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 with a synced contact, and whenever that contact replies to one of your texts. 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.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). Voqo re-checks your token’s permissions on every sync, so a permission you add in VaultRE later takes effect on the next sync — you don’t need to reconnect.
Turn on write-back
- Go to Integrations and open the ⋮ Settings on the VaultRE card.
- Select the Contacts tab.
- Turn on Write notes back to VaultRE.
- Choose the Note types to write — Call, SMS, or both.
- Click Save.
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.Which conversations create a note?
Calls and SMS replies are treated differently, on purpose.Calls — only the meaningful ones
Not every call creates a note. Voqo writes one 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
SMS replies — every one
Every SMS reply from a contact creates a note, including a short “no thanks”. There’s no judgement call applied to texts. That’s deliberate. A one-word reply to a campaign is often the most important thing that happened — “not interested” is a real answer and belongs in your CRM. Texts are also short enough that a filter would throw away the very replies you most want a record of. SMS notes are recorded word-for-word, so you always see exactly what your contact wrote.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, an outbound call, or one of the three kinds of SMS reply — 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.
Examples — what your notes look like in VaultRE
Here’s how notes show up as contact notes in VaultRE across the different situations. Each example is the note as your team reads it in VaultRE — the note type, who it’s recorded as being added by, and the note text. A call note (your agent’s post-call summary):Buyer Enquiry · Added by Voqo AI 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 your contact sent back, recorded word-for-word:
Buyer Enquiry · Added by Voqo AI Priya Sharma responded with “Hi there, I am interested” to the SMS campaign titled “Appraisal Batch One”.The sentence always reads the same way — the contact’s name, their reply in quotes, and what they were replying to. What they were replying to depends on how the text reached them:
Jamie Citizen responded with “Yes please send it through” to our follow-up SMS after the call on 25 July 2026 at 3:42 pm.
Jamie Citizen responded with “Can you call me tomorrow?” to our SMS of 25 July 2026 at 3:42 pm.Very long replies are shortened with an ellipsis so the note fits VaultRE’s limit — the reply is always kept as the part that matters, never the wrapper around it. A manual note you typed in Voqo and ticked Also save to VaultRE:
Vendor Enquiry · Added by Voqo AI 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.
Why there’s no “written by Voqo AI” line in the note text. In VaultRE, the note is recorded against the Voqo AI user in VaultRE’s own Added by field — so it’s already clear at a glance which notes came from your agent and which came from your team, without anything extra in the wording. (If you also run AgentBox, you’ll notice its notes carry a short ”— Logged via Voqo AI” line at the end instead. That’s because AgentBox attributes differently, and the marker is how Voqo keeps its notes distinguishable there. VaultRE doesn’t need it.)
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 for call notes: it controls their wording, voice, and point of view. The built-in house style is used only when you haven’t set a custom style. Either way, each call 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. For call notes, one description controls both the wording and the bar for what gets noted — so “only note price discussions” means exactly that.
SMS reply notes keep a fixed format. Your custom style applies to call notes only. An SMS reply is recorded word-for-word in a consistent one-line format — the contact’s name, what prompted the text, and their reply in quotes — so the exact wording your contact sent is never rephrased. That also means the “what’s worth noting” part of your style doesn’t apply to texts: every reply is saved.
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:- 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.
- 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.
- Type your note (up to 500 characters).
- 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.
- Select Save.
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. This is the same list you’ll map from in Choosing note types for automatic notes below — here you’re picking a type for one note by hand, there you’re setting the default for a whole kind of conversation.Choosing note types for automatic notes
Notes you write by hand get the type you pick. For automatic notes — the ones Voqo writes after a call or an SMS reply — you can decide in advance which of your VaultRE note types each kind of conversation should use. Open Integrations → ⋮ Settings on the VaultRE card, go to the Contacts tab, and find Note types under the write-back settings. You’ll see a row for each kind of conversation:
Pick one of your own VaultRE note types 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 a sensible general type, exactly as it does today. Mapping is there for teams who want their Voqo notes to land in the same categories they already report on inside VaultRE.
Rows sit under the toggle that controls them — the SMS rows are greyed out while SMS is switched off in Note types, and the call rows while Call is off. Your choices are kept either way, so switching a type back on restores what you’d set.
What each conversation gets
Unmapped rows are the reason write-back works the moment you switch it on: there’s always a type to fall back to, so a note is never held back waiting on configuration.
When a note type needs a property
Some VaultRE note types are about a specific property — a feedback type, for example, has to be attached to a listing. If you map one of those to a conversation that has no property attached, Voqo saves the note under a general type instead. A worked example:You map Campaign to your Property Feedback type. A contact replies “Yes, still interested” to a campaign about no particular listing. That reply has no property attached, so Voqo saves it as a general note rather than a Property Feedback one.The note is always saved — you never lose a reply because of a mapping. Voqo tells you which situation you’re in, right on the row:
- On an SMS row, a warning appears — those replies are never linked to a property, so a property-requiring type will always be swapped for a general one.
- On a call row, a short note appears instead of a warning, because calls can be linked to a property. Your chosen type is used when the call is linked to one, and a general type when it isn’t.
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, Campaign, Post-call, or Direct. The three SMS badges tell you what prompted the reply: Campaign is a reply to an SMS campaign, Post-call is a reply to a follow-up text after a call, and Direct is a text that arrived on its own. Hover any badge for the full description.
- 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.
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.