Manage customers and the Customer list

In the app: Customers13 stepsOpen it in the app →

1. 1Step 1: Search your customers

   Open Customers. The cards at the top show totals for open jobs, balances due and members. Type a name, phone, email, address or company in the search box, or use Filters and the sort menu.

2. 2Step 2: Add a customer

   Click + New customer, enter their name, phone, email and address, and save. Mark commercial customers as commercial so they’re grouped and billed correctly.

   When you finish typing an address, it’s checked against US postal data. If there’s a better match you’ll see Did you mean with the suggested address; click Use suggested or Keep what I typed. A good address shows ✓ Address verified with Residential or Commercial, and an Add ZIP+4 button when the ZIP has no +4. If it can’t find the address you get a gentle warning to double-check the street and ZIP. It never stops you saving. The same check runs on every address form in the app.

   Phone numbers and emails you enter here are what reminders and pay links use, so double-check them.

3. 3Step 3: Open the customer record

   Click any customer to see properties, equipment (model, serial and install date), jobs, estimates, invoices, payments, notes and balance due. Add equipment so your techs know what’s on site before they arrive.

4. 4Step 4: Use the quick actions

   The Quick actions box on the customer’s page handles the everyday jobs in a click or two:

   • Tags: click + Add tag, then pick a tag or type a new name to create it, with a color. Click the × on a tag to take it off this customer. To rename or delete a tag for everyone, click Manage tags in the same pop-up; each tag shows how many customers it’s used on.
   • Preferred tech: click ★ Set preferred tech and pick someone. Their name shows as a ★ chip, and new jobs you start from here begin with them picked.
   • Assign tech: shows this customer’s open jobs so you can hand one to a tech, and has New job for this customer: a job title, type, trade, date, time window and tech, then Create job.

   

5. 5Step 5: See archived customers and restore one

   Archive (in Edit) takes a customer off your list but keeps all their history. To see them again, click 🗄 Archived at the top of the list, search if you need to, and click Restore to put one back.

6. 6Step 6: Merge a duplicate customer

   If the same person was added twice, open the record you want to keep and click ⇄ Merge duplicate. Search for the other record and pick it. You’ll see both side by side and what moves: jobs, invoices, payments, notes, cards on file and everything else. Missing phone, email or address details are filled in from the copy. Click Merge, and the copy is archived; nothing is deleted.

   Wrong way round? Click Keep … instead. Only owners, admins and managers can merge. A record linked to QuickBooks has to be the one you keep.

7. 7Step 7: Use tags, notes and tasks

   Open Sales → Customer list for tags, notes, tasks and activity on each customer. Tags let you build marketing lists later, and tasks remind your team to follow up.

   

8. 8Step 8: Work your sales pipeline

   In the Customer list, the Pipeline tab shows deals by stage. Every proposal you send creates a deal and moves it on its own (sent, viewed, won, scheduled, invoiced or lost), so you only add deals by hand for work that didn’t start with a proposal. Leads shows new inquiries from your website, the AI receptionist and the network.

9. 9Step 9: Property managers, buildings and tenants

   Some accounts are a property manager that pays for many buildings and tenants. Open the manager and use 🏢 Properties & tenants: + Client account adds the owner or client they manage for (for example a university or a condo association), and + Property / building / suite adds the campus, each building and each tenant suite. Jobs, proposals and invoices stay billed to the manager and show the building or tenant they were for. The manager’s page rolls up jobs, open work and what’s owed for every building, and each client account shows the work done for it. Searching a tenant, a building or the client finds the manager too.

10. 10Step 10: Everything about a customer on one page

    Everything about a customer is on one page. The header stays at the top: name, type, phone, email and address, then a details row with how they’re billed (and their labor rate and when it expires), who gets the bill if a property manager pays, how many sites they have, their plan, who referred them, whether their home app is connected and what they owe. Gate codes and other site notes show in yellow.

    Under the header, tabs with counts hold the rest: Overview (history and quick actions), Sites & tenants, Equipment & filters, Jobs, Won work & proposals, Invoices & payments (with aging), Plans, Calls & messages, Files & photos, Notes, Callbacks, Referrals, Purchase orders (if you can see costs) and Portal. Tabs load when you open them, so the page stays fast.

11. 11Step 11: Site equipment, nameplate photos and filters

    Open the Equipment & filters tab and click ＋ Add equipment. Pick the type (condenser, air handler, furnace, package unit, mini-split, heat pump, RTU, chiller, cooling tower, boiler, water heater and more), then the make, model #, serial #, tonnage, refrigerant, voltage, install date, where it is in the building and the warranty. Add as many units as the site has. If the customer has more than one site, pick which site each unit is at.

    Faster: add a nameplate photo when you add the unit. We read the make, model, serial and specs off the label, and you check them before saving. Green fields were read from the photo; orange ones couldn’t be read.

    On each unit: 📷 Photo adds more photos (the unit, or an issue), 📝 Note adds a dated note with your name, 🧽 Filter records its filter sizes and quantity, and 🕘 History shows its notes and the jobs it was worked on. 🗄 Archive marks a unit replaced or removed without losing its history.

    The Filters at this customer table adds up every size and quantity. Add filters to a job puts them on an open job’s ticket, priced from your price book when it has that filter. Techs can add units, nameplate photos and filters from the job’s 🏠 Home tab, and those show here too.

12. 12Step 12: Mark a customer tax exempt

    For a church, nonprofit, school, government office or a reseller, click Edit on the customer’s page (or fill it in when you add them) and tick Tax exempt. Pick the reason, type the certificate number (in Florida, the number on the DR-14 Consumer’s Certificate of Exemption), add the date it expires and upload a PDF or photo of the certificate, then save.

    The customer’s page shows a Tax exempt badge and a View certificate link. From then on their new estimates, proposals, invoices and service tickets get no sales tax, and a draft drops its tax the next time it’s saved. The invoice and proposal show Tax exempt — Certificate # with the number. Invoices that were already sent or paid, and anything brought in from QuickBooks, don’t change.

    When the expiry date has passed you’ll see a warning on the customer’s page. Tax still stays off until you untick the box, so ask the customer for a current certificate.

13. 13Step 13: Export a list

    Click Export on the customers page to download the current view as a spreadsheet.

Your ticks are saved in this browser only. Updated October 2026.