Once you have created a client record in the system, it is important that you continue to the client card to complete the set-up with additional client settings, including new job, price quote and invoice settings, as well as employee access to the client. The fields listed in the article below are recommended as part of the initial client set-up. Other fields are available, however will be dependent on your agency processes.
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ACCESS THE CLIENT CARD
There are two options for adding information to a client:
via the client card pop-up presented upon completion of creating the client
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2. via the resources module > resource default grid
Select the client > open the client card
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GENERAL SETTINGS
There are a few key pieces of information to add in general settings.
Go to the client card and click on the client settings
tab > then select the general settings menu item at the top of the list
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Be sure to complete the following field fields (other available fields are optional):
FIELD | DESCRIPTION |
Account Manager | Select the person that owns the client relationship, as defined in your agency. This may be used for reporting and in approval flows. |
Default Payment Terms | Select the client's default payment terms |
Order No. | Tick if the order number (Client PO) must be filled in when invoicing (in order to finalise/send an invoice) |
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EMPLOYEE ACCESS
The employee access tab is used to block/allow access to the client at a user level.
Go to the client card and click on the client settings
tab > then select the employee access menu item at the top of the listShift + select all users that should have access to this client and their jobs
Select further options
Click grant access and display to selected users
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NEW EMPLOYEE ACCESS TO CLIENTS
New employee access to clients ensures that new employees will automatically have access to this client.
Go to the client card and click on the client settings
tab > then select the new employee access to clients menu item at the top of the listCheck the grant access to client data box for your agency/company
Select any other relevant agency if this is a shared client (for multi company databases)
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NEW JOB SETTINGS
Default key settings when creating new jobs for this client.
Go to the client card and click on the client settings
tab > then select the new job settings menu item at the top of the list
Client Defaults:
For single company/agency clients, use the first tab to select any relevant client default settings to be applied to jobs created for this client. For example, a default price list or language
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Company Defaults:
For global clients (for multi company databases) use the second tab, company defaults, to apply new job defaults to this client for each company/agency
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CREATE JOB PERMISSIONS
Used to define which access roles in each company can create new jobs for this client.
Go to the client card and click on the client settings
tab > then select the create job permissions menu item at the top of the list. If you have multi company WorkBook database, for all companies within the database thatthis client is not applicable to, select blocked in the job set-up permissions column
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PRICE QUOTE SETTINGS
Default key settings when creating new price quotes for this client.
Go to the client card and click on the client settings
tab > then select the price quote settings menu item at the top of the list
From here you can determine:
If you would like to show sales tax (VAT/GST) on price quotes
Add/edit the comment (default footer) that will show on price quotes for this client
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INVOICE SETTINGS
Default key settings when creating new invoices for this client.
Go to the client card and click on the client settings
tab > then select the invoice settings menu item at the top of the list
From here you can:
Define the financial rules relating to invoicing this client
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DEBTOR
Create, link or unlink debtors for this client.
Go to the client card and click on the client settings
tab > then select the debtor menu item at the top of the listClick on the icons to create, link or unlink debtor(s)
Check the box to set the primary debtor for this client
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To see all of the fields available on a client record, please see the individual client settings articles below:
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