Client basics

Overview

Clients are the foundation of Fieldified work. Requests, quotes, jobs, invoices, properties, communications, notes, files, and billing history are connected to a client.

Create and edit a client

1. Open Clients.
2. Select New client.
3. Enter the primary contact.
4. Add communication details and preferences.
5. Add contacts and properties.
6. Complete client custom fields.
7. Save.

Primary contact details

Enter:

• First and last name.
• Company name for commercial clients.
• Title, such as Mr., Mrs., Ms., Miss, or Dr.
• Phone number.
• Receives messages when the number accepts SMS.
• Email address.

The primary phone is used by default for text messages. Select Add to include more phone numbers or emails, and identify each as Main, Work, Personal, or another supported type.

Communication settings

Choose whether the client receives:

• Outstanding quote follow-ups.
• Overdue invoice follow-ups.
• Assessment and visit reminders.
• Job-closure follow-ups.
• Review requests.

Automated quote and invoice follow-ups include the original recipients and contacts whose applicable communication setting is enabled.

Lead information

Select how the client found the business. See Track lead sources below.

Additional client details

Complete client-level custom fields or select Add custom field to create a field used on future client records.

Manage shared fields in Custom Fields.

Additional contacts

Add contacts when another person needs service or billing communication.

1. Expand Additional contacts and select Add contact, or
2. From an existing client, select Create, then Contact.

Enter:

• Role, such as tenant, spouse, office administrator, or property manager.
• First and last name.
• Billing-contact status.
• Phone number.
• Email address.
• Automated communication settings.

Billing-contact emails are included with the primary client’s email when quotes and invoices are delivered, including batch delivery. Additional contacts can also access the client’s Client Hub.

Save a client profile

• Save client saves and opens the profile.
• Save and create another saves and opens a blank client form.

Client profiles remain separate records and should be checked for duplicates before creation.

Add a property to the client

Properties are physical service locations owned or managed by the client. A client can have no property, one property, or several properties.

1. Add the property address while creating the client or from the saved client profile.
2. Select an address suggestion or enter the address manually.
3. Complete property custom fields.
4. Add a property contact when required.
5. Save.

See Properties for the complete workflow.

Track lead sources

Lead-source options include:

• Referral.
• Google.
• Facebook.
• Instagram.
• Flyer.
• Vehicle wrap.
• Event.
• Other.

Create custom lead sources from the dropdown. Use the custom-source editor to rename or remove them.

The selected source appears on the client profile and in client reporting.

Automatically add lead sources using UTM tracking

UTM parameters added to request and booking links can populate the lead source automatically:

• utm_source
• utm_medium
• utm_campaign
• utm_term
• utm_content

Use a separate tagged URL for each campaign or placement so reporting identifies the source correctly.

Add UTM tracking to your request link

1. Open request-form settings.
2. Copy the public request URL.
3. Add or replace the UTM source parameter.
4. Publish the tagged URL on the intended website page or social account.
5. Repeat for other sources.

Add UTM tracking to your online booking link

1. Open online-booking settings.
2. Copy the booking link.
3. Add ?utm_source= followed by the source name.
4. Publish the tagged link.
5. Repeat for every channel being measured.

The client page

Contact information

The profile header includes:

• Phone numbers.
• Email addresses.
• Payment terms.
• Lead source.
• Tags.
• Client custom fields.
• Additional contacts.

Properties

The property section includes:

• Property name.
• Full address.
• Tax rate.
• Property custom fields.

Use property search when a client has many locations.

Overview sidebar

• Lifetime value.
• Current balance.
• Last communication, with access to communication history and delivery status.
• Notes and attachments.

Client information

• Work overview for requests, quotes, jobs, invoices, and other client work.
• Billing for invoices, payments, deposits, and balance.
• Payment methods saved for the client.
• Client schedule for past and upcoming visits.

Media and files on the client page

The Files and media tab consolidates attachments from notes and checklist images.

See Files and media library for filters, previews, metadata, and downloads.

Customize the client page view

1. Open More actions.
2. Select Customize view.
3. Reorder:
   • Properties.
   • Contacts.
   • Work overview.
   • Billing.
   • Payment methods.
   • Client schedule.
4. Select Done.

Use Default order to restore the original arrangement.

Create new items from the client page

The Create menu can add:

• Request.
• Quote.
• Job.
• Invoice.
• Payment record.
• Task.
• Property.
• Contact.

Payment creation from the client profile records money already collected. Charge card payments from the invoice or online Client Hub payment flow.

The More actions menu includes:

• Send Client Hub login email.
• Preview Client Hub as the client.
• Archive client.
• Delete client.
• Customize view.

Client list

The list supports metrics, search, tag and status filters, sorting, and row actions.

See Clients list page and key metrics.

Actions on the client list

Hover over a row to:

• Edit tags.
• Send an email.
• Archive the client.
• Delete the client.

Bulk actions on the client list

Bulk actions include:

• Delete selected clients.
• Add or remove tags.

Delete multiple clients

1. Filter or search the client list.
2. Select the visible clients.
3. Select the delete action.
4. Confirm.

Deletion permanently removes the client and associated requests, quotes, jobs, invoices, and other connected records.

Edit tags on multiple clients

1. Select the clients.
2. Select Bulk edit tags.
3. Choose tags to add or remove.
4. Save.

Lead labels

New prospective clients retain the Lead label until one of these occurs:

• A job is created.
• An invoice is sent.
• A quote is approved.

The label appears on the client list and profile, helping the team distinguish prospects from active clients.

Archiving clients

Archive a client when the relationship is inactive but its history should remain.

1. Open the client profile.
2. Open More actions.
3. Select Archive client.

Archived clients leave the active list while retaining work, billing history, and Client Hub access. See Client archiving.