Client records for service companies – all client information in one place

Why client records matter in a service company

For a service company a client is a place as much as a name. Field staff need to know where the job is, who to talk to, where the key is kept and which lawn is included. The office needs to know where the invoice goes and what has been done for the client this year. In OpSynk all of that sits on the client, and every work order, round and invoice basis draws on it.

What each client holds

• Company or private person

  Choose the client type and enter the organisation or personal identity number.

• Address and billing address

  Each client has an address, plus an optional separate billing address and an invoice e-mail address.

• Contact persons

  Add several contacts with role, name, e-mail and phone, and link a contact to a job.

• Notes

  Door codes, where the key is, the dog in the garden. Notes can carry attachments, and you choose whether they show in the app.

• Files and documents

  Store images, PDFs and documents on the client and choose which ones field staff can see in the app.

• Zones on the map

  Draw the client's areas on a map and link work order tasks to the right zone.

Each client has one address, and each job can have its own work address. There is no separate list of several sites under one client, so a property manager with many buildings is set up either as several clients or as one client with a work address per job.

History collected on the client

• Jobs: the client's work orders and inspection rounds, planned and completed, with their progress.
• Time reporting and invoice basis: reported time and the invoice bases created for the client, marked not sent, sent or paid.
• Inspection rounds: with the add-on, a round report can be shared with the client by link. See inspection rounds.
• Quotes: with the Offert add-on, quotes sit on the client, who can accept or decline them by link.
• Notes and files: built up over time, so a new colleague can read up before the first visit.

Client information in the app

In the mobile app for iOS and Android each job shows the address or work address, the contact person, the notes and files you have chosen to show in the app, and the client's zones on the map. Directions open in the phone's maps app. When the office updates a door code or a contact, the change appears in the app straight away. Roles and permissions decide who can edit client records.

Import your clients from a CSV file

If your clients are already in a spreadsheet or another system, save them as a CSV file and import them. Staff can be imported the same way. Deleted clients, jobs and users can be restored.

Client records, not a CRM

OpSynk is not a sales and marketing CRM. Its client records are built for carrying out and billing jobs at the client's site. There is no client portal, no custom fields, no service contracts and no CRM integration today.