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

  1. From the top Navigation menu, click Customers

   2. Click the 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.

   3. If this is an organization click the Organization tab; otherwise, stay on the Person
       tab
   4. Enter the first and last name of the customer, or the organization name;
maximum number of allowed characters is 25

5. Select the Status for the customer:
Active - customer will be a current account

Lead - customer is a 'window shopper' not yet ready to sign up

Other Statuses 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


   6. If you have already created tags enter them here; otherwise, leave it blank
   7. If the customer is signing on because of a marketing campaign enter it here;
       otherwise, leave it blank

   8. Enter the customer's billing information of street, city, state, zip code, and
county; do not put each of these fields in one box
   9. Click the billing terms drop-down and click the payment term for this customer
   10. 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 exactly 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.


  11. 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 and you can enter the person's name in the Note box.

  12. 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)
  13. Enter the customer's web site
  14. Enter any notes that apply to this customer; this is a good place to enter
       observations from your initial conversation with a new customer

   15. If there is a sales representative, enter that person's name
   16. 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
  17. In Auto Invoicing & Statements Options you can send invoices automatically, pay
       an invoice automatically, or generate a statement for delivery any day of the
       month. For more information about how to manage these options, see the
       following articles:

       Auto Invoicing

       Auto Pay Invoices with a Credit Card on file

       Generating Statements

  18. 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 on appointment reminders
      * Give access to customer portal: this contact will be able to log in with the email
        and customer account number

  20. Save the contact information and click Next in the upper-right corner (we're
       halfway there!)

-----------------------------------------------------------------------------------------------------------------------------

Step 2: The Service Location page appears

This where you add information about the location-side of the account.

  1. 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

  2. In contact information, add the name of the person who will be the contact at the location

  3. If the location is the same as the billing address, leave it checked; otherwise, enter a new address

  4. 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

  5. Add the email address of the person at this location; this is who will receive the service reports (Work Orders)

  6. 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 important because that 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
      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. If the customer does not have a time preference, select either Anytime, or clear
      the check 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 it's possible that a service for this customer will be scheduled early 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 Send 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

       This is similar to adding a contact in the billing page but is specific to the service
       and the location

      * Email Work Orders: include this person on work order emails
      * Email Appointment Reminders: include this person on appointment reminders
      * Send Text Confirmations: Include this person for text confirmations on mobile
        phone numbers
      * Give access  to customer portal: this contact will be able to log in with the 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

  1. Go to the Dashboard and click Customers

  2. To edit the customer's billing information, click the customer's name

  3. To edit the customer's location information, under Service Locations, click the Go to Location link, and click the location.

In both instances, click the Edit button near the top-center of the page.

Also watch this video:

Continue on to Estimates - getting started

Did this answer your question?