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What is it?

With note write-back on, Voqo saves a note against the matching AgentBox contact whenever your AI agent has a meaningful call or SMS conversation with a synced contact. Your team sees the full story in AgentBox — who enquired, about what, and what happens next — without anyone re-typing call outcomes. In AgentBox, each of these notes is saved as an enquiry — AgentBox’s own record of a contact interaction. You choose which kind of enquiry they’re saved as, and you can write enquiries by hand from Voqo too. Write-back is off by default. Writing into your CRM is deliberate — you turn it on when you’re ready.

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Prerequisites

  • AgentBox is connected to your workspace via the API integration (see AgentBox Setup). A CSV-only import isn’t enough on its own — see CSV-imported contacts below.
  • Your AgentBox API access includes note permissions — the write-back option only appears when it does (see Troubleshooting if you can’t find it). Voqo re-checks your access on every sync, so a permission added in AgentBox later takes effect on the next sync — you don’t need to reconnect.

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Turn on write-back

  1. Go to Integrations and open the ⋮ Settings on the AgentBox card.
  2. Select Write back. If it asks for Sync Contacts, turn that on under Contacts first.
  3. Turn on Write notes back to AgentBox.
  4. Switch on Call notes, SMS notes, or both.
  5. Under each switch, pick an Enquiry type for each kind of conversation you want to map — see Choosing note types for automatic notes below. Leaving a row unmapped is fine; it falls back to General Enquiry.
  6. Leave the Attribution marker on (recommended — see below).
  7. Click Save.
That’s it. From the next meaningful conversation onwards, Voqo writes an enquiry to the contact’s record in AgentBox. You can also turn on write-back while you first connect AgentBox. The Contacts step of the setup has a Note write-back switch. It’s off by default, and you can only turn it on when contact sync is on.

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Sync notes written before write-back was on

Voqo keeps writing notes in Voqo while write-back is off. Those notes stay unsynced — they’re in Voqo, but not in AgentBox. When you turn write-back on and click Save, Voqo asks: Sync existing unsynced notes to AgentBox?
  • Yes — Voqo sends every unsynced call and SMS note to AgentBox in the background. You can close the settings straight away. Each enquiry keeps the date the conversation happened, so your AgentBox timeline stays in order.
  • No, I’ll do it manually — nothing is sent. You can sync any note later, one at a time, from the contact’s Notes section (see See your notes in Voqo too).
A few things to know:
  • Only notes Voqo wrote automatically are included. Notes you typed by hand are never sent unless you chose Also save to AgentBox when you saved them.
  • Only notes on contacts linked to AgentBox are included, and only the note types you switched on.
  • Notes that are already synced, syncing, or need attention are skipped.
  • If you turn write-back off while notes are still syncing, Voqo pauses. Notes already queued keep showing as syncing and wait until you turn write-back on again.
  • You only see this question when contact sync was already on. If you turn on contact sync and write-back together, no contacts are linked yet, so there’s nothing to sync.
  • Large backlogs take a while. Voqo sends notes at a steady pace to stay inside AgentBox’s limits, so a few hundred notes can take several minutes. New notes from calls and SMS replies that arrive in the meantime join the queue behind the older ones.

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Two-way sync, handled for you

Turning on write-back automatically keeps contact sync on — Voqo needs your contacts synced so there’s always a record to write back to. There’s nothing else to set up. While write-back is on, contact sync can’t be switched off. If you want to stop syncing contacts, turn off write-back first.

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The attribution marker

The Attribution marker adds a short line to each note Voqo writes, making it clear the note came from your AI agent rather than a colleague. It’s on by default, and here’s the honest reason why: Many agencies connect AgentBox with a shared or admin API key. When that’s the case, a note Voqo writes shows the key’s staff member as the author — so without a marker, an AI-written enquiry looks exactly like one a named colleague typed by hand. The marker keeps that from happening, because your agent should never be mistaken for a person. The marker defaults on, and turning it off is intended for agencies that have set up a dedicated “Voqo AI” staff user in AgentBox — so the enquiry already shows Voqo as the author and the extra line isn’t needed. Under a shared login without the marker, an AI-written note can look like a colleague wrote it, which is why it stays on by default. See How notes are attributed below.

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How your notes appear in AgentBox

Every note Voqo writes lands as an enquiry on the contact in AgentBox, saved under the enquiry type you chose. Enquiries carry the time the conversation actually happened — an inbound call from Tuesday shows Tuesday’s date, not the time Voqo synced it. You can edit the text of a note Voqo wrote, and the change is saved to the enquiry in AgentBox. Enquiries can’t be removed through Voqo. See Editing and deleting notes in AgentBox.

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Which conversations create a note?

Not every call does — only meaningful ones. Voqo writes a note when there’s genuinely something worth recording:
  • Creates a note — a property enquiry, a price or quote discussion, interest in an inspection, feedback on a listing, a follow-up commitment
  • Doesn’t create a note — a plain “call me back”, a wrong number, a call with no real enquiry
Every SMS reply from a contact creates a note, including a reply such as STOP. Your team can then see why Voqo set Do not SMS on that contact. This keeps your AgentBox records clean: every enquiry Voqo writes is one your team would actually want to read.

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Choosing note types for automatic notes

Notes you write by hand get the enquiry type you pick. For automatic notes — the ones Voqo writes after a call or an SMS reply — you can decide in advance which of AgentBox’s enquiry types each kind of conversation should use. Open Integrations → ⋮ Settings on the AgentBox card, select Write back, and find the Call notes and SMS notes switches. Each switch has a row for each kind of conversation: AgentBox has seven fixed enquiry types: General Enquiry, Buyer Enquiry, Vendor Enquiry, Tenant Enquiry, Complaint, Contract, and Other. Pick one for any row you care about. Each row is independent — map one, map all five, or map none. Leaving rows unmapped is completely fine. An unmapped conversation gets saved as General Enquiry, exactly as it does today. Mapping is there for teams who want their Voqo notes to land in the same enquiry types they already report on inside AgentBox. Rows sit under the switch that controls them — the SMS rows are greyed out while SMS notes is off, and the call rows while Call notes is off. Your choices are kept either way, so switching a type back on restores what you’d set. Note types are also chosen once, when the note is created, and then kept. Changing a mapping later doesn’t rewrite notes you’ve already got.

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Enquiry source

Each row also has an Enquiry source dropdown, under its enquiry type. It lists the enquiry sources set up in your AgentBox account — for example Database, Domain.com.au, or a source you created yourself, such as Voqo SMS. Pick a source for a row, and every automatic note from that kind of conversation carries that source in AgentBox. Leave it on No source, and Voqo sends no source, so AgentBox applies its own default. A source you add in AgentBox appears in the list after the next sync.

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What a note looks like

Notes are short, factual, and written in an activity-log voice — for example:
Sarah Nguyen enquired about 19 Example Street, Sampleton. Keen on a Saturday inspection and asked about recent sale prices in the street.
Each note names the contact, says what was discussed, and includes the property when one came up. How the conversation came in — an inbound call, outbound call, or SMS — shows as a badge on the note in Voqo, so it never has to clutter the wording.

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Examples — what your notes look like in AgentBox

Here’s how notes show up as enquiries in AgentBox across the different situations. Each example is the enquiry as your team reads it — the enquiry type it’s saved under, followed by the comment text. A call note (your agent’s post-call summary), attribution marker on:
Buyer Enquiry Michael Tran called about 42 Rosebank Avenue, Croydon. He’s after a four-bedroom under $1.2M and wants to inspect this Saturday. Asked whether the vendors would consider an early offer. — Logged via Voqo AI
The same call note with the attribution marker off — identical text, no marker line (only available once a dedicated Voqo AI staff user is set up):
Buyer Enquiry Michael Tran called about 42 Rosebank Avenue, Croydon. He’s after a four-bedroom under $1.2M and wants to inspect this Saturday. Asked whether the vendors would consider an early offer.
An SMS reply note — a text conversation your agent handled:
Buyer Enquiry Priya Sharma replied by text confirming she’ll attend the 11am open home at 8 Hillcrest Road, Blackburn, and asked for the contract of sale to be emailed through. — Logged via Voqo AI
A manual note you typed in Voqo and ticked Also save to AgentBox:
Vendor Enquiry Spoke with the vendor at 15 Marne Street, Camberwell — happy to drop the asking price by $20k ahead of the weekend. Wants a call back Monday with buyer feedback. — Logged via Voqo AI
With a linked property. When a note has a property attached, the enquiry is tied to that listing in AgentBox, and the contact is recorded as a prospective buyer for it:
Buyer Enquiry · attached to 42 Rosebank Avenue, Croydon Michael Tran is keen on this one and wants a Saturday inspection. Enquired about the vendors’ price expectations. — Logged via Voqo AI
Without a linked property, the same note is simply an enquiry on the contact, with no listing attached and no prospective-buyer record created.

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Save your own notes to AgentBox

You can write notes by hand too, and send them straight to AgentBox. Open a contact, find the Notes section, and select Add note:
  1. Choose an enquiry type. When the contact is linked to AgentBox and write-back is on, the type list is your AgentBox account’s own enquiry types — the same categories you already use inside AgentBox. If AgentBox isn’t linked, you’ll see Voqo’s general categories instead.
  2. Link a property, if you want the note tied to a listing. A Link a property box lets you search your properties by address and attach one. See the note below about what this does in AgentBox.
  3. Type your note.
  4. Choose where it goes. An Also save to AgentBox checkbox sits under the note. Tick it to send the note to AgentBox as well as Voqo; leave it unticked to keep the note in Voqo only — handy for internal observations you don’t want in the CRM. If the checkbox is greyed out, hover it to see what’s needed to switch write-back on for this contact.
  5. Select Save.
If you leave Also save to AgentBox unticked, your note is saved in Voqo instantly. If you tick it, Voqo saves the note to AgentBox first and keeps it only once AgentBox has accepted it — so a note you add by hand is confirmed in your CRM the moment it appears. If AgentBox can’t accept it, nothing is saved: the note stays open with a short reason so you can fix it and save again, or cancel. You never end up with a half-saved note.
Linking a property also creates a prospective buyer. When you attach a property to a note on an AgentBox contact, AgentBox automatically records that contact as a prospective buyer for that listing. This is standard CRM hygiene — someone who enquired about a property is a prospective buyer — but it’s a real change to your data, so Voqo tells you before you save. If you don’t want that record created, don’t link a property.

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See your notes in Voqo too

Every note Voqo writes to AgentBox also appears in the contact’s Notes section in Voqo, and so do the notes you write by hand. Each note shows, at a glance, its type, who wrote it, when, and whether it reached your CRM:
  • The note type sits above the note text. For automatic notes a channel badge sits alongside it, showing how the conversation came in — Inbound call, Outbound call, or SMS.
  • Under the note you’ll see when it happened and who wrote it — Voqo AI for automatic call and SMS notes, or your team member’s name for ones added by hand.
  • A sync status at the end of that line shows whether the note has reached AgentBox:
    • Unsynced — a sync icon on an automatic note that hasn’t been sent to AgentBox yet, usually because it was written while write-back was off. Click it to sync the note now. If write-back is off, the icon is greyed out; hover it for a link to the integration settings where you turn write-back on.
    • Already synced to AgentBox — a steady check once the note is safely saved in your CRM. Notes you add by hand show this as soon as they appear, because Voqo confirms them in AgentBox before saving.
    • Syncing — a small spinning icon while a note is on its way to AgentBox.
    • Needs attention — if an automatic note couldn’t reach AgentBox, the icon turns amber. Hover for the reason, and click it to retry the push. Nothing is lost in the meantime — the note is always safe in Voqo.
See Add Notes to Contacts for everything else notes can do.

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Editing and deleting notes in AgentBox

  • Editing. Edit a synced note in Voqo, and the new text is saved to the same enquiry in AgentBox. Voqo only ever edits enquiries it wrote itself. Enquiries your team typed into AgentBox are never touched. The note’s date and linked property stay as they were first written.
  • Deleting. You can delete a synced note from Voqo, but the copy in AgentBox stays. AgentBox enquiries can’t be removed through Voqo. Before you delete, Voqo confirms this plainly: the note leaves your Voqo list, and the record remains in your CRM.
The enquiry type is fixed once a note syncs. AgentBox doesn’t allow an enquiry’s type to change after it’s created, so Voqo locks the type while you edit a synced note and tells you why. Pick the right type before the note syncs, or write a new note.

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CSV-imported contacts

If you brought contacts into Voqo through a CSV import rather than the AgentBox API connection, write-back is switched off for those contacts until they’ve been matched to their AgentBox record. Here’s why: a CSV file doesn’t carry the AgentBox contact ID, so Voqo can’t yet tell AgentBox which contact a note belongs to. Once the AgentBox API integration is connected and runs a sync, Voqo matches each imported contact to its AgentBox record automatically — and from then on, write-back works for them like any other synced contact. Until that match happens, the Also save to AgentBox checkbox is greyed out on those contacts, with a tooltip explaining what’s needed. Nothing fails silently — you’ll always see why the option isn’t available yet. To resolve it, connect the AgentBox API integration (see AgentBox Setup) and let it sync.

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How notes are attributed

Every enquiry Voqo writes is recorded against the staff user tied to the API key you connected AgentBox with. How that reads depends on your setup:
  • A dedicated “Voqo AI” staff user (recommended). If you provision a staff user in AgentBox just for Voqo and connect with a key issued under it, every enquiry is clearly authored by Voqo AI in your CRM. This is the cleanest setup, and it’s the only one that lets you turn the attribution marker off.
  • A shared or admin key (the common case). The enquiry shows that staff member as the author, so the attribution marker stays on to make clear the note came from your AI agent.
About the dedicated Voqo AI user. When Voqo writes an enquiry about a contact that doesn’t yet have an assigned staff member in AgentBox, AgentBox attaches the connection’s staff user to that contact as its owner. It never changes a contact you’ve already assigned to someone. If you set up a dedicated Voqo AI user, expect it to gradually pick up ownership of previously unassigned contacts — that’s AgentBox’s behaviour, and worth knowing before it shows up in your assignment views.

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Troubleshooting