Client setup allows you to manage your client base. This is where you enter your client contact details, credit limit & insurance details. You can also send clients a list of your hire rates.
Clients can be done individually or via bulk upload using the supplied template.
Click the button to skip ahead to:
Client Set Up - Bulk Import
Go to FleetHire
Clients
Click on Import Clients
Click on download importer template
Enter client details into CSV file and save
Drag file or click to select to upload
Client Set Up
Go to FleetHire
Clients
Click on + Add client
Client Number
It is possible to enter a specific client number. If you are a Xero client, this number is what will match to the Contact Number in Xero.
TFO will autogenerate a client number if left blank.
Once a client number has been created, it cannot be updated.
Client Details
Enter client company details
Any discounts set in client details will automatically fill into a quote or contract, these can be overridden or removed.
Please Note: At the time of creating a Contract the client details will be a snapshot of the details at that time. For example if a Client has a name change on the 1st July 2025 and contracts created before that date will still display as their previous company name.
Contacts
You can have unlimited contacts against each client
Click on + add contact
Enter contact details
Contacts can also be added in Quote & Contract stage.
Invoicing
Payment Terms
Enter clients payment terms. These can be adjusted on each tax invoice.
Charge by Tracked Hours
If selected, TFO tracked assets will automatically add any additional charges for the Asset into the tax invoice, if it has operated over the set maximums. See Company Settings.
This includes Assets that are on a 5 or 6 day week & have had more use.
The excess charges will come into the tax invoice as a 1 x Unit amount, with the dollar value prorated based on the hire type. We do not display actual excess hours to avoid disputes with clients.
Auto-Invoice
If yes selected, draft invoices will be auto generated based on the 'invoice every' settings below.
Please Note: Invoices generate overnight in the am of that date
Stand Down Apply Maximum
If this is turned on, Stand Downs won't be included in invoices if the maximum hours for tracked assets are reached
Invoice Every
Choose how often auto generated invoices occur
Credit Application
Use this to capture all of your clients credit information.
Insurance Details
Enter the client insurance details
Trade Credit Insurance
Send Hire Rates
The hire rates created in Rate Set up can be sent to the client. Ensure that you have your Templates set up and ready to go.