Customers

A customer who was active and has not paid you in ninety days is at risk; at a hundred and eighty days they are marked inactive. Nothing about them is deleted — the label is a nudge to reach out while there is still a relationship, and it clears on its own after they pay again. You can change a status by hand when you edit the customer, but the daily check sets it again from their last payment date, so a hand-set label does not stay when the calendar says otherwise.

The figure on Customers adds up what each customer on the list has paid you, so it always matches the list underneath it. Money you recorded without choosing a customer — a cash sale entered by hand, a deposit nobody was attached to — is real revenue, and Home, Money and Revenue count every cent of it, but it belongs to no customer, so it cannot be in a per-customer total. When there is any, Customers says so under the figure, for example "$1 recorded without a customer is not in this total". To put one on a customer, open the payment on Money and choose the customer under Who paid; it moves into that customer's total at once.

Lifetime spend, number of payments, first and last payment, status, where they came from (Google, referral, repeat, a yard sign), the closer who gets commission credit, private notes nobody outside the business sees, and the properties you work at for them — address, gate code and what is installed there, kept quiet for the common case of one address. Their invoices, quotes and jobs are all linked from the record, and Request Google review sends a note with your review link when the work deserves one.

Every customer has their own share link. Copy it, or use Text from my phone, which opens your phone's messages with the link written in — DeskOps only notes that you opened it, because it cannot know whether you sent it. Anyone new who asks for a quote or books through that link is credited to the customer who sent them once you take them on — when you quote them, book them or approve their booking — and both records show it: Referred by on one, Sent you N customers on the other, and Referral as the new customer's lead source. A customer using their own link, a repeat click, or someone already on your list counts for nothing, and the link never shows who sent it. Write down the reward you gave in your own words — DeskOps moves no money — and, if you like, send a thank-you from your business that you read before it goes and that never names who they sent. Receipts can carry the link too: Settings → Get booked from your website.

The statement lists every invoice, payment, refund and credit note on the customer's account with a running balance on each line, so a total can be checked down the page rather than trusted at the bottom, and it opens on everything you hold for them with a From date if you only want a period. Choose an earlier To date and every figure on the page, including the open invoices and Total due, is as of that date; an invoice paid since says so. The opening balance is its own line, not a footnote. Only money moves the balance: a payment made from the customer's account credit is shown as a line of explanation, since the overpayment that created the credit was already counted, and a credit refunded to them as money is shown as money going back. It is a screen you read and show; it does not email itself to the customer, and there is no send button on it.

When DeskOps marks two records as the same payment, only the retained payment belongs in lifetime spend. It refreshes customer totals after the correction, including when a removed duplicate is restored or a correction is undone. This changes how the payment is counted; it does not charge or refund a card. If the refresh fails, the scheduled reconciliation remains a backstop, so a stale total still needs investigation.

Add accounts payable as a contact with an email address, then choose Send bills and reminders here. One contact can receive the customer’s bills, automatic payment reminders and receipts. Choosing another contact replaces that choice. Use the customer’s own email instead clears it. Removing the selected contact also returns future billing emails to the customer’s own address. Messages already sent stay unchanged. Visit reminders still go to the customer or site contact. When sending an invoice by hand, you can choose a different contact for that single send without changing the automatic billing recipient.