How to Add Notes and AI Descriptions to Your Attachments

Every file you attach to an entry can carry a short note. It is the difference between an export that says a1b2c3d4.jpeg and one that says "Home Depot receipt, $396.14, vanity and faucet". You can type the note yourself, or have REPSLog describe the file for you. This works on iPhone, Android, and the web app.

Adding a Note by Hand

1. Open the entry and find the attachment.
2. Tap the note icon on the attachment tile. The icon appears filled once a note exists, so you can see at a glance which files are described.
3. Type your note. You have up to 1,000 characters, and the counter under the box shows where you are.
4. Tap Save.

Notes are available on every plan.

Letting AI Describe It

For photos and PDFs, the note sheet also offers Generate AI description. Tap it and REPSLog reads the file and writes the note for you, which is the fast way to label a stack of receipts.

1. Open the note sheet on a photo or a PDF.
2. Tap Generate AI description and wait a moment while it analyses the attachment.
3. Edit the result if you want to. It is an ordinary note once it lands.
4. Tap Save.

Tip: Generate AI description is a Premium feature. Writing the note yourself is not. On the free or Starter plan the button opens the upgrade screen instead of running.

What it can and cannot describe

• Photos and PDFs can be described. A receipt photo, a scanned invoice, an HVAC service report, a photo of the work you did.
• Other file types, such as Word documents, do not get the button. You can still write a note by hand.
• PDFs are read in full, not just the first page, so a total that sits on the last page is still picked up.

Review what it writes before you rely on it. It reads what is on the file, and a blurry or partly illegible photo gives a weaker description.

Troubleshooting

I already have a note and the button warns me

Generating a description replaces the note that is there. REPSLog asks you to confirm first, because your own wording is not something it should overwrite silently. Choose Replace to go ahead, or cancel and copy your note somewhere first.

The button says "Add AI description" and fills instantly

That means this file has already been described once, so the text is reused rather than analysed again. It is instant and it does not count against your daily allowance.

I hit a daily limit on AI descriptions

There is a daily cap on how many attachments can be described. It resets the next day. Notes you type yourself are never capped.

Do my notes show up in my export?

Yes. That is what they are for: an audit export that names each file in plain language rather than by its filename.

Where does the file go when I tap Generate AI description?

That one file is sent to an AI provider to be described, at the moment you tap the button. Nothing is sent otherwise. See REPSLog Data Security for the full picture of which features send what.

Can I add a note before I save the entry?

Yes. Attach the file, add the note, then save. The note is kept with the file.

If you are still stuck, contact us and we will help.