Link Conversations to Jobs and Invoices
Connect inbox conversations to job records and invoices so your team can see the full context of every customer interaction.
Connect inbox conversations to job records and invoices so your team can see the full context of every customer interaction.
This guide explains how to link inbox conversations to job records and invoices in JobsiteOn. Linking creates a two-way connection between the email thread and the business record, giving your team immediate context when reading customer messages and a communication history when reviewing jobs.
By the end you will know how to:
When a customer emails about a specific project, your team needs to know which job they are referring to without digging through separate systems. Linking a conversation to a job means:
Tip: Make it a team habit to link conversations to the relevant job as soon as the topic is clear. This saves time for everyone who touches the conversation later.
Navigate to Inbox and open the conversation you want to link. The conversation header at the top of the reading pane shows the subject, the participants, the status and assignee controls, and a Linked row with every record connected to this conversation.
In the conversation header, look at the Linked row. It shows chips for any jobs, invoices, contacts, companies, or properties already connected to this conversation. If nothing is linked yet, you will see a dashed Link a contact, company or property prompt instead.
Screenshot: The conversation header's Linked row showing record chips with an "+ Add" button, and the dashed empty-state prompt
Click + Add on the Linked row and choose Link existing record, then select Job from the record type options. A search field appears where you can find the job by:
Select the matching job from the search results. The job now appears as a chip on the Linked row, and clicking it opens the job's detail page.
Screenshot: The job search dropdown showing three matching jobs with job numbers, customer names, and addresses
The process for linking an invoice is the same. Click + Add, choose Link existing record, select Invoice, and search by invoice number, customer name, or amount. Select the invoice from the results.
Linked invoices appear on the Linked row with the invoice number. This is especially useful when a customer emails about a payment question -- your team can jump to the invoice without leaving the conversation.
Once a conversation is linked, the header's Linked row displays a chip for each linked record. Click any chip to navigate directly to that record's detail page.
From the job or invoice detail page, you can also see all conversations linked to that record in its activity or communications section. This creates a complete audit trail of customer communication tied to specific work.
Animation: A walkthrough showing a user linking a conversation to a job, then navigating to the job detail page and seeing the conversation listed in the communications section
A single conversation can be linked to multiple jobs or invoices. This is useful when:
Each linked record appears as its own chip on the Linked row; the row wraps so none are hidden.
If you linked the wrong record or the connection is no longer relevant, hover the record's chip on the Linked row and click the X that appears. This removes the two-way connection without deleting any data. (Records that were auto-linked from another record's hierarchy are owned by that link and are not independently removable.)
Note: Unlinking a record does not delete the conversation or the job. It only removes the association between them.
Make sure the job exists in your Jobs module. Try searching by different fields -- job number, customer name, or address. If the job was recently created, refresh the page and try again.
Verify the link was saved by checking the conversation header's Linked row. If the link appears there but not on the job page, refresh the job detail page.
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