Step by step
- Go to Customers & machines › Customers and press + Add company. The Add a company page opens.
- Type the Company name.
- Under This company is…, leave A customer (machines at their premises that we service) ticked.
- If the work for this customer usually comes from a firm, you can choose it in Usually work for this customer comes from. It is only a default for calls without a machine: each machine says who you service it for. Otherwise leave Our own customer.
- Fill in what you know: Phone, Billing email, Account ref, VAT number, Cost limit without approval (£, ex VAT), Payment terms (days), Billing address, Response time (hours) and Notes.
- Optional: fill in First site (optional): Site name, Address, Address line 2, Town, Postcode and Access notes. Leave it empty to add sites later.
- Press Create company. The new customer's page opens.
- Add the machines and contacts on the Sites, machines & contacts tab.
Which fields matter
Only Company name is required. Everything else can be added later on the Details & portal logins tab of the customer page.
Billing email: where invoices and the Direct Debit link go.
Billing address: printed on invoices. If you leave it empty the first site address is used.
Payment terms (days): empty uses your default from Settings.
Response time (hours): sets the default respond-by time on new calls for this customer. Empty uses the firm default.
Cost limit without approval (£, ex VAT): jobs that cost more than this need the customer's OK before invoicing. Empty uses the firm default.
If something is refused
"Billing email" must be a valid email address. Payment terms can be up to 365 days, response time from 1 to 720 hours.
Tips
- Use the same Account ref as your accounts package so exports and imports line up.
- Put things like "PO number needed on every invoice" in Notes.
Questions
Do I need a site before I can add a machine?
On the customer page, yes: fill in First site (optional) when you add the company, or use Add a site on the customer page. On Customers & machines › Machines › + Add machine you can create the customer and the site in the same step as the machine.
Can I change the details later?
Yes, on the Details & portal logins tab of the customer page. Press Save.
Works together with
- Customers & firmsEvery company you work with in one full-width list: the customers whose machines you service, and the firms that send you work.
- The customer pageOne page per company, in tabs: sites, machines and contacts (or, for a client, their customers and machines), jobs and quotes, contracts and invoices, and company details.
- Sites and contactsA site is an address where machines are; contacts are the people you deal with. Both are on the customer page, tab Sites, machines & contacts.
- Add a machineAdd a copier or printer at a customer site with its meters, in one step; you can create a new customer and site at the same time.
- Cost limit without approvalThe most a job may cost (ex VAT) before you need the customer's or client's OK to invoice it.
- Response time (SLA) for a customerSet how many hours you promise to respond in for this customer; new calls get a respond-by time from it.