What is a customer record for?

Customers live under Task tracking, then Customers. They are the companies you work for, not the people who use Worktivity. Owners and co-owners always see the screen; a manager sees it when Allow managers to create and edit customers is on.

The two jobs a customer does

1. It gives a project an owner outside your organization. Link a customer on a project and the hours tracked against that project become billable work for that company.
2. It fills in the client block of an invoice. You bill a customer record, not a name you type in.

Adding one

1. Go to Task tracking, then Customers, and select Add customer.
2. Fill in Company and the contact person's First name and Last name. Those three are required.
3. Email, phone and website are optional. A website without https:// gets it added for you.
4. Address, tax office and tax number are optional here but they end up on invoices, so filling them in now saves a round trip later.
5. Notes are internal.

Invoices keep their own copy

When an invoice is created, Worktivity copies the company name, email, phone, tax office, tax number and address onto the invoice itself. Editing the customer afterwards does not change invoices that were already issued, and editing those details on an invoice does not change the customer record. That is deliberate: a document that was sent should keep saying what it said.

Deleting a customer

• Projects linked to it stay, but they lose the link. Adding the customer back later does not restore it, so the confirmation counts the linked projects before you agree.
• Invoices already issued are untouched. They carry their own copy of the details.
• Deleting is limited to owners and co-owners.

Small things worth knowing

• The search box covers company, contact person, email and phone, so a partial phone number finds the row.
• With cost management on, an owner or co-owner gets a Create invoice for this customer action straight from the row.
• Expanding a row shows the tax and address details without opening the edit window.