Adding a client

Video introduction

A video tutorial on adding a client (Silverlight):

A new client is added through the Resources tab as seen below. If you have already created this client as a prospect, read this article. Adding a client is easy – simply click the first button in the window.

What it means

Client type: a client type refers to if this client is a normal client, or a placeholder for internal jobs. Normally always select client.
Default currency: select what currency you would like as default when you create new price quotes or invoices.
Price list: if you have agreed upon a special rate with this client, select the price list from the drop down accordingly. If you haven’t added a price list yet, you will need to add that first.
Create debtor in: use this option to automatically add a debtor to the system. Remember to fill in the address details as this is copied to the debtor (and later used on the invoice).

Once you have put in the client information, you can go to the job tab and add the additional defaults for this client. In particular you should set as many default settings as possible in the the Job default values, so you don’t have to select these every time you add a new job on this client.

Please notice that if you have multiple companies in your WorkBook system, a client will be shared throughout all companies. You can limit access to a client on an employee level here:

Debtor vs. Client

In WorkBook we differ between a client and a debtor. A debtor is defined as the “paying client” or “the invoice address client” who can differ from the client. This means that if your client requires that you send the invoices to different addresses, you don’t have to create the client many times in WorkBook. You can just add another debtor to the client. WorkBook will use the debtor on the invoice and you cannot approve an invoice without a debtor related.

Different scenarios
If WorkBook is a stand-alone system (without integration to a finance system) you can create new debtors just by clicking on “Add new debtor” button that is available from the Debtor tab. In this tab you can also create the client as being the debtor (if the client name and address is the same as the debtor) by clicking on the “Create a new debtor based on the current client” button highlighted in the screenshot below.

Not able to add a new client?

If you seean error message when adding a new client, a resource with the exact same name already exists in your WorkBook

You can do the following:

  • Enable system variable 436 to make it possible to have different resource types with the exact same name.
  • Find the existing resource with the same name (could be any resource type, and it could be a deactivated resource as well), and rename it to something slightly different.
  • Find another name for the new client you are about to create – something that differs from the existing resource.
Was this article helpful? Useful Useless 0/0 found this article helpful.