Customers & Services

Customers and services define who you bill and what you bill for. They're used in every time entry and are essential for QuickBooks sync.

Customers

Adding Customers

1. Go to Manage → Customers
2. Click Add Customer
3. Enter the customer name
4. Optionally add a billing address (street, city, state, postal code, country) — this appears as the Bill To block on invoices
5. Optionally add Invoice Notes — default notes that are pre-filled onto new invoices for this customer (and still editable per invoice)
6. Optionally pick a Default Service — pre-selected whenever this customer is chosen on a new time entry (see below)
7. Optionally add an External ID (for QuickBooks mapping)
8. Click Save

Default Service

Most customers are billed under the same service every time. Set it once on the customer and it's selected automatically when the customer is picked on a new time entry — in the web app, the Chrome extension, and when tracking time from a task. The service's rate and billable defaults are applied along with it.

The default only fills an empty service field; a service you've already picked by hand is left alone. You can always change the service on the entry itself. If the default service is later made inactive, it's no longer pre-selected.

Importing from QuickBooks

If QuickBooks is connected, click Import from QuickBooks to pull your customer list directly. This preserves the external ID linkage so time entries sync correctly, and imports each customer's billing address for use on invoices.

Deleting Customers

A customer can only be deleted if it has no time entries linked to it. If it does, you'll need to reassign or delete those entries first.

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Services

Services represent the types of work your team performs (e.g., "Consulting", "Development", "Project Management").

Adding Services

1. Go to Manage → Services
2. Click Add Service
3. Configure:
   • Name: the service name
   • Rate: default hourly rate (optional)
   • Billable: whether entries using this service are billable by default
   • Taxable: marks exported time entries as taxable in QuickBooks
   • External ID: for QuickBooks item mapping

Rate & Billable Defaults

When a user creates a time entry and selects a service, the rate and billable flag are auto-filled from the service defaults. Users can override these per entry.

Reporting Overrides

Services support optional reporting overrides: separate rate and billable values used only in dashboards, AI reports, summaries, and exports. These do not affect QuickBooks sync.

Field	Used In	Synced to QBO?
Rate	Time entries, QBO sync	✅
Billable	Time entries, QBO sync	✅
Taxable	QBO sync	✅
Reporting Rate	Dashboard, exports, AI reports	❌
Reporting Billable	Dashboard, exports, AI reports	❌

Use case: Your QBO invoice rate is $150/hr, but for internal planning you want to report at $120/hr. Set the reporting rate to $120. Your invoices stay at $150, but dashboards and exports show $120.

Importing from QuickBooks

Click Import from QuickBooks to pull your service/item list. Imported services retain their external ID for sync mapping.

Deleting Services

Like customers, a service can only be deleted if it has no linked time entries.