How to share notes with a client

Notes from client work start out rough. There are bullet fragments from a discovery call, a page of handwriting from a workshop, a photo of the whiteboard someone took on the way out, and a few lines typed on a phone in the taxi afterwards. The client wants a clean version of what was discussed, ideally the same day, and it usually goes out as a long email that’s hard to find again.

This page covers how people usually get notes to clients, where that process loses detail, and how to share notes from Fabric: capturing them in one place, tidying them with the AI assistant, and sending them as a page the client can read, comment on or add to.

How people usually share notes with clients

Copying notes into an email is the default. It’s fast and the client reads it in their inbox. Formatting often breaks on the way, images and whiteboard photos become attachments, and when the client wants to refer back to the notes in a month, they’re searching their inbox for the right thread.

Notes apps such as Apple Notes, OneNote or Notion can share a page directly. Apple Notes and OneNote are quick for capture, and people who send client notes from them often end up exporting a PDF or pasting into email anyway, because the client works in a different set of tools. Notion pages work well as shared client hubs, though people who use it for this describe the setup and upkeep as a job in itself.

Handwritten notes add another step: either they get typed up, which takes time, or a phone photo of the notebook page goes into the email, which the client can read but not search.

Step 1: Capture the notes in one place

Write directly in Fabric when you can. Notes and docs live in the same space as the client’s files, so meeting notes sit next to the brief and the deliverables they relate to. Text you paste into Fabric becomes a note, which is handy for those taxi-ride lines from your phone; on iOS or Android, the share sheet sends text to Fabric from any app.

For paper notes and whiteboards, use the handwriting scanner. Photograph the page in the mobile app, or upload an image from your camera roll or computer. Fabric turns it into a structured note with headings, lists and key ideas, keeps any diagrams, and saves the original photo alongside. Several pages can become separate notes or one document. The scanner is available on the free plan.

If the notes come from a call, the desktop app can transcribe Zoom, Microsoft Teams and Google Meet meetings without a bot and combine your notes with the transcript into a write-up. How to combine your meeting notes with the transcript explains that process. Meeting transcription needs a paid plan.

Step 2: Tidy the notes before they go out

Open the note and ask the AI assistant to turn it into something a client can read: group the points under headings, write out abbreviations, list the agreed next steps with an owner for each. The assistant edits the document directly and shows each change for you to accept or reject, so nothing changes without your say.

Read the result once with the client in mind. Notes taken for yourself often include remarks meant for your team, such as a view on the client’s budget or a concern about a stakeholder. Move those into a separate note in a folder you don’t share. The version that goes to the client should only contain what you’d be comfortable with them forwarding.

Step 3: Share the notes at the right level

Click Share on the note and choose the client’s role. Viewer suits a record of a meeting. Commenter lets the client highlight a line and add a comment, for example to correct a figure, and you can mark each comment completed once it’s fixed. Editor suits notes you’re building together, such as a running list of open questions. External people can open shared links without signing up. The roles and permissions page sets out what each role can do.

If you only want the client to read the notes, publish them instead. Click Share, open the Publish tab, click Create link, and choose the link’s settings, including whether to allow downloads and whether to allow indexing by search engines. Leave indexing off for client notes.

Step 4: Keep a running set of notes for each client

Put each client’s shared notes in one folder inside their space, and share or publish that folder rather than each note. A published folder appears as a web page, and editing the source in Fabric updates it, so new meeting notes appear on the page the client already has. Over a long engagement this becomes the shared record of what was discussed and agreed. How to keep a running summary of each client relationship has more on that idea.

When the notes include something sensitive, add a password: right-click the note or folder, choose Add password protection, and enter a password. Password protection is on the Pro and Team plans, and there’s no password reset.

Frequently asked questions

How do I share meeting notes with a client?

Write or paste the notes into Fabric, tidy them with the AI assistant, then share the note with the client as a viewer, commenter or editor, or publish it as a read-only link.

Can I share handwritten notes with a client?

Yes. Scan the page with the handwriting scanner, which turns it into a structured note and keeps the original photo, then share the note. The scanner is free.

Can a client edit notes I share with them?

Yes, if you give them editor permission. Commenter permission lets them add comments without changing the text.

Does the client need an account to read the notes?

No. A shared link opens for people outside Fabric without an account.

How do I keep internal comments out of notes I share?

Keep internal remarks in a separate note in a folder you don’t share, and share only the client-facing version.

Can the AI clean up my notes before I send them?

Yes. The AI assistant can edit the note directly, and you accept or reject each change.

Can I send all of a client’s notes as one link?

Yes. Keep them in one folder and publish the folder. It appears as a web page and updates when you add notes to it.

Can I share notes with clients on the free plan?

Yes. Notes, publishing and the handwriting scanner are on the free plan, with limited AI use. Transcription and password protection need a paid plan; see pricing.