Adding a Client
- Go to Clients → New Client.
- Enter their name, email, phone, and service address.
- Optionally assign them to a location (if you operate from multiple locations).
- Click Save. A welcome email with portal login credentials is sent automatically.
Client Profile
Each client has a full profile showing:
- Contact details and service address
- All bookings (past and upcoming)
- Invoice history and payment status
- Estimates and contracts
- Documents you have shared with them
- Notes you have added internally
- Referral history (if they came via a referral)
Internal Notes
Use the Notes section on each client profile to record anything important — access codes, pet information, preferred cleaning products, scheduling preferences. These notes are visible only to you and your managers, not to the client.
Client Portal Access
Every client automatically gets a portal account when you create their profile. They can use it to view invoices, approve estimates, sign contracts, and make payments. If they lose access, you can resend their login credentials from their profile page.
Leads vs. Clients
A Lead is someone who submitted a form on your website but hasn't been converted to a paying client yet. A Client is someone you've added directly or converted from a lead.
To convert a lead: open the lead → click Convert to Client. HoodServe will create their client account, optionally generate a draft estimate, and set up their portal access — all in one click.
📋 Keep client notes updated after every job. It makes your team look professional and prevents the same questions being asked repeatedly.