For convenience and flexibility, WorkflowMax allows you to create clients at any time.
You can also add a client as you create a new job, quote or estimate, see Add a client.
To create a new client from scratch:
- In the Clients menu, select New > Client.
- On the New Client screen, provide the following information, as required.
Field Description General Client Type The client type. This field can be selected only if you have already created one or more client types A client type is a named set of payment terms, used to ensure consistency across your client base. For example, you might set up two client types: Premium, with a markup rate of 30% and payment terms of by 20th of next month, and Standard, with a markup rate of 40% and payment terms of within 7 days. When you add a new client, you can then allocate Premium or Standard payment terms, as required. . Account Manager Usually this is the person who "won" this account and who engages directly with the client. When you create a new job for this client, the account manager you set at the client level will be the default for the job; however it can be changed for a specific job, if required. Job Manager This is the person who manages the work for this client, and could potentially be the same as the account manager. When you create a new job for this client, the job manager you set at the client level will be the default for the job; however it can be changed for a specific job, if required. Name The full name of the client. For example: Archway Business Contracts Limited Upload Logo The client's logo. Once uploaded this will display in the top left-hand side of the client screen, when viewing this client, and also in the global search screen. This file can be up to 2MB in png, jpg, gif or bmp format. Contact Details Phone A generic contact phone number for the client. You can set up additional phone numbers for specific contact people when you set up client contacts. Fax Email address A generic contact email address for the client. You can set up additional email addresses for specific contact people when you set up client contacts. Website Referral Source The way that the client heard about your organisation, such as a Google search, for example. For further details, see the Referral Source help topic. Physical Address Add a different postal address Billing Zero rated GST If this is an overseas client and you are exporting to them, you may not be required to collect sales tax, so select this checkbox to set the sales tax on your invoices at 0%. Add Different Billing Details
Work performed for one client can be billed to another client (the 'billing client') if required. For example, a parent company might be billed for work done for a subsidiary. If work for the current client is to be billed to a different client, select that client here.
Invoices will then show the name of the billing client, even though the work is for the original client.
Add Custom Task Rates This is used when you are billing on task rates only (it has no effect on staff rates). For example, you may do some work for a not-for-profit organisation at a discounted rate. So where you may normally charge $200 per hour for client meetings, you can set a custom task rate for this client where you only charge $100 per hour.
- Save your changes. The new client is created and a small help panel is displayed, showing your options.
- Do one of the following: