Clients

The Clients page is your customer list, built automatically as customers call, book, and check in. Nobody types a CRM entry.

The list

Every client shows a lifecycle pill, Active, Dormant, or New, with search across name, contact info, address, and notes. Add a client manually any time.

The client record

Four tabs:

• Timeline. Everything that ever happened, grouped by month and filterable by visits, invoices, messages, and reviews.
• Vehicles. Every car they own, each with its total charged and visit count at a glance, searchable by plate, VIN, year, make, model, or the tech who worked on it, so a fleet account with thirty identical vans is a two-keystroke lookup, not a scroll. Tap a vehicle to expand its full service history: every visit with the work done, which tech did it, what it cost, and a link to the invoice. In-progress work and unpaid balances show right on the row, so fleet accounts can answer "what has this truck cost us, and who works on it" without leaving the page. Admins additionally see each vehicle's gross profit and margin inside the expanded history — service writers and technicians never see margins. Every row also carries a Check in button that opens check-in with the car and owner prefilled (vehicles currently in the shop link to their board card instead), and Add vehicle registers a car to the client without a visit: pick your way in up front, Plate (state + Look up decodes it), VIN (Decode fills the specs), or Manual entry (search "2018 F-150" or type year/make/model), add a unit number, done. Onboarding a fleet is one paste-session; every visit after is two clicks. Removing a vehicle never erases its story: any vehicle that belongs to a client stays at the bottom of the list as Removed, history still expandable, with a Restore that brings a returning vehicle back onto the same record.
• Notes. Internal notes your customer never sees.
• Profile. Contact details, tags, custom fields, and their preferred channel: text, email, or phone. Sends respect the preference. Fleet accounts also set payment terms here (Net 7–60): every invoice sent to any of their vehicles gets a due date stamped from the terms, and the balance ages as a receivable until it's paid.

When an account has two or more open invoices, its panel grows a billing block automatically: finished-but-unsent invoices with one Send all button, running bills for work still in progress (listed, never sendable until every job on them is complete), and sent invoices awaiting payment with their due dates and overdue flags. Regular customers never see it. Each row opens the invoice itself, viewable and printable whatever state the visit is in.

Tax-exempt customers

Dealers, resellers, and fleet accounts that shouldn't be charged sales tax get a Tax exempt toggle on the client. Turn it on and enter their resale or exemption certificate number. From then on every quote and invoice built for that customer carries no sales tax, and the customer document shows a clear "Tax exempt" line with the certificate number in place of a tax amount, so the exemption is on the record, never a silent gap.

Exemption covers sales tax only. Shop supplies and the environmental fee are still charged. The status shows as a small "Tax exempt" chip on the customer card while you build a quote, so it's never a surprise at the counter.

Where clients come from

• The AI receptionist creates or matches clients by phone number.
• Website bookings and check-ins do the same.
• Repeat customers match automatically, so their history stays on one record.