# Add clients and properties

> Add a client (customer) and their service addresses in Clients, keep gate codes, contacts and notes on their page, and archive or delete clients you no longer work with.

Every request, quote, job and invoice belongs to a client (customer), and usually to one of that client's properties (service addresses). **Clients** lists them all, and each client's page keeps their addresses, gate codes, other contacts, notes and all the work you've done for them.

## Add a client

1. Open **Clients** and choose **New client**. You can also choose **Create → Client** in the sidebar, or **New client** under **More** on a phone.
2. Fill in **Name**. Everything else is optional:
   - **Company**, for a business client.
   - **Email** and **Phone**. Quotes, invoices, reminders and review requests go to these.
   - **Lead source**: how they found you. Pick a suggestion (Referral, Google, Website, Facebook, Yard sign, Repeat client, Door hanger, Nextdoor) or type your own. **Metrics** counts your leads by source.
   - **Status**: **Lead**, **Active client** or **Archived**. A new client starts as a lead.
   - **Tags**: type a tag and press Enter or a comma. Tags you've used before are suggested. Use them for anything you'd like to pick clients out by, like a neighborhood or "Commercial".
3. Under **Service address**, enter the **Street address**, **City**, **State / Province** and **ZIP / Postal code**. You can leave it empty and add properties later.
4. Choose **Create client**. Their page opens.

If you've typed something in the search box on **Clients**, **New client** starts with that as the name.

:::tip[Already in Crewtavo?]
When another client already uses the email you type, "Already used by" and their name appear under **Email**. Open the link to check before you make a second record. It's only a warning, so you can still save.
:::

You don't have to leave what you're doing to add someone. When you start a request or a quote and the person isn't there, type their name and choose "Create “…” as a new client". They're added as a lead with only a name, so fill in the rest from their page later.

A lead becomes an **Active** client by itself once they have a job: when you convert one of their quotes to a job, or create a job for them. See [When the client says yes](https://crewtavo.com/docs/sales/when-a-quote-is-approved/).

## Find a client

**Clients** lists everyone except archived clients, 50 at a time. **Load more** shows the next 50.

- Type in the search box to find a name, company, email or phone number.
- **All**, **Leads**, **Active** and **Archived** filter by status, each with its count. **All** leaves out archived clients, so choose **Archived** to see them. When you [require a card on file](https://crewtavo.com/docs/billing/autopay/#require-a-card-on-file), owners, admins and office staff with **Invoices and payments** also get **Card not set up**: active clients with no card they agreed to that can be charged.
- **Any tag** narrows the list to one tag. It appears once you've tagged a client.
- Sort by **Name A–Z** or **Newest first**.

"No clients match" means the filters left nobody: choose **Clear filters** to start over. To find a client from any screen, use search at the top. See [Find anything with search](https://crewtavo.com/docs/getting-started/find-anything/).

## Import or download your client list

Owners, admins, office staff and estimators have these in the **⋯** menu on **Clients**:

- **Import from a spreadsheet** brings in clients and their properties from a CSV file, like Jobber's Clients and Properties exports. Clients already in Crewtavo get the new properties instead of a duplicate. See [Switch from Jobber](https://crewtavo.com/docs/getting-started/switch-from-jobber/) for the steps.
- **Download as spreadsheet** saves every client, archived ones too, as a CSV file: name, company, email, phone, one service address, status, lead source, tags and the date they were added.

To download everything in Crewtavo at once, see [Back up and export your data](https://crewtavo.com/docs/hosting/backups/).

## The client's page

At the top are the client's status, company and tags, then **New request**, **New quote** and the **⋯** menu. Below that:

- **Properties**: their service addresses.
- **Requests**, **Quotes**, **Jobs** and, for the office, **Invoices**: all the work for this client, each with a count. Choose a row to open it.
- **Plans and files**, once they have a property. See [Upload and manage plans](https://crewtavo.com/docs/jobs/plans-and-files/).
- **Notes and messages**.

Down the side: **Details** (email, phone, what they owe, **Lead source**, **Referred by** for a client who came from a referral link, **Client since**, the billing address, their payment terms and tax, the marketing switches and your internal notes) and **Other contacts**.

## Edit a client

Choose **⋯ → Edit client**. Along with the fields you filled in when you added them, there are:

- **Internal notes**, shown under **Details** on their page. They're for your team.
- **Billing address**, for a client who gets their bills somewhere else. Leave it empty if it's the same as the service address.
- Under **Invoices**, **Due after (days)**: when their invoices are due, in place of your usual terms. Leave it empty for yours; 0 means due on receipt.
- **Tax exempt: no tax on their quotes and invoices**, with an **Exemption number or note** if you like. Their drafts lose their tax straight away; quotes and invoices already sent keep theirs.

Choose **Save changes**. Their terms and tax show under **Details** on their page.

## Add a property

1. Under **Properties**, choose **Add property**.
2. Fill in the **Street address**. **Label** is optional and handy for a client with several places ("Main office, Lot B, Rental #2…"), and so is **Apartment, suite or unit**. Then **City**, **State / Province** and **ZIP / Postal code**.
3. Owners, admins and office staff also see **Access**: **Gate code**, **Lockbox code** and **Access instructions**, like "Dog in the back yard; park on the street".
4. Add any **Property notes**, then choose **Add property**.

When you save an address here, Crewtavo puts it on the map, so routes and weather checks know where it is. A property it couldn't place says "Not on the map yet". Check the street, city and ZIP, and save it again. An address you typed in with **New client** isn't placed straight away, so it says "Not on the map yet" too: open **Edit property** and choose **Save property** to place it.

Each property has **Directions**, which opens it in your maps app, and a **⋯** menu:

- **Edit property** changes the address, codes or notes.
- **Measure on the map** opens **Measure** at that property. See [Measure a yard or a roof](https://crewtavo.com/docs/measuring/measure-yards-and-roofs/).
- **Remove property** (owners, admins and office staff) asks "Remove this property?". Requests, quotes and jobs at that address keep their history but lose the address.

### Who sees gate and lockbox codes

The codes are kept apart from the rest of the property, so they don't travel further than they need to.

| Who | When they see the codes |
| --- | --- |
| Owners, admins and office staff | Always, on the client's page and on every visit. They're the only ones who can add or change them. |
| The people put on a visit there (field crew, a crew lead or a subcontractor) | On that visit, the day before and the day of. For a visit at a set time: from 24 hours before it starts until 12 hours after. Once the visit is completed or cancelled, they're hidden again. |
| Everyone else, estimators included | Never. A crew lead who isn't on the visit doesn't see them either. |

An estimator can edit a property's address, but doesn't see the **Access** fields, and saving doesn't change the codes.

## Other contacts

A spouse, a property manager or a bookkeeper can go under **Other contacts**:

1. Choose **Add**.
2. Enter their **Name**, and if you like a **Role** ("Spouse, property manager…"), **Email** and **Phone**.
3. Tick **Primary contact** to mark them **Primary**. A client has one primary contact, so ticking it for someone else moves it.
4. Choose **Add contact**.

To change or remove someone, use the **⋯** beside their name.

:::note
**Gets emailed reminders and receipts** and **Gets text reminders** are saved with each contact, but at the moment Crewtavo sends quotes, invoices and reminders only to the client's own email and phone. If someone else should get them, put their email or phone on the client itself.
:::

## Notes and messages

Type in "Add an internal note: gate quirks, preferences, history…" and choose **Add note**, or press Ctrl+Enter (⌘+Enter on a Mac). Notes are for your team; the client never sees them.

The same list shows, newest first, the emails and texts you've sent the client (with **Failed** on any that didn't go out), texts they've sent back, and messages they've sent from their Client Hub (**From client**). **Show older** goes further back.

Anyone who can open the client's page can add a note, crews included. You can delete your own notes with the trash icon; owners, admins and office staff can delete anyone's. Emails and texts stay.

To text or email the client from Crewtavo, see [Text and email clients from Messages](https://crewtavo.com/docs/clients/messages/).

## What's owed and marketing

Owners, admins and office staff also see these under **Details**:

- **Balance** adds up what the client still owes on invoices that are out, partly paid or past due. Anything you've written off shows as **Written off**. See [Write off an invoice](https://crewtavo.com/docs/billing/write-off-an-invoice/).
- **Marketing** has **Gets campaigns, review and referral asks**. Turn it off and the client gets no campaigns, review asks or referral asks, and their page shows **Unsubscribed from marketing**. It turns off by itself when a client uses the **Unsubscribe** link in any of those emails. (Texting STOP turns off texts only.) Quotes, invoices and reminders still go out. See [Unsubscribes and opt-outs](https://crewtavo.com/docs/clients/marketing/#unsubscribes-and-opt-outs).
- **Reviews** has **Gets review asks**, to stop only review asks. It's off while they're unsubscribed from marketing, and once they've left you a Google review ("Left a Google review, so not asked"). See [Ask for Google reviews](https://crewtavo.com/docs/clients/reviews/).
- **Photos** has **Can be posted on social pages**. Turn it off and photos of their property aren't offered for social posts. See [Social posts](https://crewtavo.com/docs/clients/social-posts/).

## Autopay

Once you take [autopay](https://crewtavo.com/docs/billing/autopay/), owners, admins and office staff whose role has **Invoices and payments** see an **Autopay** card on the client's page. It says whether the client is **Not set up**, **Active**, **Paused**, **Needs a new card** or has a **Bank account being checked**, with:

- The card or bank account ("Visa ending 4242 · expires 08/28"), how they agreed ("Agreed Oct 31, 2026 on their client page") and "Charged from Crewtavo since …".
- **Send autopay invite** (**By email** or **By text**) for a client not on autopay, or **Send Confirm autopay link** for one whose card came in from Stripe.
- **Pause** (or **Turn back on**) and **Remove card**.
- **Recent charges**: each with its invoice, amount and where it stands. Click one to open the invoice.

To invite many clients at once, choose **⋯ → Send autopay invites** on **Clients**. See [Invite a client](https://crewtavo.com/docs/billing/autopay/#invite-a-client).

## Share links and ask for a review

From **⋯** on the client's page:

- **Copy Client Hub link** copies the link to the client's own page, where they see their visits, quotes and invoices and can ask for more work. "Client Hub link copied. Send it to your client." It's your copy of their link, which can't add a tip to their saved card or agree to a card already on file. See [The Client Hub](https://crewtavo.com/docs/clients/client-hub/#the-clients-own-links).
- **Send autopay invite by email** or **Send autopay invite by text** sends the client a link to save a card and agree to autopay. They're there once you take autopay, for owners, admins and office staff with **Invoices and payments**. **Send autopay invite by text** is greyed out for a client who texted STOP. See [Charge clients' saved cards automatically](https://crewtavo.com/docs/billing/autopay/).
- **Ask for a review by email** or **Ask for a review by text** sends your review message with a link to your Google review page. Add that link under **Marketing → Reviews** first. Each one is greyed out when the client has no email or phone, and texts need [Twilio](https://crewtavo.com/docs/connections/texting-with-twilio/).
- **Copy referral link** copies a link the client can share with friends. Whoever books through it comes in as a new lead with **Referral** as the lead source and **Referred by** set to this client.

## Archive, restore or delete a client

Owners, admins and office staff can do these from **⋯**:

- **Archive client** takes them off the main **Clients** list (they're under **Archived**) and out of the client search when you start a request or quote, but keeps everything on record. Their page says "This client is archived." A new campaign goes to active clients, so an archived client only gets one when the campaign's **Client status** includes archived clients or has none picked. Turn off **Gets campaigns, review and referral asks** too if they should never get one.
- **Restore client**, or **Restore** on an archived client's page, brings them back as an active client, even if they were a lead before. Change it back to **Lead** with **Edit client** if you need to.
- **Delete client** erases them for good. If they have quotes, jobs or invoices, Crewtavo asks "Archive … instead?" and offers **Archive client**, because deleting would erase that history. Otherwise it asks "Delete …?": their properties, requests, notes and contacts are deleted too, and it can't be undone.

## If the same client shows up twice

When someone fills in your [booking form](https://crewtavo.com/docs/sales/booking-form-on-your-website/), Crewtavo looks for the client by email, then by phone, and puts the request on them, adding the address as a new property if they don't have it. Their details aren't changed from the form: what they typed is on the request. Someone new comes in as a lead with **Website form** as the lead source. [Website Forms](https://crewtavo.com/docs/connections/website-forms/) work the same way.

A client can still end up twice, for example from a referral link, an import or a typo. To find them, choose **⋯ → Possible duplicates** on **Clients**. It lists clients who share an email, a phone or an address, with why (**Same email**, **Same phone** or **Same address**). For each pair, choose **Merge**, or **Not duplicates** to stop it showing.

To merge a client you've spotted yourself, open their page and choose **⋯ → Merge into another client**, then pick the other client.

In **Merge clients**, pick which one to **Keep**. Crewtavo says what moves over (properties, requests, quotes, jobs, invoices, payments, notes and more), what the kept client gets that they're missing, like an email or phone, and the tags it adds. Choose **Merge into …**. The other client is then deleted, and this can't be undone. Invoice totals and payments don't change.

Merging is for owners, admins and office staff with **Invoices and payments**, because it moves invoices and payments.

## Who can see and change clients

| Role | Clients |
| --- | --- |
| Owners, admins and office staff | Every client. Add, edit, import and download clients; see codes, invoices and what's owed; archive and delete. |
| Estimators | Every client. Add, edit, import and download clients and their properties, without gate codes, invoices or archiving. |
| Crew leads | Every client, to look at. They can add notes. |
| Field crew | Only the clients they've been put on a visit for, to look at. They can add notes. |
| Subcontractors | None. They see the client's name on their own visits. |

**New request**, **New quote**, **⋯** and the buttons to add properties and contacts need the **Quotes and sales** area in the person's role. See [What each role can see and do](https://crewtavo.com/docs/team/roles-and-permissions/).

Source: https://crewtavo.com/docs/clients/clients-and-properties/ (last updated 2026-11-04)