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. 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 organisationat 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:
- hide the help panel, or
- continue working with the new client to create a new:
add a new contact
- job, or
- Select Add a Contact. The New Contact dialog is displayed. Provide the following information, as required.
Field Description Name The full name of this contact person. For example: Catrina Foster Position Job role or position: Accounts clerk Set as primary contact The primary contact is effectively the default contact for the client. Whenever WorkflowMax needs to use the client and contact field, it will select this contact, as opposed to any additional (non-primary) contacts. Salutation The name to follow 'Dear' at the start of a letter: Catrina Addressee The formal name used in templates for documents such as invoices: Ms C Foster Phone Number Contact phone number including area code: (04) 123-4567 Mobile Mobile number: (022) 234-5678 Email Address Contact email address: firstname.lastname@example.org + Upload Picture Allows you to upload a picture of the contact person. Maximum file size 2MB in png, jpg, gif or bmp format.
- Save your changes.