Managing Clients

The client list and its record controls appear first. Open Client summary for five metrics: clients, active clients, portfolios, open pipeline, and customer payments. Open Filters and sort for advanced criteria; active filters stay visible. The desktop table can scroll horizontally in its focusable region on narrower screens, while mobile cards retain the same record navigation and selection controls.

The Clients workspace at /clients is the V2 customer directory. It keeps the useful V1 address-book workflow—customer search, relationship context, contact details, property context, pipeline value, and customer history—on V2's organization and office-scoped data boundary.

The workspace uses the Clean Estimate visual system: a compact customer header, teal operational accents, an orange creation action, dense desktop rows, and touch-friendly mobile cards. It is intentionally distinct from the Flyra reference while following the approved light CRM direction.

Directory overview

The five metrics in Client summary describe every client the signed-in team member may see, not only the current filtered page:

Company totals include only child service sites visible in the current office scope. Work retained directly on a company from before it became a portfolio is not blended into service-site rollups.

An exact-work prepayment appears in the owning client's Payments history and Customer payments value after the provider reports it as settled. Partial and full refunds reduce that value by the refunded amount. If the provider settles a duplicate attempt, the additional cash remains visible until its refund is recorded instead of disappearing from the client's financial history.

CE Pro attributes this money through the frozen repeat-work order only when the payment and order match the same organization, office location, and connected Stripe account recorded on both. A prepayment for another client, office, organization, or provider account cannot enter the selected client's history or value total.

Search, filters, and sorting

Search matches customer and company names, contact names, normalized phone and email values, and saved property addresses. Use the relationship pills to view all customers, standalone clients, service sites, or company portfolios.

Phone-only search matches the same client whether you enter formatted punctuation or equivalent digits. A portfolio row identifies the child service site that supplied a displayed phone or email, so the contact is not mistaken for the parent company's own contact.

The filter row includes:

• Status: All, Active, or Deactivated
• Customer type: Household, Business, or Service site
• Health: All, Active, At Risk, Dormant, or New. See

Health status below.

• Office location: only locations available to the signed-in member
• Customer tags: one or more shared labels, matching any selected tag
• Sort: Recent activity, Name A–Z, Name Z–A, Open pipeline, or Customer

payments

The Sort label appears above this existing control; the ordering rules are unchanged.

Filters combine rather than replacing one another. Clear restores the default newest-activity view. The directory returns 25 stable rows per page; use Previous and Next to reach every matching customer.

On desktop, each row shows customer identity, relationship, contact methods, property or portfolio context, office access, open work counts, pipeline, payments, and last activity. On phones and narrow tablets, the same real data is condensed into customer cards.

Each row or card also shows the first saved customer tags and a health badge. Select customers with the row checkboxes to open the bulk toolbar. From there you can choose or create shared tags and add them to every selected visible customer (repeating the action is safe: an existing assignment is not duplicated), Activate or Deactivate the selection, or Export CSV to download the selected rows from the browser. A bulk status change asks you to confirm before deactivating, and the toolbar reports how many of the selected customers actually changed, since another tab may have already changed one.

Health status

Each client shows a health badge computed from completed jobs, the same thresholds V1 used:

A company portfolio's health rolls up every visible child service site's completed jobs; a standalone client or service site counts only its own. Use the Health filter to narrow the directory to one status.

Custom fields and lead source

Teammates with Manage pipelines can add organization-wide custom fields (text, number, date, or single-select) from the Custom fields card on a client profile, and archive a field that is no longer needed without losing values already saved against it. Lead source is a separate, optional field: choose it from the existing lead-source list when you create a client, and change it later from Edit client on the profile.

Create a client

Select New client to save the customer, office link, primary contact details, and first service property in one operation.

1. Enter the client's First name, Last name, and optional

Business / company name. Leave the name fields blank for a company-only client. Choose Household or Business.

1. Select the office location that owns the customer.
2. Optionally choose a Lead source from the workspace's saved list.

Teammates with Manage pipelines can select + Add new lead source, enter its name and prefix, and use the saved source immediately and on future records.

1. Optionally enter a primary contact phone and email. The contact name is

taken from the client identity above. New phone entries must be a complete 10-digit North American number, an 11-digit number beginning with 1, or a supported international number beginning with + and its country code. Extensions, letters, and ambiguous international formats are refused rather than guessed.

1. Enter the primary service property's address line, optional **Address 2 /

Suite**, city, state or region, postal code, and country. Google Places may fill these fields when it is configured, and manual entry remains available.

1. Review any possible duplicate customer links.
2. Select Create client.

The web form labels each name choice and contact field. If the name or business identity is incomplete, the form associates its error with the available name fields; invalid phone or email values show beside the affected field. Press Enter to submit from a form field. Validation errors do not create a client.

If required client details are missing, the form names the fields to finish. Closing a partly completed new-client form asks before discarding the entered details. Google address suggestions fill the structured fields they provide; missing fields remain visible for manual completion before save. Editing City, State, or ZIP after selecting a suggestion keeps the other selected address fields.

The customer graph is atomic: if the location, contact, or property cannot be saved safely, the new client is not left half-created. The structured address, including Address 2 / Suite when present, is retained for routing while the familiar full display address remains available throughout the app. Service message permissions are captured in the lead workflow when the customer makes that choice; creating or editing a client does not infer, grant, or clear those existing permissions.

Creating a Business does not automatically make it a portfolio. It remains a normal work-owning client until one or more service sites are structurally grouped beneath it.

Open a client profile

Select a row or mobile card to open /clients/[id]. The profile provides real contact and property editing, linked leads, estimates, jobs, payments, and safe quick actions. See Client Profile.

V1 Clients workflows

The existing V1 client workspace remains supported while V2 reaches feature parity. In a V1 deployment, go to Admin > Clients for these shipped workflows:

Add a contact

1. Select Add Contact.
2. Choose Residential or Commercial, then enter the contact name, lead source,

phone, email, and service address.

1. Optionally choose Nested Under to place the contact inside an existing

account and assign a Decision Maker, Property Contact, Billing Contact, or Member role.

1. Save the contact. Open its profile to add more addresses or change its

relationship details.

Add and manage an account

1. Select Add Account.
2. Enter the account name, account type, status, and any available business

contact details.

1. Save, then use Add Contact with Nested Under to add the people who

belong to the account.

1. Expand the account row to review its nested contacts and roles.

For the difference between V1 nested contacts, V2 saved properties, and V2 company service sites, see Client Accounts.

Search, filter, and work in bulk

• Search by customer name, email, phone, or address.
• Combine the V1 Status, Health, and Tags filters to narrow the directory.
• Use the table headings to sort the current results.
• Select one or more rows to change status, add tags, archive records, or

export the selected customers to CSV.

Properties, scheduling, and deletion

• Open a V1 client profile and use Addresses to add service properties,

download the property CSV template, or bulk-upload property rows.

• Use New Job from a supported client or account profile, choose the work

owner and property, then select the accepted estimate, truck, crew, scheduling window, and one-time or recurring behavior.

• Use the delete action at the bottom of the profile when removal is required.

V1 blocks deletion while linked work still needs the customer record.

The V1 profile also retains its work, billing, property, communication, details, and activity views. See Client Profile for the relationship history concepts shared by both versions.

V2 parity still required

The following shipped V1 capabilities remain required V2 product follow-ups. They continue to work in V1, but are not represented by placeholder controls or fake values in the V2 workspace:

• computed segments beyond a tag or tag combination (V1 never had one either,

so this stays open pending an owner definition);

• richer billing actions and aging summaries beyond the new paginated V2

invoice/balance history, client activity automation, and AI summaries;

• a profile-local manual-job shortcut, inline customer/property creation from

the job dialog, multi-property bulk scheduling, and recurring job setup.

Health scoring, custom fields, lead-source fields, bulk status changes and archive, CSV export, and direct customer-message composition from a profile now ship in V2, described above and in Client Profile.

Current V2 supports either accepted-estimate creation or one-time standalone creation. For standalone work, open Calendar, select New job, search for the active standalone client or work-owning child service site, and choose an active saved property. A company portfolio parent never owns the work.

These are dependency gaps, not intentional feature removals. The approved V2 product exception remains the removal of multi-step estimate wizard navigation.