Customers and sites
Add and manage your customers, see who owes you, keep their logo and sites, and import your existing list from Xero.
On this pageBefore you start
Your customer list is the book of who you do work for, and each customer can have one or more sites, the addresses you work at.
Before you start
Only the owner, admins, dispatchers and office staff can add, edit, import or archive customers. Techs and contractors do not see the customer list at all; the job cards they work from already carry the customer that matters.
The customer list
Open Customers. Each row shows the customer's logo or initials, their name and contact, how many open jobs they have, what they owe you and the date of their last job. The last job is the latest one that has started; a job booked for a later day doesn't count yet. Money owed is shown incl GST, and an overdue amount appears under it. Site supervisors see the list and open jobs but no money. On a phone, each row shows the name, contact and money owed; open jobs and last job show on a larger screen.
Use the chips above the list to narrow it: All, Owe you, Open jobs, On the portal (owners and admins) and Archived (owners and admins, once a customer has been archived). The number beside each chip is how many customers it holds. Search by name, contact, email or phone.
Select a customer and they open in a panel beside the list, with the list staying where it is and the customer's row marked. Close the panel with the cross or the Esc key. On a phone, the customer opens as its own screen with a back button. Select Open full customer to leave the list for that customer's own page.
Add a customer
- Open Customers and select New customer.
- Enter the Business / customer name (required), and any of Contact person, Email, Phone, Website and Address.
- Select Add customer.
If you enter a work email address, ONYX1 offers its domain as the customer's website, unless it is a free mail address such as Gmail. If the email already has a working ONYX1 client login, ONYX1 shows "Already an ONYX1 client" so you know you can just give them portal access instead of inviting them from scratch. See Customer contacts and the client portal.
Import from Xero
Select Import on the Customers list. Export your contacts from Xero as a CSV, then choose the file. ONYX1 reads the business name, contact person, email and phone from it, shows you a preview, and skips any customer already in your list. Select Confirm import to finish.
Manage a customer
In the customer's panel you can edit their details, start a New job or New quote, see their open jobs, quotes and invoices, work with their contacts and portal access, and add sites. Quotes are shown ex GST and invoices incl GST. Owners and admins also see two switches for this customer, Payment reminders and Purchase order required. The full customer page keeps every job, quote and invoice.
Only the owner and admins can archive or restore a customer, from the panel or by ticking customers in the list. Archiving hides them from the active list but keeps every job, invoice and export intact, and is reversible from the Archived chip.
Logos
A logo makes a customer easy to spot in your list. Open the customer and choose:
- Upload logo: a PNG, JPG or WebP up to 2 MB. ONYX1 crops it square and stores it at 256 pixels.
- Use website icon: ONYX1 fetches the icon from the customer's Website once, when you select this, and keeps a copy. It needs a website on the customer. If the site has no usable icon, you will be asked to upload a logo instead. Nobody's browser ever loads an image from the customer's site.
- Remove logo.
Without a logo, the customer shows their initials on a soft blue-grey tint, the same one every time. Anyone who can edit customers can change a logo. Logos are for your team only and never appear on a quote, an invoice or anything else your customer sees.
Open a customer's portfolio
On a customer's page, the Portfolio card shows how many case files, site reports, photos and safety documents the customer has. Select Open portfolio to find and download any of them. See Find a customer's files in the portfolio.
Techs and contractors don't see this page; see Find a customer's files in the portfolio for how they open it.
Sites
Add a site under Sites on the customer's panel or page: a Site label (for example "Main tower") and an Address, picked from the autocomplete so it plots correctly on the map. A job linked to one of these sites plots there. A job with no site of its own instead falls back to the customer's own Address field, from Add a customer.
If something goes wrong
- No customers found. Make sure it’s a Xero contacts CSV with a ContactName column. The file you chose is not the export ONYX1 expects.
- You don’t have permission to add customers. You need the owner, admin, dispatcher or office role.
- Use a PNG, JPG or WebP image. The logo must be one of those three types. SVG and GIF files are not accepted.
- That image is too big. Use one under 2 MB. Choose a smaller file.
- Add a valid website address for this customer first. Use website icon needs a public website name, such as example.co.nz, saved on the customer.
- That doesn’t look like a website address. The Website on a customer must be a public website name, such as example.co.nz.
- Couldn’t find an icon on that site. Upload a logo instead. The site has no icon ONYX1 can use.
- Too many attempts. Wait a few minutes and try again. Fetching website icons is limited so it can't be misused.