Add and manage customers

Add a customer

1. 1Go to Customers and click Add Customer (top right).
2. 2Fill in first and last name (required), phone, and email — both phone and email are required, since they power billing, texting, and the portal.
3. 3Optionally add service locations right on the form with Add Service Location — each with an address, notes, and photos. When an address needs confirming, a picker shows Google's matching candidates on a map before saving.
4. 4To bring in many customers at once, use Bulk Import (CSV, Excel, or even a screenshot of your old software) or Import from QuickBooks instead — see Import your customers.

Company name and display

The optional Company field pairs with a "Display as company instead of individual name" checkbox. Checked, the customer shows up everywhere under the company name (with the person's name kept underneath on their page) — right for HOAs, property managers, and commercial accounts.

Text message settings

• "Customer consents to receive SMS notifications" — checked by default. Covers service updates, appointment reminders, and technician arrival alerts. See Texting and the Phone inbox.
• "Text when invoices are created" — off by default, and only available when SMS consent is on. Sends the customer an SMS whenever an invoice is ready — maintenance, work orders, and deposits alike. On the customer's page this shows as an "Invoice texts on/off" pill you can toggle with one click.

Email notifications, per address

The Email Notifications block lists the primary email with three checkboxes — Service Reports, Invoices, and Quotes (all on by default). Add Email adds extra addresses, each with its own three checkboxes, so a tenant can get service reports while the owner gets the invoices. New additional emails start with Service Reports on and Invoices/Quotes off.

Notes and tags

Finish with free-form Customer Notes and Tags — a combobox where you can pick existing tags or type a new one to create it on the spot. Tags also show (and can be edited inline) on the customer's page, and the Customers table can filter by them.

Parent and child accounts

The Parent Account section at the bottom of the customer form links a customer to a parent — an HOA, property manager, or landlord. Once a parent is selected, Relationship Settings control where everything routes:

• On the parent's page, linked customers appear under Child Accounts — each row shows its location count, open invoices, and billing target — with an Add Child Account button that opens the customer form with the parent pre-linked.
• A child's page header shows a Parent pill linking to the parent, plus a one-line summary of the four routing choices.
• Billing routed to the parent can also be bundled into one invoice per period — see Consolidated billing.

Quick add contact — create a customer from a work order

You don't have to create a customer record before writing a work order for someone new. On the work order form, open the Service Location dropdown and choose Quick add contact (at the bottom of the list).

• Enter an email or phone number plus the service address — a name is optional — then click Create Contact.
• A minimal customer and service location are created automatically, so invoicing, emails, and routes all work normally.
• If the email or phone already matches an existing customer, that customer is reused instead of duplicated.
• Fill in the rest of their details later on the customer's page.
• Technicians have the same Quick Add Contact button in the customer picker when creating a work order in the mobile app.

The customer page, card by card

Open any customer to see one scrolling page with everything about them. The header shows the customer's name (or company), inline tags (add or remove them right there with the Add tag picker), and click-to-copy pills for their email addresses and phone number — one click copies the value to your clipboard. Two tiles summarize the money: Lifetime Revenue (all paid invoices) and Outstanding (open invoices, highlighted when above zero). Just below, a portal-activity line tells you whether they've opened their customer portal — how many times, and when last — or "Hasn't opened the portal yet".

• Create Actions — quick-create a Maintenance Job, Work Order, Quote, Location, Body of Water, or Payment Method for this customer.
• Technician Alerts — field reports and automatic visit alerts tied to this customer. See Technician Alerts.
• Child Accounts — customers linked to this one as their parent account.
• Locations — the customer's service addresses. See Service locations and pools.
• Jobs — their maintenance jobs and work orders.
• Service History and Service Photos — completed visits and the photos taken on them.
• Upcoming Schedule — what's coming up for this customer.
• Invoices — every invoice, each row with a link icon that copies that invoice's payment link.
• Communications — recent texts, portal messages, calls, and emails, with per-item links into the owning inbox and a "View all" that expands in place.
• Consolidated Billing — bundle this customer's opted-in maintenance jobs into one invoice per period. See Consolidated billing.
• Payment Methods — saved cards, bank accounts, and Stripe Link, with an AutoPay On pill and an AutoPay badge on the enrolled method. Buttons here enable, disable, or change the AutoPay method — see Accept online payments.
• QuickBooks — shown when QuickBooks is connected: a Synced / Not synced pill, the QuickBooks ID and last-synced time, an Open in QuickBooks button, and Sync now to push the customer plus their invoices, payments, and refunds on demand. See QuickBooks sync.
• Notes — free-form notes about the customer.
• Customer Profitability — once the customer has revenue, a card at the bottom shows revenue, costs, profit, and margin, with a link to the full breakdown. See Profitability analytics.

The Edit button opens the customer form for contact info. Service addresses are not edited there — they're separate service-location records. Add one with the Location quick-create and edit them under the Locations section.

If you run your own customer referral program, the profile header also has a Referred by… pill to record which existing customer referred this one (requires the update-customers permission). See Referral programs.

Find customers in the table

• The search box matches name, company, email, phone, notes, or service location address — so "gate code 4411" or a street name finds the customer too.
• The Filter by tags combobox narrows the list to customers carrying every selected tag.
• The Show Archived checkbox switches the table to archived customers, each with an Unarchive button.
• Click any address in the Service Locations column to preview it on a map in a modal — without leaving the table. Customers with no location yet show an Add Location button instead.
• The table loads more rows as you scroll; each row also has an inline Archive action.

Ask a customer to save a card by email

You never need to collect card numbers over the phone. The Add Payment Method dialog (from the Create Actions card or the Payment Methods section) has two tabs: Enter card — type the card in yourself — and Email customer, which sends a secure link where the customer enters their own card.

• The link expires in 7 days and can only be used once. Only the primary contact is emailed — additional emails on file don't receive it.
• The dialog shows the last request's status: when it was sent, and whether the customer saved a card, the link expired, or it's still active.
• When a customer has no payment methods yet, the empty Payment Methods section offers the same thing as a one-click Email customer to save a card button (then Resend card request). Requests are rate-limited to one per hour.
• When entering a card yourself, an "Enable AutoPay with this card" checkbox enrolls it for automatic invoice payment in the same step. See Accept online payments.

Call a customer from your browser

A Call button appears next to the customer's phone number for users with the "Call customers from the web app" permission, once your company has a business number. It places a real call from the browser in a small dialog with mute and a duration timer. The customer's caller ID shows your business number — in call-forwarding mode, the dialog notes that their caller ID shows the assistant's private line, not your published number. See Phone setup.

Archiving — and what about deleting?

Customers — like jobs and routes — are archived, not permanently deleted. Archiving hides the record but keeps all of its history. Before anything happens, the archive dialog shows exactly what the archive will touch:

• A summary of what will be archived with it: their service locations, maintenance jobs, and work orders, plus any pending quotes (which are cancelled).
• A warning listing how many jobs will be removed from routes, naming each affected route.
• A notice that AutoPay will be disabled if the customer has it on.
• A reminder of what is preserved: completed service records, paid invoices, and payment history all stay accessible for reporting and accounting.

To confirm, you type the customer's name exactly, then click Archive Customer. Archived customers keep a Restore button on their page (and an Unarchive button in the table's archived view).

Frequently asked questions

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