: “Supplier PDF requested because the total on the photo is unreadable; client contacted through our normal channel on the review date.” It records the issue and action without rewriting the source amount.

For a resolved question, explain the relevant facts and where the supporting document can be found. Do not fill the note with unnecessary sensitive personal information, passwords, or unrelated client history. The purpose is document review, not an unrestricted confidential diary.

Save explicitly before navigating

Notes have an explicit save action. Save after changing text or status and confirm success before moving to another document. Unsaved-change guards help prevent accidental loss, but a guard is not a substitute for checking the saved result.

If the receipt date or customer description needs correcting, ask the client to make that change in their own account. Accountant review access does not edit or delete the underlying receipt. The note can track the request, while the customer remains responsible for their source-document metadata.

Export review work with the right audience

The firm's private-note CSV supports its existing working process. Keep that export separate from the customer's receipt index and original documents. If a client changes accountants, a new firm's access to the originals does not automatically transfer another firm's working notes.

Communicate customer questions through the agreed channel. A “needs clarification” status does not notify the client by itself. The missing-document workflow provides a precise request format.