Managing client details and history

In this article, you'll learn your way around a client's page: their contact details, tags, addresses, notes, what they owe and the work you've done for them. It's worth a look before you call someone back or send a crew out.

To open a client's page:

  1. In the menu, click Clients.
  2. Click the client's name.
Opening a client's page and adding a tag

The client card

The card on the left shows who the client is and how to reach them.

  • Their name sits at the top, with a ⋮ button beside it.
  • Under Contact you'll see their phone number, with a call button and a messages button next to it. A second phone and their email show underneath.
  • If they've been asked for a review, a Review: line shows where that stands.

The call button rings them from your company's number. The messages button opens your whole conversation with them, texts and calls together.

Tags

Tags come from the list you keep in Settings, so every client uses the same names and colors.

  1. Under the contact details, click Add tag.
  2. Tick the tags you want.
  3. Click Save.

To remove a tag, click the × on it. The Edit tags and order link at the foot of the list takes you to Settings if you need a new one. If the list says No tags yet, click Edit tags to create some first.

Addresses

Click Addresses to open it. You'll see a Service address card, a Billing address card, and a card for any other property they have, with the number of jobs at it.

To fix an address:

  1. Click the pencil on its card.
  2. Change the Address, Unit, City, State or Zip.
  3. Click Save.

If there are jobs at that property, you'll be asked what to do with them. Save moves those jobs to the corrected address too. Create new saves your version as a new property and leaves the jobs where they were.

For the billing address, tick Same as service address if it's the same place, or untick it and type the billing address in.

To add another property, click the + on the Addresses row, fill in the address and click Save.

Editing the billing address

Other contacts, cards and Do Not Disturb

  • Additional contacts lists the other people on the account. Click +, fill in Name, Phone, Role and Email, then click Add contact. To remove someone, click the × on them.
  • Payment methods shows the card on file. Click +, enter the card and click Save card. A new card replaces the old one.
  • Do not disturb has a DND for all channels switch. You can also turn off one channel at a time: DND for emails, DND for text messages, DND for calls & voicemails, DND for Facebook messages and DND for review requests. Each switch saves as soon as you flip it.

Editing the client's details

  1. Click ⋮ next to the client's name.
  2. In the Customer details box, click edit.
  3. Change what you need: First name, Last name, Company, Email, Phone, Second phone (each phone has its own Ext box) and Tags (comma separated). Source and Channel are drop-downs.
  4. Click Save.
Note: A client logs in to the customer portal with their last name and the last four digits of their phone. Fix a typo in either one and their login changes too.

If you're an admin, the same box also has merge and delete links.

Opening the Customer details editor

Balances and history

Four figures run across the top: Past due, Due, Total revenue and Estimates. Refunded and failed payments don't count toward revenue.

Click the yellow Create new button to start a Job, Estimate or Lead for this client. The form opens with their details already filled in.

Under the figures are the tabs: Jobs, Estimates, Invoices, Payments, Addresses and Calls. Each tab has a Search box and a menu for how many rows show per page. Click a job, estimate or invoice number to open it.

Notes and History

The strip on the far right has two buttons.

  • Notes slides out a panel with a Customer notes box. Type anything the crew should know, like a gate code or a dog in the yard. It saves when you click out of the box.
  • History opens the full thread of messages and calls with this client.
Tip: Photos and files aren't kept on the client. They live on each job.

On a phone

In a phone-width browser and in the app, the page is a list of rows in place of the tabs:

  • Their name, phone and email, with round call and message buttons, then Total revenue and Due.
  • Main address and Billing address. Tap one to see the property on a map. Tap the pencil to fix it, pick another property under Other addresses, or tap + Create new property. The form has a Search for address box that fills in the rest. If jobs sit at an address you're fixing, you get the same Save or Create new choice as on the desktop.
  • Jobs, Leads, Invoices and Estimates, each opening its own list.
  • Do Not Disturb, with the same switches as on the desktop. The row turns red and says it's on when any switch is on.
  • Source, where they came from. Tap it to change the Source and Channel drop-downs. Each change saves on its own.
  • Customer notes and Billing terms, with Allow marking done before payment and Payment terms.

To edit their name, company, email or phone, tap the arrow next to their name to open Client details. Tap + Add number to add a second phone, then pick which one is Main. The Tax exempt switch is here too. Tap Save when you're done.

Tap + at the top right to start a New job, New lead or New estimate for them.

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