Adding a customer

Create a customer, their properties and each property's regular service in one save, or add them while you book their work.

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What it is#

A customer is the person or business you work for. Each customer has one or more properties, and each property can have a regular service. There are two ways to add one. The new customer page creates the customer, their properties and each property's regular service in one save. The add sheet creates a new customer at the same moment as you record a regular service, a one-off job or a quote for them.

When to use it#

Use the new customer page when someone has agreed to regular visits and you want to set everything up at once. Use the add sheet when you are booking a one-off job or sending a quote to someone new. If you have a whole list of customers in a spreadsheet, import it instead.

How to do it#

  1. Press Add a customer on the dashboard. On a phone, the Customers page has the same button. On a desktop, the Customers page's main button is Add a regular service, which opens the add sheet rather than the new customer page.
  2. In the Customer card, fill in First name and Last name. For a business, tick This is a business and fill in the Business name, with a contact name if you have one.
  3. Add the Email and Phone if you have them. Both are optional, but without an email address nothing can be sent to the customer. Set Customer since if they have been with you a while: past dates are fine.
  4. In the property card, fill in Address line 1, Town and Postcode. Where address lookup is available, press Find address and pick from Select your address.
  5. Add Access instructions, and tick Keys held if you keep a key.
  6. Set the Service start date, then under Service, visits and pricing fill in the Service description, Visit frequency, Hours per visit, Billing type and the price. Choose how you invoice under Invoicing.
  7. Under Customer preferences and placement, set the days and team member if the customer has a preference.
  8. For a second address, press Add another property. The page shows what the customer brings in each month as you go.
  9. Press Create customer.

What your customer sees#

Nothing, unless you ticked Send agreement when created. That tick appears once you have a saved agreement template, and it needs an email address. The customer then gets your service agreement by email to accept.

What happens next#

The customer appears on the Customers page and their visits are planned in the diary. The team member sees the visits on their own page once they are planned.

If you used the add sheet, the new customer is saved with the work you recorded. Under Who is it for? you choose A new customer and fill in their details and address in the same sheet.

Good to know#

  • In automatic mode ("Let the diary plan itself"), the diary places the new visits for you. In self mode ("I place visits myself"), they wait for you to choose their slots. The line under the days and team member rows says which applies.
  • Notes (private to you) are never shown to the customer or the team member.
  • A PO number goes on future invoices.
  • If the agreement could not be sent, the customer is still created and you can send it from their record.

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