Clients

Your clients are the record everything else hangs off — jobs, proposals, invoices and every message you have sent. They belong to the business rather than to whoever added them, so everybody on your team sees the same list.

Add a client

Open Clients and choose to add one. The only thing required is a name; everything else can wait until you know it.

• Name — a person’s name, up to 200 characters.
• Business name — if you are working for a company rather than a household.
• Email and phone — how you reach them, and where an invoice or a proposal will go.
• Address — the property you will be working at.
• Notes — anything else worth knowing.

You can add a client from the middle of writing a proposal or booking a job, so you do not have to stop and set one up first.

Find a client

The search box on the Clients page matches on name, business name, email or phone, and it searches as you type. Typing part of a phone number finds the client whether or not you remember how it was formatted.

Alongside search there are two filters:

• Active, archived or all. Active is what you see by default.
• Source — where the client came from, if you are tracking that. Any source is the default.

The list is alphabetical and pages at 25 at a time, which you can change to 10, 50 or 100.

Keep a client’s details up to date

Open a client and edit any field. Changes are kept with the record of who made them and when.

Beyond the contact details, a client’s page carries:

• Site access — the gate code, where to park, which door to use, who to ask for. Written once rather than explained to each person you send.
• Where they came from — the lead source, so you can see later which kinds of marketing brought you work.
• Whether they are asked for a review after a job finishes.
• Texting consent — marketing texts and service texts are answered separately, because agreeing to a reminder about tomorrow’s visit is not agreeing to be sold to.

See what a client is worth

A client’s page adds up their work for you without you having to run a report:

• Time totals — the hours logged against their jobs, split into total, billable, invoiced and not yet invoiced, so you can see at a glance whether work is sitting unbilled.
• Lifetime value — what this client has been worth across everything they have ever bought.
• Their service agreements, if they are on one, and what those entitle them to.

Look back at everything you have said

The client’s page carries their whole communication history in one thread — emails, texts, notes you sent them and their replies — so you never have to work out which conversation happened where before you call them back.

It also links straight to their own page: the client hub, where they can see their jobs, documents and warranties without signing in to anything.

Track the equipment at their property

A client’s page lists the units at their property — a furnace, a water heater, a rooftop unit — each with its make, model, serial number and its own service history. Recording a job against a unit is what builds that history, so next time anybody attends they can see what was done before.

Units due on the Clients page pulls together every unit across every client that is due for service, which is the list to work from when you are filling a quiet week.

Bring your clients in from somewhere else

If you are moving from another system, or from a spreadsheet, Import on the Clients page takes a file of clients, and Import units takes their equipment. Export gives you the list back out in the same shape at any time — your records stay yours.

Archive a client you no longer work for

Clients are archived, never deleted. Archiving takes a client out of the active list and leaves everything attached to them exactly as it was: their jobs, their invoices, their history. If they come back, unarchive them and nothing has been lost.

This is deliberate. A deleted client would take a year of invoices and job records with them, and the one time anybody needs those is the one time they cannot be recovered.