Skip to main content

Creating a Client

Updated

The most direct way to add a client is to click Add Client from any view in the Clients area. This opens the New Client form, which is split into the client’s own details at the top and an optional Add Service Property section below, so you can set up a new account and its first pool in one step.

The New Client form: the required name and client-type fields, with contact details below.

To create a client:

  1. Click Add Client.
  2. Fill in the required fields (marked with a red asterisk):
    • First Name
    • Last Name
    • Display Name — how the client’s name appears throughout PSS and on invoices.
    • Client Type — for example, Residential or Commercial (see the note below).
  3. Add any contact and billing details you have (all optional):
    • Company Name, Phone Number, Mobile, Email (you can enter more than one, separated by commas), and Fax.
    • Portal Login Email — the single address the client will sign in to the Client Portal with. Leave it blank to default to the first address in Email (see Section 21).
    • Status — Active or Inactive. New clients are Active by default.
    • Primary Address — the billing address (street, city, state, zip). Start typing the street and pick a match from the address suggestions to fill the rest.
  4. (Optional) Fill in the Add Service Property section to create the client’s first property at the same time (see below).
  5. Set the billing options at the bottom—Auto Pay ? (and, when it is on, the Auto Pay Invoice Type), Send Invoice PDF Attachment?, Send Invoice Reminders?, Online Processing Fee? (if your account uses processing fees), and, if your account is connected to QuickBooks Online, QBO Sync?, QBO Department (Location), and QBO Tax Code (Jurisdiction) (see 1.7 for what each one does).
  6. Click Save.

Note: Client Type is required because it drives reporting and filtering across PSS (for example, separating residential from commercial revenue). The list of types is provided by PSS and is the same list used for Property Type; it is not edited from your company’s Settings. If you need a type that is not listed, contact PSS support.

The Add Service Property section

A client without a property has no pool to service, so the New Client form lets you add the first one immediately. You can always add more later from the Properties tab.

  • Same as primary address — tick this to copy the client’s billing address into the property address.
  • Name — a label for the property, such as Pool, Spa, or Fountain.
  • Address — the service address (street, city, state, zip). This is where the work happens and where routes are mapped.
  • Service Frequency — how often the property is serviced on a service route:
    • Every Week, Every 2 Weeks, Every 3 Weeks, or Every 4 Weeks.
    • Only Jobs — no service route; the property is serviced only through one-off jobs.
  • Manager — the team member responsible for the property. This is required whenever you enter a property address.
  • Recurring Service Routes — if you chose a recurring frequency, click the day(s) of the week the property is serviced (Mon–Sun), then assign a Technician and a Stop Number for each day. The days you have set up are listed under Scheduled Days; Clear Day removes the selected day.

Note: You do not have to set up everything here. As the helper text says, you can manage all properties for this client in the Properties tab. The property is only created if you enter an address; leave the address blank and the client is saved on its own.