Client & Vendor Label Management

Overview

Client and vendor labels help you instantly identify important business relationships, payment terms, and special requirements. These visual indicators streamline operations by making critical information visible without opening detailed records.

Key Benefits:

  • Payment Clarity - Know collection requirements before dispatching

  • Relationship Context - Identify VIPs, agreements, and special accounts

  • Vendor Classification - Quickly find the right supplier or subcontractor

  • Risk Management - Flag payment issues and requirements immediately

Label Categories

These categories and labels are recommendations based on successful implementations. Adapt them to match your business relationships and workflows.

Client Labels

Payment & Billing

  • COD 💸 — Cash on delivery required

  • Card on File 💳 — Credit card stored for automatic payment

  • Requires PO 🔒 — Purchase order needed before service

  • Billing Hold 🅱️ — Account has payment issues

  • Bill 3rd Party 👥 — Invoice goes to another party

  • Tax Exempt 🆓 — No sales tax applies

Service & Agreements

  • Service Client 🛟 — Active service customer

  • Bill-Only Client 🏦 — Billing relationship only

  • PM Agmt 📝 — Preventive maintenance agreement

  • Lease Agmt 📘 — Equipment lease in place

  • Special Rate 🧾 — Custom pricing applies

  • VIP 👑 — Priority service client

Vendor Labels

Vendor Types

  • Manufacturer 🏭 — Original equipment manufacturer

  • MFG Rep 💼 — Manufacturer's representative

  • Dealer 🏢 — Authorized dealer/distributor

  • Parts Supplier 🧰 — Parts and materials provider

  • Subcontractor 👷‍♂️ — Provides services

  • 3rd Party 🌐 — Other business relationships

Multiple Roles. Vendors often serve multiple functions. A company might be both Dealer 🏢 and Parts Supplier 🧰. Apply all relevant labels for complete visibility.

Common Workflows

Client Management

New Client Setup:

  1. Apply primary classification (Service Client 🛟 or Bill-Only Client 🏦)

  2. Set payment terms (COD 💸, Card on File 💳, or Requires PO 🔒)

  3. Add special status if applicable (Tax Exempt 🆓, VIP 👑)

  4. Update labels as relationship evolves

Payment Evolution:

  1. Start new clients as COD 💸

  2. Graduate to Card on File 💳 after trust established

  3. Add Billing Hold 🅱️ temporarily for issues

  4. Consider Bill 3rd Party 👥 for clients that submit through portals

Agreement Tracking:

  1. Apply PM Agmt 📝 when contract signed

  2. Add Special Rate 🧾 for negotiated pricing

  3. Review agreement labels quarterly

  4. Update or remove when contracts change

Vendor Management

Vendor Classification:

  1. Apply primary type (Manufacturer, Dealer, etc.)

  2. Add secondary functions as discovered

  3. Keep labels current as relationships expand

  4. Use multiple labels for complete picture

Labels Done Right (and Wrong)

✅ Do:

  • Check COD 💸 labels before dispatching techs

  • Apply payment labels to every client

  • Use multiple vendor labels when appropriate

  • Update Billing Hold 🅱️ status promptly

❌ Don't:

  • Leave outdated agreement labels active

  • Forget to flag VIP 👑 clients for priority service

  • Mix Tax Exempt 🆓 with taxable accounts

  • Skip payment term labels—techs need this info

Search & Reporting

Daily Operations:

  • COD 💸 — Prepare for cash collection

  • VIP 👑 — Prioritize service calls

  • Billing Hold 🅱️ — Handle with care

Maintenance Planning:

  • PM Agmt 📝 — Schedule preventive maintenance

  • Special Rate 🧾 — Apply custom pricing

Vendor Searches:

  • Subcontractor 👷‍♂️ — Find specialty services

  • Parts Supplier 🧰 — Quick ordering

  • Dealer 🏢 — Authorized support

Monthly Review. Check all Billing Hold 🅱️ labels monthly. Review PM Agmt 📝 labels quarterly to ensure contracts are current.

Questions? Need Training? Have Ideas?
Contact our support team at help@roopairs.com — we're here to help!

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