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Customers & firms

Every company you work with in one full-width list: the customers whose machines you service, and the firms that send you work.

Where: Customers & machines › Customers (on a phone: Customers in the bottom bar)For Owners, admins, dispatchers

Step by step

  1. Open Customers & machines › Customers. The page is called Customers & firms.
  2. Type in Search by name or account ref and choose a type: All companies, Customers, Firms that send us work or Archived. Press Search (Clear resets it).
  3. Click a name to open the customer page.
  4. To add a company, press + Add company at the right of the search bar.

Customers and firms that send us work

Customer: a business (a school, an office) with machines at its premises that you service. All of them are in one list, whoever pays for the work.

Firm that sends us work: another dealer or service company that asks you to fix machines at its customers' premises and pays you at the rates agreed with them. You invoice the firm, never its customer.

Who pays is set per machine, not per customer: Who do we service it for? on the machine says Us or For <firm> (they pay). One school can have its own machine on your contract and a leased machine you service for a dealer.

A company can be both: for example a dealer that sends you jobs and also has its own office copier you look after. Tick both boxes.

Subcontractors (engineers you give work to) are not companies: add them under Team as Subcontractor.

What the list shows

Columns: Name, Type (Sends us work, Customer or Customer · usually for …, plus Archived), Sites, Machines, Phone and Billing email. On a phone each company is a card.

Archived companies only show when you choose Archived in the type list.

How it connects

Sites, contacts and machines live on the customer page. Jobs, quotes, contracts and invoices all pick the customer from here, and the rates, cost limit and response time you set on a firm that sends you work are used on every new job for it.

Tips

  • Fill in Account ref with the code from your accounts package. Imports and exports match on it, and you can search by it.
  • Add the Billing email straight away: invoices, Direct Debit links and reading requests use it.

Questions

Where do I add a new customer?

Press + Add company on Customers & machines › Customers. The Add a company page opens; after Create company you land on the new customer's page, where you add machines and contacts.

Another copier firm sends us jobs. How do I set that up?

Add them as a company and tick A firm that sends us work. Their rates box appears. Then, on each machine you service for them, set Who do we service it for? to that firm (Add a machine for … on the firm's page does it for you).

Should a school or office be a firm?

No. A school or office is a Customer. Only a dealer or service company that pays you for jobs is a firm that sends you work.

Can I delete a customer?

Archive it instead: open the customer, press Archive… and Archive customer. History is kept and Restore customer brings it back. Owners and admins can Delete customer only for a customer added by mistake, with no history.

Why can't I see a customer I know exists?

Press Clear, or set the type back to All companies. If it was archived, choose Archived.

Can I bring my customer list over from Excel?

Yes. Use Customers & machines › Move your data in to bring customers and sites over from Excel or CSV.

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