Client Accounts

What is a Client Account?

A Client Account contains one or more Locations (which in turn can contain one or more Services). 

Client Accounts are uniquely linked to Client Companies and offer the flexibility to store tailored Client Invoice preferences, while enabling the consolidation of invoices across one or multiple Locations. This functionality empowers your Client Companies to receive a singular, comprehensive invoice encompassing all Locations and Services managed by your organization.

Client Invoice Line Items generated in Discovery (Revenue only) will always be associated with a Client Account.

How Do I?

• How do I find a Client Account?
• How do I create a Client Account for billing?
• How do I set a Client Invoice Date?

Client Account Components

• Client Company - Each Client Account must be linked to a pre-existing Client Company.
• Name - Required. Identifiable label for this Client Account.
• Account Number - Pre-filled with a randomly generated number, which you can change. Required and must be unique.
• Primary Contact Name - Required. The name of the primary person who will receive Client Invoices for this Client Account.
• Primary Email Address - Required. The email address for the primary contact who will receive emails and delinquent notices directly.
• Default Payment Method - The default method of payment for this client. This is not used other than for your team to record the expected method of payment.
• Purchase Order - This allows you to specify a default purchase order number or reference for the client account.
• Payment Terms - Required. The number of days relative to the Client Invoice invoice date that the client will have to pay their Client Invoice. This is used by Discovery to automatically bump the status of Sent invoices to Delinquent.
• External Reference Id - This is used to store an identifier that links a client account in Discovery to a corresponding record in an external system.
• External Accounting Customer -Links the client account to a customer in QuickBooks Online. Choose the customer from the list. If a customer is missing, go to Settings → Accounting → Integration, open the Customers tab and click Refresh Customers (this button only appears while Discovery is connected to QuickBooks). This field only appears when your accounting system is QuickBooks Online.
  • If Sync Client Invoices With Quickbooks is on: this field is required. The account's invoices can't be sent until it's set. Invoices and credit memos are created in QuickBooks Online under this customer.
  • If you post journal entries: this field is optional. When it's set, the customer is added to the revenue lines of the journal entries for this account's invoices and credit memos.
• Discovery doesn't create or update customer records in QuickBooks.
• Billing Address - Required. The address to which Client Invoices are sent for this specific Client Account.

Client Invoice / Credit Memo Settings

Client Accounts provide default invoice settings to any Client Invoices or Client Credit Memos that are generated under the account. This allows you to bill your Clients in a consistent manner and helps to make sure that nothing unexpected happens. All of these settings may be overridden at the Client Invoice level as need be:

• Invoice Template View - Specifies the invoice template to be used when rendering the invoice as a PDF.
• Invoice Date Calculation - Required. Specifies the default invoice date to be displayed on the invoice.
• Other Invoice Recipients - Provide a list of email addresses separated by commas for recipients who should receive Client Invoices and Delinquent Notices in addition to the Primary Email Address.
• Show Group Name In Invoice - Active/Inactive toggle. If active, the Client Account name is shown on the invoice.
• Show Service Location Names In Invoice - Active/Inactive toggle. If Active, the location's street address is shown alongside the Location's Name.
• Single Invoice Per Period - Active/Inactive toggle. If Active, ensures that only one invoice can be generated per fiscal period (per month is the only time frame currently available).
• Exempt From Finance Charge - Active/Inactive toggle. Only on the edit form, so it can be set after the account is created.
• Bill Unaudited Vendor Invoice Line Items - Active/Inactive toggle. On the create form, this toggle is called Use Initial Line Items for Client Billing. Instructs Discovery to generate Billable Expenses using the initial (no adjustments) Vendor Invoice Line Items instead of the audited line items that may contain adjustments.
• Set Invoice as Due Upon Receipt - Active/Inactive toggle. On the create form, this toggle is called Set Invoices as Due Upon Receipt. Updates the Client Invoice due date to Due Upon Receipt.
• Automatically Include Unbilled Charges From Prior Periods - Active/Inactive toggle, off by default. When on, this account's unbilled charges from earlier fiscal periods that are still open are included on its invoices automatically, on both Create Invoice and Batch Create Invoices. The account page shows it as Auto-Include Prior Period Charges. The toggle is unavailable when your tenant can't move previous-period charges. See Moving Client Charges to a Different Fiscal Period.
• Invoice Remittance Text - This allows you to define custom payment instructions or messages that will be displayed on all invoices for the client account. This can include remittance addresses, bank account details, or any other information the client needs to process payments correctly. Only on the edit form, so it can be set after the account is created.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.