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Customers

The Customers module holds records for all the companies and individuals your team works with. Everything else — jobs, projects, contracts, service requests — links back to a customer.

What a customer record contains

Section titled “What a customer record contains”
  • Name and customer number — the number is generated automatically (e.g. CA26-001) and is unique across the account
  • Short name — an optional short label for the customer, useful for telling similarly-named customers apart in address pickers, search results, and exports
  • Status — active or inactive
  • Email and phone — general contact details for the company
  • Service address and billing address — the primary addresses used when creating jobs and invoices
  • Tags — short labels for grouping and filtering (e.g. “Priority”, “HVAC”, “Government”)
  • Categories — hierarchical grouping (e.g. “Commercial > Hospitality”)
  • Contacts — individual people at this company
  • Notes — free-text notes attached to the customer record
  • Attached documents — generated from templates
  • History — full audit log of changes
  • Jobs — all jobs linked to this customer
  • Projects — all projects linked to this customer
  • Requests — all customer requests and service events

Status and archiving are separate concepts: a customer can be Active/Inactive while still showing up everywhere, or Archived (see below), which hides it from the customer list and search.

Customer numbers

Section titled “Customer numbers”

When you create a customer, the system generates a customer number automatically. The format is: C + first letter of the company name + two-digit year + sequential number. For example, the third customer added in 2026 whose name starts with “A” gets CA26-003.

You cannot set or change the customer number manually.

Archiving and deleting customers

Section titled “Archiving and deleting customers”

Archiving is different from setting a customer’s status to inactive: an archived customer disappears from the customer list and from search results, but all of its data (jobs, projects, contacts, documents, history) stays intact.

  • Archive — open the customer record and click Archive. It’s removed from the default customer list and search; a banner on the record reminds you it’s archived.
  • Show archived — tick this checkbox on the customer list to see archived customers again.
  • Unarchive — restores an archived customer to normal, active use.
  • Delete permanently — only available for customers that are already archived. This is irreversible: it permanently deletes the customer along with all of its jobs and projects, clears the customer reference on any linked contracts, and removes its notes. The confirmation screen tells you exactly how many jobs, projects, and contracts will be affected before you confirm.

Permissions

Section titled “Permissions”

Both dispatchers and employees can view customers and create new ones. Editing an existing customer follows the same rule as other modules: dispatchers can edit any record, employees can only edit records they created. The same rule governs archiving, unarchiving, and permanently deleting a customer.

Sections in this chapter

Section titled “Sections in this chapter”