Customers

4. Customer Management

4.1 Adding a Customer

Navigate to Customers in the sidebar and click Add Customer.

Required Information:

• Name — the customer's full name (or business name).
• Email — their primary email address (used for invoices, statements, and portal access).

Optional Information:

• Secondary email address
• Phone number(s) — you can add multiple phone numbers with types (mobile, home, office)
• General notes
• Statement delivery preference (email or print)
• Autopay opt-in setting

After creating a customer, you'll add their service location(s) and set up a subscription.

4.2 Customer Locations

A customer can have multiple service locations (e.g., a homeowner with a primary residence and a vacation property, or a property manager with several addresses).

Adding a Location:

1. Open the customer's profile.
2. Click Add Location.
3. Enter the address (street, city, state, zip code).
4. The system automatically geocodes the address (converts it to GPS coordinates) for route mapping.
5. Add optional service instructions (e.g., "Gate code: 1234", "Dog in backyard", "Equipment is behind the shed").

Service Windows: For each location, you can set allowed service times per day of the week:

• Monday: 8:00 AM – 5:00 PM
• Tuesday: closed
• Wednesday: 8:00 AM – 12:00 PM
• etc.

This ensures the route optimizer only schedules visits during allowed hours. Leave a day empty if the location cannot be serviced that day.

Billing Address: Mark one location as the billing address. This appears on invoices and statements.

4.3 Contact Information & Notes

Phone Numbers:

• Add multiple phone numbers per customer.
• Mark one as primary.
• Indicate which numbers allow SMS (for text notifications).

Notification Emails:

• Add additional email addresses to receive copies of invoices, statements, and payment confirmations (useful for property managers, spouses, or accountants).

Customer Notes:

• Add free-form notes to a customer's account.
• Pin important notes so they always appear at the top.
• Notes are visible to all staff with customer access but are never shown to the customer.

4.4 Customer Info Page

Clicking on a customer's name opens their Customer Info Page — a comprehensive view of everything related to that customer, organized into tabs:

• Details — name, email, phone numbers, addresses, locations, notes, and notification preferences.
• Billing — a tab with its own sub-sections:
  • Billing History — all financial transactions (charges, payments, credits, fees).
  • Recurring Billing — active, paused, and canceled subscriptions.
  • Statements — monthly statements with opening/closing balances.
  • Charge / Payment / Credit — quick actions to post charges, record payments, or issue credits directly.
  • Status — current account status and payment method details.
• Services — history of all service visits (completed, pending, missed).
• Messages — communication history (emails and SMS sent).
• Passwords — manage customer portal access and reset credentials.

This is your one-stop view for everything about a customer.