Managing clients

Clients are who your work is for. A client record keeps their contacts and how they want to be billed, and sets the evidence every one of their jobs has to carry before it can be completed. Manage them in the Clients section.

The list

Clients shows each client's Name, Code, Contact, Email and Status (Active or Archived). Search matches the name, code, contact name, email and phone.

Adding a client

Add client opens the editor in three parts.

Client details and Primary contact — Name (required), Code, Contact name, Contact email, Contact phone and Notes. The contact email is also where a whereabouts sheet for this client is sent by default.

Billing — "Invoice details and client overrides", collapsed until you open it. Everything here is optional, and a blank field falls back to your workspace's document settings:

• Bill-to name ("Blank prints the client name.") and Billing address ("One line per row, as it should print.").
• Accounts contact and Accounts email — who invoices go to.
• Their PO / order reference and Your supplier number with them.
• Document type — Invoice, Application for payment or Pro-forma invoice. A document created from this client's measures starts on it.
• Tax treatment — Standard rate, Reverse charge, Zero-rated, Exempt or Not shown, with a Tax rate % for the standard rate.
• Payment terms (days) — "Blank uses the contract or workspace terms."
• Deduction they withhold and its Deduction rate % — shown when your workspace's document settings list a deduction scheme, such as a labour-deduction scheme like CIS, RCT or TDS that a client takes off what it pays you.

Evidence required before completion — the minimum photos or files every job for this client needs before it can be completed: for example one Before photo and two After. New jobs record the requirement when they are created or moved to this client; changing it later leaves existing jobs' recorded requirements alone. See Job evidence and completion requirements.

Archiving and deleting

On an existing client, the Active switch archives it — "Archived clients remain in existing jobs."

The editor also offers Delete for a client with no history. A client still linked to jobs, sites or commercial records is refused with the reason — archive it instead. On desktop you can tick rows in the list and delete several at once: anything still in use is kept and reported, and the rest are removed.

Equipment and documents

An existing client's editor also shows:

• Equipment: the equipment of theirs you service, grouped by the site it sits at, when Service levels is switched on. It is read-only here: add and edit it in Assets. See Client equipment.
• Documents: Binder items pinned to the client, such as their site rules. Click one to open it in the Binder. The section only appears once something is pinned. See The Binder on the job.

How clients flow through

• Jobs — a job's client picker offers only active clients, so archived ones stay on the jobs they were already on but drop out of new work. A job's Client PO is set on the job itself, because it is one order for one piece of work.
• Sites — a site can belong to a client. When you schedule a shift, the site picker offers only the job's client's sites.
• Commercial — rate cards and contracts are per client, and invoices use the client's billing details.
• Eligibility — a client can insist on its own credentials (a site induction, say). When it does, a refusal names the client: "Site Induction is missing — required by Meridian Utilities". See Eligibility.

Tip: archive rather than delete a client you've stopped working with — the record stays linked to its past jobs and reports, and drops out of the pickers for new work.