Customer Management

Required Role: OWNER, EMPLOYEE
Plan Required: STARTER

Manage your customer relationships effectively with Turf Pro Logic's comprehensive customer management features.

Overview

The Customer Management system allows you to store customer information, manage multiple properties per customer, track service history, and organize customers with tags and custom fields.

Getting Started

Before adding customers, ensure you have:

• Completed account setup (see Getting Started)
• Configured business settings (see Business Settings)

Adding Customers

Step-by-Step: Create a New Customer

1. Navigate to Customers in the sidebar

2. Click the "New Customer" button (plus icon in the top right)

3. Fill in the customer information form:

• Name (required): Customer's full name
• Email: Customer email address (required for portal access and email communications)
• Phone: Contact phone number
• Address: Primary address (used for the first property)
• Company Name: If customer represents a business
• Notes: Special instructions, preferences, or important information

4. Click "Save Customer"

Customer Information Fields

• Name: Full legal name or business name
• Email: Used for invoices, estimates, and portal access
• Phone: Primary contact number
• Address: Street address, city, state, ZIP code
• Company Name: Business name if applicable
• Notes: Free-form text for any important information

Managing Customer Properties

Each customer can have multiple properties where you provide services.

Adding a Property

1. Open the customer's detail page

2. Click on the "Properties" tab

3. Click "Add Property"

4. Enter property details:

• Address: Full property address
• Property Type: Residential, Commercial, Industrial, or Municipal
• Square Footage: Total area (helps with pricing)
• Grass Type: Type of turf (Centipede, St. Augustine, Bermuda, Zoysia, Fescue, or All Turf)
• Access Instructions: Gate codes, lockbox codes, special entry notes
• Notes: Property-specific information

5. Click "Save Property"

Property-Specific Pricing

Set custom pricing for specific services at a property:

1. Open the property details

2. Navigate to "Pricing" section

3. Click "Add Custom Price"

4. Select a service

5. Enter the custom price

6. Add notes if needed

7. Click "Save"

This overrides the default service price for this property only.

Customer Tags

Use tags to organize and filter customers.

Adding Tags

1. Open a customer's detail page

2. Click "Tags" or the tag icon

3. Type a tag name and press Enter

4. Tags are automatically saved

Using Tags to Filter

1. Go to the Customers list page

2. Use the filter bar at the top

3. Select tags from the dropdown

4. The list will show only customers with selected tags

Common Tag Ideas

• Service frequency: "Weekly", "Bi-weekly", "Monthly"
• Service type: "Lawn Care", "Landscaping", "Snow Removal"
• Status: "Active", "Inactive", "Prospect"
• Location: "North Side", "Downtown", "Suburbs"
• Payment: "Auto-pay", "Check", "Credit Card"

Customer Notes

Keep detailed notes about each customer interaction.

Adding Notes

1. Open the customer's detail page

2. Scroll to the "Notes" section

3. Click "Add Note"

4. Enter your note text

5. Notes are automatically timestamped

6. Click "Save"

Best Practices for Notes

• Document service preferences
• Record special instructions
• Note payment preferences
• Track contact history
• Record complaints or compliments
• Document property-specific issues

Customer Portal

Customers can access their own portal to view invoices, estimates, and make payments.

Enabling Customer Portal

1. Ensure customer has a valid email address

2. Portal access is automatically enabled when you send the first invoice or estimate

3. Customer receives an email with portal access link

What Customers Can Do in Portal

• View all invoices and payment status
• View and approve/reject estimates
• Make payments online (if Stripe Connect is configured)
• View service history
• Update contact information (if enabled)

Related: See Customer Portal for detailed information

Common Tasks

Editing Customer Information

1. Open the customer's detail page

2. Click "Edit" button

3. Update any fields

4. Click "Save"

Deleting a Customer

1. Open the customer's detail page

2. Click "Delete" button (usually in a menu)

3. Confirm deletion

4. Note: This action may be restricted based on your role

Searching for Customers

1. Go to the Customers list page

2. Use the search bar at the top

3. Type customer name, email, phone, or address

4. Results filter in real-time

Filtering Customers

Use the filter bar to filter by:

• Tags
• Status (Active/Inactive)
• Payment status
• Service type
• Date range

Exporting Customer Data

1. Go to the Customers list page

2. Click "Export" or "Download" button

3. Choose export format (CSV, Excel)

4. File downloads with all customer data

Troubleshooting

Customer portal link not working

• Verify email address: Ensure customer email is correct
• Check email delivery: Customer may need to check spam folder
• Resend portal access: Go to customer detail page and resend portal email
• Portal settings: Verify portal is enabled in Business Settings

Can't add property

• Check customer exists: Ensure customer is saved first
• Verify permissions: Only OWNER and EMPLOYEE roles can add properties
• Check address format: Ensure address is properly formatted

Tags not saving

• Refresh page: Sometimes tags need a page refresh to appear
• Check permissions: Verify your role allows tag management
• Clear browser cache: Try clearing cache and reloading

Customer search not working

• Check spelling: Verify search term spelling
• Try partial match: Search may require exact matches in some cases
• Clear filters: Remove any active filters that might be hiding results

Can't delete customer

• Check dependencies: Customer may have active jobs, invoices, or estimates
• Verify role: Only OWNER can typically delete customers
• Check for restrictions: Some customers may be protected from deletion

Related Articles

• Getting Started - Initial account setup
• Job Scheduling - Scheduling jobs for customers
• Invoicing - Creating invoices for customers
• Estimates - Creating estimates for customers
• Customer Portal - Customer-facing portal features
• Properties - Detailed property management (if separate article exists)

Best Practices

1. Complete customer profiles: Fill in all available fields for better organization
2. Use consistent naming: Establish a naming convention (e.g., "John Smith" vs "Smith, John")
3. Add properties immediately: Don't create jobs without properties
4. Use tags strategically: Create a tag system that works for your business
5. Keep notes updated: Add notes after every customer interaction
6. Verify email addresses: Ensure emails are correct for portal and invoice delivery
7. Set property-specific pricing: Use custom pricing for properties with special requirements
8. Regular data cleanup: Periodically review and update customer information
9. Use search and filters: Leverage filtering to find customers quickly
10. Document access instructions: Always add gate codes and access info to properties