Note: If you're just starting with us and have your existing customer list in another software program, contact us, as we can import it into Fieldwork for you.
Summary
Create customer accounts for maintaining invoices, payments, work orders, and work history.
Key Points
As you add customers, you'll apply the customers' preferences in these pages
Billing Information page focuses on billing address, billing email address, and automation preferences
Location Information page focuses on the location, Work Order email address, and communication preferences
From the top Navigation menu, click Customers
Click the dark grey Add Customer button in the upper right
Step 1: The Billing Information page appears
This is where you add information about the money-side of the account.
1. If this is an organization, click the Organization tab; otherwise, stay on the Person
tab
2. Enter the first and last name of the customer, or the organization name;
The maximum number of allowed characters is 25.
3. Then, select the Status for the customer:
- Select Active if the customer will be a current account
- Select Lead if the customer is a 'window shopper' and not yet ready to sign up
Other statuses are available after the account is created:
Inactive -customer no longer requires service and is removed from the Active list
Financial Hold - customer hasn't paid bills; services removed from Calendar
Sent to Collections - you're letting another service collect the money
4. If you have already created tags, enter them here; otherwise, leave it blank
5. If the customer is signing on because of a marketing campaign, enter it here.
Otherwise, leave it blank.
6. Enter the customer's billing information of street, city, state, zip code, and
county; do not put each of these fields in one box
7. Click the billing terms drop-down and click the payment term for this customer
8. If you're manually transferring this customer from another system or your paper-based ledger into Fieldwork, and there is a balance, enter that amount in the Initial Balance.
California locations note: State must be entered in as CA, not ca, not Ca, not
California, etc. Anything but CA will cause your STATE OF CALIFORNIA, MONTHLY
SUMMARY PESTICIDE USE report to fail. County must be spelled out in full. For
Example: Los Angeles County is Los Angeles, not LA, la, LosAngeles, etc.
New York locations note: Our system automatically applies the county name. If you
change it, the spelling of the County entries must match up precisely to the county
names in the New York County Codes for the Pesticide Annual Reports. If the counties do not match, your report will not populate with the county two-digit code
and the state will not accept your February 1 report. City, State, and Zip code must
also be entered correctly.
9. Enter the 10-digit phone number and be sure to select the correct type; this is
important as you can text appointment reminders* to the customer if mobile is
selected; if mobile is not selected, the customer won't receive reminders.
* Texting Appointment Reminders is available at $5.00 a month and 3 cents per
text.
Enter the Extension, then enter the person's name in the Note box.
10. Enter the customer's email address. This is for emailing invoices
only one email address is allowed in this box. To add an additional email address
add a contact (discussed in step 17)
11. Enter the customer's website
12. Enter any notes that apply to this customer; this is a good place to enter
observations from your initial conversation with a new customer
13. If there is a sales representative, enter that person's name
14. Select the customer's invoice delivery preference: email or print; this is not an
actionable setting, when you set it, you can then search all customers by either
email or print preference
15. In Auto Invoicing & Statements Options, you can send invoices automatically, pay an invoice automatically, or generate a statement for delivery on any day of the month. For more information about how to manage these options, see the following articles:
16. Disable Fees. - This feature will override your global credit card and ACH fees, as found in Settings > General Settings > CC Payments (Stripe Unified), and prevent these fees from appearing on a customer invoice where set.
17. Late Payment Reminder settings. This setting allows you to override your global late payment reminders. See - Settings - Late Payment Reminders
As per account settings, Late payment reminders will function as set in the late payment reminders.
Inactive - This customer will ignore the globe late payment reminder settings.
Email - N/A
18. Opt-out Setting - This will opt out of all 'marketing' emails or SMS messages.
If there is an additional person in the account who needs to see invoices or
access the online portal, click the green Add Contact button in the upper-right
corner of your browser
19. Enter the usual information and select the check boxes that apply to this contact.
* Email Invoices: include this person on invoice emails
* Email Work Orders: include this person on work order emails
* Email Appointment Reminders: include this person in appointment reminders
* Send Text Confirmations: Include this person for text confirmations on mobile phone numbers
* Give access to the customer portal: this contact will be able to log in with their email
and customer account number
20. Save the contact information and click Next in the upper-right corner (we're
halfway there!)
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Step 2: The Service Location page appears
This where you add information about the location-side of the account. You can have as many locations as you want or need.
You can add a location name to describe the location; while the default setting is Main Location, a common practice is to add the street and city here so it's identifiable in the Calendar and in the mobile app
Billing infomation: The default Bill to: is the customer. You will be able to update each sub-location to Bill to: its own address instead of the customer or another sub-location adress if there are two or more on the account.
If the location is the same as the billing address, leave the box "Same as customer's billing address" checked; otherwise, enter the new address
Enter the phone number for the contact at this location and be sure to select the correct type (mobile?) for the same reasons as above
Add the email address of the person at this location; this is who will receive the service reports (Work Orders)
Add any notes about the location; the notes entered here are visible on the schedule and in the mobile app
7. Select the property type for this location
Note: Choosing the correct property type is essential because it reflects the
target areas available for this customer on the mobile app. If it is incorrect, the
target areas where materials are applied, either will not be available or will not be
correct for that type of property. (For example, if you select residential for a
In a commercial account, you’ll see bedrooms as a target area, which most likely
won’t be in a meat processing plant.)
8. Add the tax rate for this location; if you change it later, existing Work Orders
And invoices for this customer will not reflect that change
9. Select a default route (click the drop-down list and select it), and it will
automatically be selected when you create a new Work Order from within the
customer's account
10. If there is a sales representative, enter that person's name; if you change it later
existing Work Orders for this customer will not reflect that change
11. Square Feet: input the location's square footage.
12. If the customer does not have a time preference, select either Anytime or clear
Check the box and enter the Time Range and Weekday Preference
12. Click Send reports automatically to send reports (Work Orders) upon completing the service
13. If a service for this customer may be scheduled early on Monday,
click, Do not send reminder on Saturday or Sunday, the reminder will be sent
Friday (this gives the customer more notice time)
14. Click Hide balance forward on work orders and invoices if the customer doesn't
want that information sent (most commercial accounts do not want to see a
balance)
15. Click Opt-out of Marketing Emails if the customer does not want to receive marketing emails
16. Click Opt-out of Marketing SMS Messages if the customer does not want to receive marketing text messages.
15. Click Send appointment reminders... to make the setting according to the customer's
preference; note: as per account settings, is your account settings in
Settings/Appointment Reminders, not your customer's account
16. To add a location contact, click the green Add Contact button in the upper-right corner of your browser
17. Click Email Invoices to include this person on invoice emails.
18. Click Email Work Orders to include this person on work order emails
19. Click Email Appointment Reminders to include this person on email appointment reminders
20. Click Send Text Confirmations to include this person fro text confirmations on the mobile phone numbers
21. Click Give access to customer portal to allow this person to login to the portal with his/her email and customer account number.
17. Save the customer's information by doing one of the following:
Click the green Save button in the upper-right corner of your browser
Click Save & Create Work Order button
Click the Save & Create Estimate button
Click the Save & Create Agreement button
To Edit a customer's account
Go to the Dashboard and click Customers to see a list of all customers.
Use the search tool on the left side of the page to find the customer account you would like to edit. Hover over the customer name in the list and click anywhere in the gray highlighted area to open the customer account.
Click the dark grey edit button on the upper-right of the screen
To Edit a location
To edit the customer's location information,
Go to the Dashboard and click Customers to see a list of all customers.
Use the search tool on the left side of the page to find the customer account you would like to edit. Hover over the customer name in the list and click anywhere in the gray highlighted area to open the customer account.
4. Under the Service Locations tab, click the light grey View button on the right side of the location you would like to edit
5. Then click the grey Edit button on the upper right hand side of the screen
Also watch this video:
Continue on to Estimates - getting started