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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:
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Client Set Up - Bulk Import
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- Go to FleetHire
- Clients
- Click on Import Clients
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- Click on download importer template
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- Enter client details into CSV file and save
- Drag file or click to select to upload
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Client Set Up
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- Go to FleetHire
- Clients
- Click on + Add client
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Client Number
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- 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.
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Client Details
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- 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.
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Contacts
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You can have unlimited contacts against each client
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Contacts can also be added in Quote & Contract stage.
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Invoicing
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| 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.
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This includes Assets that are on a 5 or 6 day week & have had more use. |
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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 |
| 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 |
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Credit Application
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Use this to capture all of your clients credit information.
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Insurance Details
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Enter the client insurance details
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Trade Credit Insurance
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Send Hire Rates
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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.
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- Click on the send hire rates button
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- Select attachments
- Choose the email Template from dropdown
- Scroll to bottom of email & select the required PDF template
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There will be a list of all asset subtypes with rates applied in Rate Setup
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- Click on 'all' in top left heading will auto tick all subtypes
- Use the tick boxes to customise for each client
- Do the same for 'labour' & other tabs
- Click on 'view hire rates' list to preview
- Push send
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