Adding Customers

Authorization documents and contracts

The Details tab has an Authorization documents and contracts card listing every contract, authorization, or other agreement on file for the customer. Click Add document, choose the file (PDF, PNG, or JPEG), give it a title and type, and enter its effective and expiration dates, or tick No expiration. The next step restates the terms, for example “Expires Jul 29, 2027, 301 days from today”, with the color it will get; tick I confirm these terms to save. Update goes through the same confirmation (leave the file empty to keep the current one), and Remove asks you to confirm in the card before the file is deleted.

Each document shows when it expires, colored by how soon:

• Green: more than a year away.
• Yellow: six months to a year away.
• Red: within the next six months, or already expired (“Expired” and the date).
• Grey: no expiration date. These never count as expiring.

When any document is yellow or red, the customer’s name header shows a bell pill such as “2 contracts expiring” (red if any is red, yellow otherwise); hover it for the breakdown and click it to jump to the card. The customer list’s Contract column shows each customer’s worst status: Expiring soon (red), Expiring (yellow), OK (green), or a dash when no document has an expiration date. Signed ACH authorizations uploaded on a recurring schedule are listed in the same card read-only.

06Contact notifications

A customer can have more than one contact (a property manager, a tenant, a site superintendent), and each contact gets its own Email and Text choice for two kinds of update, so a text-only site contact and an email-only office contact can both stay informed without either one getting messages they did not ask for.

Every contact shows the same small grid, two rows and two columns:

• Job updates (en-route and appointment updates): the technician-is-on-the-way text and the day-ahead appointment reminder. Check Email, Text, or both.
• Billing (invoice and bid copies): a copy of every bid and invoice email or text sent on this customer’s account. Check Email, Text, or both.

Text stays unavailable, with a “needs texting consent” note, until that contact has SMS consent recorded and has not replied STOP. Email stays unavailable, with a “no email on file” note, until that contact has an email address.

You will find this same grid in three places:

• The Contacts card on a customer’s own detail page, for that customer’s contacts.
• The Contacts card on a project’s Overview tab, for contacts pinned to that project.
• The Add/Edit Contact form, opened from either card, so you can set a new contact’s notification choices the moment you add them.

A related but separate choice lives on each bid and invoice: the Customer card there lets a contractor pick exactly who a given bid or invoice reaches by email and by text for that one document. That per-document picker defaults to whichever contacts have Billing checked here, and a contractor can override it document by document without changing anyone’s saved preference.

Phone numbers are optional: you can save a customer with their name and email alone. Contact cards retain email alongside phone so you can distinguish an email-only contact from missing information. Texting still requires a valid phone number and consent.