Overview

When your team reviews a vendor's prequalification submission, the notes you write during that review are automatically saved to the vendor's Internal Notes tab. That means the context, decisions, and rationale from every prequal review are preserved on the vendor record — no re-entering information, no copy-paste, no separate step.

Why This Matters

Prequalification reviews are where a lot of important context gets captured — why a vendor was approved with an exception, concerns about a specific trade, follow-ups needed before they're assigned to a project. Before this feature, that context often got lost once the review was submitted. Now it lives permanently on the vendor's record, visible to anyone on your team who opens that vendor later.

How It Works

Open a pending prequalification submission from the Prequal Review queue
Complete your review and use the notes field to capture any context, decisions, or follow-ups
Submit the review (via Save note & send request or the equivalent submit action)
Billy automatically copies your notes to the vendor's Internal Notes tab

That's it — there's no toggle to enable and no separate action required. Every prequal review with notes attached creates a new Internal Note on the vendor.

What the Saved Note Looks Like

Each auto-saved note includes:

A label indicating it came from a prequal review — e.g., [Prequal Review Notes: Apr 8, 2026] — so it's easy to distinguish from notes added manually
A timestamp of when the review was submitted
Attribution to the user who completed the review

This means you can look at a vendor's Internal Notes tab months later and quickly see who reviewed their prequal, when, and what they wrote.

If You Don't Write Notes

If the review notes field is left blank, Billy won't create an empty entry. Internal Notes only get populated when there's actual content to save.

Where to Find the Saved Notes

Open the vendor's profile
Click the Internal Notes tab
Prequal review notes appear alongside any manually added notes, labeled with the prequal review prefix and sorted by date

Tips

Use notes to capture the "why." The prequal form captures vendor facts — use the notes field to capture your team's judgment (e.g., "Approved with exception: contracts capped at $100K until they show 2 more similar-scale projects").
Add follow-ups as new Internal Notes. Rather than trying to edit a historical review record, add a new Internal Note on the vendor to capture updates or next steps — this keeps the audit trail clean.
Pair this with the Exception approval workflow for a clean audit trail: the decision is on the vendor status, and the reasoning is in Internal Notes.

Frequently Asked Questions

Does this happen automatically, or do I need to turn it on?

It's automatic. As long as you write something in the review notes field, it will save to Internal Notes when you submit the review. No configuration required.

Can I see who wrote the review note?

Yes. Each saved note is attributed to the user who submitted the prequal review and timestamped with the submission date.

What if I forget to add notes during the review?

You can always add an Internal Note manually on the vendor profile after the fact. Just open the vendor, go to the Internal Notes tab, and add a new entry.

Will this work for past prequal reviews I've already submitted?

This applies to new reviews going forward. Notes from past reviews submitted before this feature was live are not retroactively moved into Internal Notes.