Overview
You can access the Customer page from the top navigation. You will see a list of list of customers. You can also access a customer or filter the customer list through the Global Search in the top navigation.
The rows in the customer table are clickable and will take you to the Customer Profile. From this page you can add.
Customer Profile
Each customer profile contains multiple tabs that give you access to:
Work Order History
Contacts
Assets
Unpaid invoices
Payments
Adding Customers
When you click the New Customer button you will get a modal to add a new customer. You can enter the following information:
Name (Required)
Phone (Required)
Address (Required)
Notes (You can pin these notes so they show up on every work order)
Website
IBS account number
Editing Customers
When you edit a customer you can add additional information to the customer profile.
Credit Terms: Customer payment terms, such as COD, Net 10, Net 30, etc. This will flow through to the due dates on your invoices
Credit Limit: Sets the maximum amount a customer should have in unpaid invoices. Customers that have gone over the credit limit will be marked with a red badge "Over Limit" on their work orders and you will get a warning when creating a new work order.
Custom Labor Rate: This will override the default Labor Rate when creating work orders.
Custom Shop Supplies: This will override the default shop supplies configured for that location.
You can apply a different tax setup than the default.
You can set the customer to require a purchase order and force that at time of invoicing
Work Orders Tab
The Work Orders tab displays every work order—past and present—associated with this customer. This includes estimates, active jobs, completed jobs, and invoiced/paid work.
The customer’s work orders list includes all of the same columns you would see on the main account work orders page. Each row is clickable and opens the full work order.
What You Can Do on This Tab:
Create a new work order for this customer
Filter work orders by status
Quickly open any work order to continue work or review history
See billing stages at a glance (e.g., which WOs are awaiting invoicing)
Contacts Tab
The Contacts tab stores all individuals associated with the customer.
You can add new contacts with the following fields available
First Name
Last Name
Email
Phone number
Mobile Phone Number
Title
Access to approve work orders
Access to Customer Portal
Contacts will be assigned to Assets on the Asset screen and each contact can be assigned to multiple assets.
From this tab you can see all of the contact details and additionally view:
Number of assigned assets
Number of invoices
Customer Portal access status
Edit contact
Assets Tab
The Assets tab shows all units associated with the customer. This is where you track everything the shop works on for them and add new assets to the customer.
Note: At this time, there is no option to download or export a list of assets associated with a customer.
Adding a new Asset
When adding a new asset you start by selecting the Contact, and then entering the following information:
Contact (Required)
VIN/Serial #
Year
Make (Required)
Model
Trim
Engine
Drivetrain
Unit
Type
Mileage
Engine Hours
License Plate
Color
Notes (you may pin notes as well to show on the vehicle card on the work orders)
Asset Profile Page
When you click on an Asset row you will go to the Asset Profile page. From this page you can see all Work Orders and Invoices associated with that Asset split into two tabs. Additionally, you can:
create a new work order for this asset
filter by work order status
edit the preferred contact for this asset
access Shop Coach Asset History, which allows you to search to get details of that assets work order and invoice history
Unpaid Invoices Tab
This page will show you all unpaid invoices on this customer account. You can see the list of invoices, including the invoice date, type, total, balance and status, and you can click on the invoice icon to take you to the specific invoice in the work order view.
You can download, email, or print a statement which shows all of the unpaid invoices and the amounts categorized by how much past due they are.
From this page you can also apply payments by selecting one or more invoices and clicking the New Payment button.
Apply Customer Payment
When you click the New Payment button the Payment Amount will automatically populate with the full amount of the invoices selected and the current date for the payment date, the date is editable but required. You can edit that amount to submit a partial payment and apply those that amount across the selected invoices. You also must enter a payment method and you can optionally enter a reference number and memo.
If you submit a partial payment, the status for the unpaid invoice will update to partially paid.
Payment Tab
On the payments tab you can see all invoices paid for this customer and you can expand the payment to see the invoices the payment was applied to. You also have the ability to delete a payment, this will revert the invoice back to the Invoice status.