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What is it?

With note write-back on, Voqo saves a note against the matching VaultRE contact whenever your AI agent has a meaningful call or SMS conversation with a synced contact. Your team sees the full story in VaultRE — who enquired, about what, and what happens next — without anyone re-typing call outcomes. 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

  • VaultRE is connected to your workspace (see VaultRE Setup)
  • Your VaultRE API token includes note permissions — the write-back option only appears when it does (see Troubleshooting if you can’t find it)

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Turn on write-back

  1. Go to Integrations and open the ⋮ Settings on the VaultRE card.
  2. Select the Contacts tab.
  3. Turn on Write notes back to VaultRE.
  4. Choose the Note types to write — Call, SMS, or both.
  5. Click Save.
That’s it. From the next meaningful conversation onwards, Voqo writes a note to the contact’s record in VaultRE.

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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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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
This keeps your VaultRE records clean: every note Voqo writes is one your team would actually want to read. You can raise or lower the bar with a custom note style.

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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 — the house style leads with the contact’s name (a custom note style can change the voice and point of view, but always keeps those facts). How the conversation came in — an inbound call, outbound call, or SMS — shows as a badge on the note in Voqo and as the note’s type in VaultRE, so it never has to clutter the wording.

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Customise your notes

Under Advanced settings (on the Contacts tab, once write-back is on) you’ll find Custom note style. Describe in your own words how notes should read — the wording, the voice, the point of view (first person or third), and what’s worth noting — for example:
Short, third-person. Always name the property. Only note real property enquiries — skip plain callback requests.
Your custom style takes over completely: it controls the wording, voice, and point of view of every note Voqo writes. The built-in house style is used only when you haven’t set a custom style. Either way, each note still includes the key facts — who the contact is, the property, and what was discussed — your style controls how those are phrased, never whether they’re there. Click Preview to see a sample note written in your style before you save. Leave the field blank to use our house style. One description controls both the wording and the bar for what gets noted — so “only note price discussions” means exactly that.

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Save your own notes to VaultRE

You can write notes by hand too, and send them straight to VaultRE. Open a contact, find the Notes section, and select Add note:
  1. Choose a note type. When the contact is linked to VaultRE and write-back is on, the note-type list is your VaultRE account’s own note types — the same categories you already use inside VaultRE. If VaultRE isn’t linked, you’ll see Voqo’s general categories instead.
  2. Link a property, if the type asks for one. Some note types are about a specific property — pick one of those and a Link a property box appears. Search your properties by address and attach one, so the note lands against the right listing in VaultRE.
  3. Type your note (up to 500 characters).
  4. Choose where it goes. An Also save to VaultRE checkbox sits under the note. Tick it to send the note to VaultRE 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 VaultRE unticked, your note is saved in Voqo instantly. If you tick it, Voqo saves the note to VaultRE first and keeps it only once VaultRE has accepted it — so a note you add by hand is confirmed in your CRM the moment it appears. If VaultRE can’t accept it — for example an enquiry-type note that needs a property, with none linked — 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.

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Where the note types come from

When VaultRE is linked with write-back on, Voqo reads the note types straight from your VaultRE account, so the categories you pick from match your own setup — not a generic list. If you add or rename note types in VaultRE, the updated list flows through to Voqo automatically.

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See your notes in Voqo too

Every note Voqo writes to VaultRE 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 (e.g. General, Enquiry, Open Home) 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 (hover to confirm it was written by the system), or your team member’s name for ones added by hand. If a note was later edited, the edit time shows here too.
  • A sync status at the end of that line shows whether the note has reached VaultRE:
    • Synced to VaultRE — a steady icon 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 VaultRE before saving.
    • Syncing — a small spinning icon while an automatic call or SMS note is on its way to VaultRE.
    • Needs attention — if an automatic note couldn’t reach VaultRE, 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 synced notes

Once a note is synced to VaultRE, Voqo keeps both copies in step:
  • Editing a synced note updates VaultRE too. When you save, the button reads Syncing to VaultRE… while Voqo confirms the change landed in your CRM — then it saves. If VaultRE is briefly unavailable, you’ll see a short message and can retry; your edit isn’t lost. The note’s date and any linked property are fixed when it’s first created — VaultRE keeps the originals — so those two are locked while editing; you can still change the wording and the note type.
  • Deleting a synced note removes it from both Voqo and VaultRE. You’ll be asked to confirm first — the dialog reminds you the note is synced and that deleting removes it from both and can’t be undone. If VaultRE is briefly unavailable, the delete shows an error and you can try again.
Notes that were only ever kept in Voqo (you unticked Also save to VaultRE) edit and delete instantly, with no CRM step.

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Troubleshooting