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Clients are global records, meaning that an individual client could potentially be used by anyone in your WorkBook database. Debtors are billing entities and are unique records within a WorkBook company; they cannot be shared across companies.

Clients are created in the resource module and are usually controlled by a system administrator or specific user role, designated role(s) or person(s) within your agency.

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CREATE A CLIENT

To add a new client go to:

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FIELD

DESCRIPTION 

Client name*

Name of company / client

Client initials*

This will auto-populate

Client type*

1 – Client

2 – Prospects (use for creating new business pipelines)

3 - A client can be changed to a different client type (i.e. Internal) after creation, as long as there are no financial transactions against the clientrecord.

Account Manager*The

Select a user from the dropdown list.

Your selection will inform be the default on jobs account manager when new jobs are created for this client and the field can also be used for in approval workflows.

Address and contact details

This information can be added now or later.

Create Debtor in

There are two options here:

  1. Select the relevant company to automatically create a debtor in the system

  2. Leave the field blank and add a debtor later.

You may want to do this if:

  • You do not have the debtor details yet

  • A debtor already exists in the system and will be linked to the client later

  • Another user creates debtors within your business

Note

Do not click OK yet!

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FIELD

DESCRIPTION 

Price List

Select the default price list that is applicable for this client. This can be changed later, if required. If a price list is not selected then a default price list, with no pricing capabilities, will automatically populate.

Default Currency

The default currency you quote and bill this client in.

Team

Select All Employees unless, a specific job team has been created for this client.

Language

The default language used for quotes and invoices for this client.

Administration Fee

Used to automatically add a nominal fee to this client’s jobs.

  • Click ok

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Info

A Once you have created the client record in the system, you will be presented with a pop-up of the client card will open with additional fields you can complete against the client record. There are several attributes you will want to complete in the client card before the client is completely . It is strongly recommended that you complete some additional fields in order to complete the initial client set-up.  Go Go to Client Settings > General Client Settings for more information.

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