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The Profile Tab

Updated

The Profile tab holds the client’s own details—their contact information, how they pay, and your internal notes. It is laid out with General information and Payment Methods on the left, and the Overall Rating card and Notes on the right.

The Profile tab: General details and Payment Methods on the left, Notes on the right.

General

This is the client’s core record. Click Edit to change any of it. Fields shown include:

  • First Name, Last Name, Display Name, and Company Name.
  • Phone, Mobile, Email, Portal Login Email, and Fax.
  • Status — Active or Inactive.
  • Full Address — the client’s billing address.
  • Client Type.
  • Auto Pay? — whether the client’s primary saved payment method is charged automatically. When on, Auto Pay Invoice Type controls what gets charged: Both recurring and one-off invoices, Only recurring invoices, or Only one-off invoices. When Auto Pay is off it reads – Not Applicable –.
  • Send Invoice PDF Attachment? — whether emailed invoices include a PDF copy.
  • Send Invoice Reminders? — whether this client is included in the automatic invoice-reminder emails. This only has an effect when reminders are turned on for the company (see Section 6); manual reminders still send either way.
  • Online Processing Fee? — whether a card-processing fee is passed to this client (shown only if your account uses processing fees).
  • QuickBooks options—QBO Sync?, QBO Department, and QBO Tax Code—appear if your account is connected to QuickBooks Online (see Section 4). A link icon next to QBO Sync? means the client is already linked to a QuickBooks customer.
  • Created On / By and Modified on / By — an audit trail of who set the record up and last changed it.

Any field with no value reads – Not Set –.

Payment Methods

This is where the client’s saved cards and bank accounts live, used for Auto Pay and online payments.

  • Click Add to open the Add Payment Method window and save a Credit Card or a Bank Account (ACH). The two options only appear when the matching payment type is enabled in your invoice configuration (see Section 6).
  • For a bank account entered from the office, PSS asks for the Client Email and Client Full Name, then you click Enter bank details manually. Micro-deposits are sent to the account in 1–2 business days for verification; instant bank verification is only available to clients paying from an invoice.
  • Each saved method shows its name and a masked number. A card shows its expiry (Expires MM/YY, or Expired in red); a bank account shows ACH Debit and a verification status—Verified, Pending, Failed, or Blocked.
  • Use the method’s … menu to Delete it or Set as Primary. The method marked PRIMARY is the one charged by Auto Pay. If you delete the primary method, PSS promotes the next saved method to primary automatically.

Overall Rating

The Overall Rating card summarizes the ratings this client has submitted on their jobs, service visits, and invoices—an average score with a Happy / Neutral / Unhappy breakdown and a See all Reviews link that opens the client’s review history. If Client Reviews is not yet turned on for your company, the card offers a Turn on Client Reviews button instead. See 1.15 for the company-wide reviews view.

Notes

Notes are internal—your team sees them, the client does not. Use them for gate codes, dog warnings, billing arrangements, or anything worth remembering.

  1. Type your note in the Write an internal note here… box.
  2. (Optional) Use Choose property (optional)… to attach the note to a specific property. The property’s name and address then appear under the note.
  3. Click Add Note.

Existing notes appear below, newest first, showing who wrote each one and when. Each note has a pin icon; pinned notes move into a Pinned Notes group at the top so they stay visible. Hover a note to Edit its text or property, or Delete it (you will be asked to confirm).

Office notifications that technicians send from the field also appear in this list, marked (Office Notification). These can carry photos or videos: click a thumbnail to preview it, or use its trash icon to delete the media item.