Individual tasks assigned per shift

We have one client a Long Term Care Home where invoicing is unique. We provide individual transportation accompaniment for multiple residents. Our invoices need to identify the individual resident that we worked with on the invoice line item for that visit. When I get a call to schedule a resident, I put the details into the schedule notes while I am on the phone with them. Wording such as "Pick up for Colleen Bear, at 1:00 going to eye appointment, from Unit South 1" This wording, or task needs to show up on the invoice for that unique scheduled visit. Using tasks doesn't work as I have about 10 regular residents and unique ones every month. I was going to add a task for every regular clinet, but when it comes to invoice time I cannot reference the schedule notes to see what task is "completed" for that shift so it shows up on the invoice for that particular visit. In other words each task is unique to each scheduled visit for this client..