Add clients and properties

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

Open Clients and choose New client. You can also choose Create → Client in the sidebar, or New client under More on a phone.
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”.
Under Service address, enter the Street address, City, State / Province and ZIP / Postal code. You can leave it empty and add properties later.
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.

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.

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, 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.

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 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.

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.
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

Under Properties, choose Add property.
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.
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”.
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.
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:

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

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

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.

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.
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.
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.
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.

Autopay

Once you take 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.

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.
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.
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.
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, 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 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.