Clients

How to add, edit, archive and delete clients, what the Lead, Active and Archived statuses mean, and what every field on the client form does.

What it is for

A client is the company or person you work for and send estimates and invoices to. Every site, job, estimate and invoice belongs to a client.

You find clients in the menu under Operations, then Clients.

A client record holds:

• the details that are printed on documents (name, address, tax number, registration number),
• how many days the client has to pay an invoice,
• the client's contacts (see Client contacts),
• files you attach to the client.

The words VAT number, VAT, Company registration number and Reg. on this page are the default words. Your company may see other words for its country. An owner or admin can change them in Settings, Wording.

Who can use it

Add a client

1. Open Operations, then Clients.
2. Press New client.
3. Fill in Name. It is the only required field.
4. Fill in the other fields you know. See Fields.
5. Press Create. You go back to the client list. Press Create & create another instead if you want to add the next client straight away.

A new client starts as a Lead. See Client status.

You add contacts and attachments after the client is created: open the client again and scroll down.

Edit a client

1. Open Operations, then Clients.
2. Click the client, or open the ⋮ menu on its row and choose Edit.
3. Change the fields.
4. Press Save changes. You go back to the client list.

The status badge (Lead, Active or Archived) is shown under the client's name at the top of the page.

Changing a client does not change estimates and invoices that already exist. See What happens after.

Client status

Every client has one of three statuses. You never type or pick the status. FSMCore works it out.

A client becomes Active as soon as it has one of these:

• a job in any status other than Quoted,
• an invoice that is sent, part paid or paid (a draft or void invoice does not count),
• an accepted estimate.

Deleted jobs, invoices and estimates do not count.

A client goes back to Lead by itself if none of these is true any more, for example when its only job is deleted.

Archive a client

Archive a client you no longer work with. Only an owner or admin can do this.

1. Open Operations, then Clients.
2. Open the ⋮ menu on the client's row and choose Archive.
3. Confirm. You see "Archived" with the client's name, and the counts on the tabs change at once.

What archiving does:

• The client moves to the Archived tab and leaves the Active and Leads tabs.
• The client is hidden from client pickers for new sites, jobs, estimates and events. It still shows there if you type its name in the picker, with (Archived) after the name.
• Nothing is deleted or voided. Its sites, jobs, estimates and invoices stay and still open.
• A job or document that already has this client keeps it and still saves.
• FSMCore records who archived the client.

To archive several clients at once, see Bulk actions.

Restore a client from the archive

Only an owner or admin can do this.

1. Open Operations, then Clients, then the Archived tab.
2. Open the ⋮ menu on the client's row and choose Restore from archive.
3. The window, headed "Restore" with the client's name and a question mark, says "The client goes back on the Active or Leads tab and into the client pickers." Press Restore. You see "Restored" with the client's name, and the counts on the tabs change at once.

The client goes back to Lead or Active, whichever fits.

Delete a client

Delete is for a client that was added by mistake. For a client you stopped working with, use Archive instead.

1. Open the client.
2. Press Delete at the top of the page and confirm.

A deleted client leaves every tab of the list. It is not gone: you can see it again with the Deleted records filter (see Filters). Deleting a client this way does not delete its sites, jobs, estimates or invoices.

To bring a deleted client back:

1. In the client list, set the Deleted records filter to Only deleted records.
2. Open the client.
3. Press Restore at the top of the page.

Delete a client for good

Only an owner or admin can do this. A supervisor does not see the button, but can still restore a deleted client.

A deleted client shows a Force delete button at the top of its page. It removes the client for good and cannot be undone. The client's sites, its contacts and its empty jobs (with their crew assignments and deployments) go with it.

FSMCore refuses, and nothing is deleted, when:

• the client, one of its sites or one of their jobs has an estimate, an invoice or a crew invoice. Drafts, void and deleted ones count too.
• one of those jobs has logged time, job costs, snags or a completion sign-off.

You then see the message Not deleted with the reason, and the client stays in Deleted records. See Common mistakes.

The list

The client list is under Operations, then Clients. The New client button is at the top.

Tabs

Each tab shows a count. The list opens on Active. If your company has no active client yet, it opens on All.

Columns

Table or cards

On a computer the list is a table. On a phone each client is a card with the same four values. The layout button above the list switches between the two, and your browser remembers the choice.

Search

The search box above the client list looks in the Name, Phone and Email of the clients in the tab you are on. You do not need the exact spelling: words in any order, small typos and missing spaces still find the client. The best match comes first.

The search box at the top of every page finds clients too, from anywhere in FSMCore. It looks in the client's name, phone and email, and shows the phone and email under each result. Archived clients are found too. Deleted clients are not.

Filters

Filters apply as soon as you pick a value.

Lead, Active and Archived are tabs, not filters.

Row actions

Open the ⋮ menu on a row.

Bulk actions

Tick the clients you want, then open the bulk actions menu above the list.

Each ticked client is checked on its own. A client the action cannot be done on is skipped and named in the result, and the rest go through. When every ticked client goes through, Archive selected shows "Archived" and Restore selected from archive shows "Restored", with the number of clients (for example "3 records"). The counts on the tabs change at once. See Common mistakes.

Fields

Name

Required. The name you know the client by. It is shown in lists, pickers and search, and it is printed as the client's name on new estimates and invoices, unless Business name is filled.

Business name

Optional. Up to 255 characters. The client's legal name, when it is not the same as the name you know them by. Printed on new estimates and invoices instead of Name when filled.

Phone

Optional. The client's main phone number. It is copied onto new estimates and invoices.

Email

Optional. Must be a valid email address. It is copied onto new estimates and invoices. When you send an invoice, this address is offered first as a recipient, followed by the email addresses of the client's contacts.

VAT number

Optional. Up to 255 characters. The client's tax number. It is copied onto new estimates and invoices and printed in the Bill to block after the short tax word, for example "VAT IE1234567T".

Company registration number

Optional. Up to 255 characters. It is copied onto new estimates and invoices and printed in the Bill to block after "Reg.".

Registration number (records only)

Optional. Up to 255 characters. For your own records and for the AI assistant. It is not printed on documents.

Website

Optional. Up to 255 characters. For your own records.

Default invoice due (days)

Optional. A whole number from 1 to 365. The number of days this client has to pay an invoice.

• Leave it empty to use your company default. The grey number in the empty field shows the current company default.
• Fill it in only for a client that agreed different payment terms.
• It is used when an invoice is issued, to set the due date.
• Changing it never moves the due date of an invoice that is already issued.

Address (as it appears on invoice)

Optional. The client's billing address, written the way it should be printed. It is copied onto new estimates and invoices.

Notes

Optional. Free text for your own use. Not printed on documents.

Contacts

Open a client and scroll down to Contacts. This is the list of people at the client. It is described on its own page: Client contacts.

Attachments

Open a client and scroll down to Attachments, below the contacts. Use it for files that belong to the client, for example a signed contract or a purchase order.

Add an attachment

1. Press New attachment.
2. Add the file in File. Required. One file up to 512 MB. Allowed: photos (JPEG, PNG, GIF, WebP, HEIC), videos (MP4, MOV, WebM, MKV, 3GP, AVI), PDF, Word, Excel, plain text and CSV.
3. Optional: fill in Title, up to 255 characters. It is shown instead of the file name.
4. Optional: fill in Description.
5. Wait for the line "File ready. Tap the button below to save it.". The save button then reads Save 1 file to attachments. Press it.

The file is only saved when you press the save button. If you close the window with an uploaded file that is not saved, FSMCore asks "Discard 1 unsaved file?" first.

Large phone photos are made smaller when they are saved.

The attachments list

The ⋮ menu on a row has View (opens the file in a new tab), Download and Delete. Tick several rows to use Delete selected.

Every attachment counts towards your company's storage. See Settings, Storage.

Picking a client elsewhere

The Client picker on a site, job, estimate and event works the same way everywhere:

• It lists leads and active clients.
• Archived clients are left out until you type in the picker. Then they are found, with (Archived) after the name.
• A record that already holds an archived client keeps it.

What happens after

• A new client appears as a Lead and can be picked on a new site, job, estimate or event at once.
• The client's name (the Business name when it is filled), address, email, phone, VAT number and company registration number are copied onto an estimate or invoice when that document is made. The document keeps its own copy. Changing the client later does not change documents that already exist.
• The client turns Active by itself with its first job past Quoted, its first sent invoice or its first accepted estimate.
• Every change to a client is recorded: who changed what, and when.
• Adding, changing, archiving or deleting a client sends no email and no notification.
• The AI assistant can add, change, archive, restore and delete clients for you, with the same rights you have. Each change waits for your approval first.

Common mistakes

"Only an owner or admin can archive a client or restore it from the archive." You are signed in as a supervisor. A supervisor does not see Archive or Restore from archive in the ⋮ menu, and gets this message when asking the AI assistant to do it. Ask an owner or admin to archive or restore the client.

A bulk action skipped some clients. The result names each skipped client and why:

• "you may not do this": you are not an owner or admin, or you may not delete or restore that client.
• "already archived": the client was already in the archive when you chose Archive selected.
• "not archived": the client was not in the archive when you chose Restore selected from archive.

"Not deleted": "(client name) has invoices, estimates or crew invoices and cannot be deleted for good. It stays in Deleted records." You pressed Force delete on a client that has documents, on itself, on one of its sites or on one of their jobs. Drafts, void and deleted documents count too. The client cannot be removed for good. Leave it deleted, or restore it and archive it.

"Not deleted": "(client name) has jobs with logged time, costs, snags or a sign-off and cannot be deleted for good. It stays in Deleted records." One of the client's jobs has logged hours, job costs, snags or a completion sign-off. The client cannot be removed for good.

"Only an owner or admin can delete this for good." A supervisor cannot use Force delete. Ask an owner or admin.

Default invoice due (days) is refused. Default invoice due (days) takes a whole number from 1 to 365. A number outside that range is refused on the field when you save. The AI assistant is held to the same range. Leave the field empty to use the company default.

I cannot find a client in the list. Check the tab. A new client with no work yet is under Leads, not Active. An archived client is under Archived. A deleted client shows only with the Deleted records filter.

I cannot find a client in a picker. The client is probably archived. Type its name in the picker: it shows with (Archived). Or restore it from the archive first.

The client's new address is not on an old invoice. That is on purpose. A document keeps the details it was made with. For a draft, change the details on the document itself.

The due date of an issued invoice did not change after I changed the due days. Default invoice due (days) is only used at the moment an invoice is issued. It never moves a due date that is already set.

"Storage full: clean up in Settings > Storage, or upgrade." Your company's storage is full, so the attachment was refused. Free up space in Settings, Storage, or move to a bigger plan.