JobsiteOn

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.

Noah Brooks
Written by Noah BrooksUpdated 2 days ago5 min readBeginner

What this guide covers

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:

  • Link a conversation to an existing job
  • Link a conversation to an invoice
  • View linked records from the conversation sidebar
  • Access conversation history from a job or invoice detail page
  • Unlink records when a connection is no longer relevant

Before you begin

  • You need inbox access and access to the Jobs or Invoices module in your workspace
  • At least one job or invoice must exist in your system to link to
  • The conversation you want to link must already be in your inbox

Why linking matters

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:

  • The conversation sidebar shows the job name, status, and address
  • The job detail page shows all related email threads
  • Any team member opening the conversation gets full context immediately
  • Invoice conversations connect directly to payment records

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.

Step 1 -- Open the conversation

Navigate to Inbox and open the conversation you want to link. The conversation detail view shows the email thread on the left and a sidebar on the right with contact information and linked records.

Step 2 -- Find the linking section in the sidebar

In the conversation sidebar, look for the Linked Records section. This section shows any jobs, invoices, or other records already connected to this conversation. If nothing is linked yet, you will see an empty state with an option to add a link.

Screenshot: The conversation sidebar showing the Linked Records section with an "Add Link" button and an empty state message

Click Add Link and select Job from the record type options. A search field appears where you can find the job by:

  • Job number
  • Job name or title
  • Customer name
  • Property address

Select the matching job from the search results. The job now appears in the Linked Records section of the sidebar, showing the job name, status badge, and address.

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 Link, select Invoice, and search by invoice number, customer name, or amount. Select the invoice from the results.

Linked invoices show the invoice number, amount, and payment status directly in the sidebar. This is especially useful when a customer emails about a payment question -- your team can see the invoice status without leaving the conversation.

Viewing linked records

Once a conversation is linked, the sidebar displays a summary card for each linked record. Click any linked record to navigate directly to its 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

Linking multiple records

A single conversation can be linked to multiple jobs or invoices. This is useful when:

  • A customer's email covers multiple projects
  • An invoice discussion relates to work done across several jobs
  • A follow-up conversation spans different phases of a project

Each linked record appears as a separate card in the sidebar.

Unlinking a record

If you linked the wrong record or the connection is no longer relevant, click the X or Unlink button on the linked record card in the sidebar. This removes the two-way connection without deleting any data.

Note: Unlinking a record does not delete the conversation or the job. It only removes the association between them.

Troubleshooting

I cannot find the job when searching

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.

Linked records are not showing on the job detail page

Verify the link was saved by checking the conversation sidebar. If the link appears there but not on the job page, refresh the job detail page.

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