Customers, sites and assets

The directory describes who you work for, where, and on what. A piece of data is entered only once: the work order, the report and the invoice reuse it.

Customers

Directory › Customers: the identity (name, legal name, VAT number), the contact details, the billing address — the one the invoice will carry — and the contacts, the people to reach. A contact can be given portal access (see Users and roles).

The customer's language (English or French) is the one of everything they receive: quotes, invoices, service reports, and the emails that carry them — whatever the language of the person sending them. A new customer starts from your own language; change it on their record if they read another one.

An inactive customer stays on file with their whole history; you simply create no more work for them. Deleting sends them to the bin, from which they can be restored.

Sites

A site is a customer's work address: a shop, a warehouse, a building. It carries what the technician needs on arrival — the access instructions (badge, loading bay, code), the opening hours, the GPS coordinates for the route — and the contacts present on site.

Assets

An asset is what you maintain: an extinguisher, a boiler, an automatic door. Its record gives its type, its serial number, its manufacturer and model, its precise location on the site, its dates (installation, end of warranty) and its own characteristics (a rated pressure, a capacity…).

• Its status: In service, Out of service, To replace, Retired.
• Last service and next due date update by themselves when a work order covering it is completed: the next due date is the last service plus the maintenance interval of its type.
• Its record shows its history: work orders, defects, and what it cost in time and parts.

Asset types (Directory) set that maintenance interval, and it is through the type that a work order offers the right checklist and the right parts.

Site documents

A site's record carries its documents: plans, certificates, contracts, reports, photos, manuals, insurance certificates.

1. "Upload a document": a category, a readable title ("Insurance certificate 2026", not the file name), the file, an expiry if the document has one, and the "Shared with customer" box.
2. A document whose expiry is close (less than thirty days) is flagged expiring soon; once passed, it is flagged expired.
3. A shared document appears in "My documents" on the customer portal. The box is unticked by default: an access contract or an internal note is none of the customer's business.
4. Forgot to tick it? The "Share with the customer" button on the site's record does it afterwards, and "Withdraw from the portal" undoes it. The file itself is not replaced: for a new version, upload it and delete the old one.

Importing what you already have

General › Import takes a CSV file — customers, sites, assets, contracts, users, past work orders — at the start. Each import screen offers its template to download, and reports line by line what was taken in or refused. For customers, the language column (en, fr) is optional: left empty, a new customer takes the language of your screen.