Navigate to Client Enquiry within Practice Management by either selecting Client Enquiry from the CRM menu at the top of the screen, or by accessing the CRM module from the dashboard.
Client Enquiry Screen
On the New button choose the entity type you wish to create.
In this example, a Company.
In the New Client screen, the yellow or * boxes are compulsory. Others can be completed later if necessary.
Details tab
Category is nearly always ‘Client’. This will only be different if your practice has set up custom categories.
Under Client Services, the following options are available:
Office Costing – This must be selected to enable WIP entry and billing for the client.
Secretarial – If you are using the Now Infinity or BGL integration and want the company to sync to Now Infinity, ensure this option is selected during setup.
Tax – This will be selected automatically if required for connected integrations.
Roleplayer – This is used for records that are not clients themselves but are linked to a client, such as an additional director who is not an individual client. All active contacts from AE/AO have migrated as Roleplayers.
This is the same as Contacts in AE/AO.
The A.C.N. field has a validation for correct number format. If the format is incorrect it will prompt with the following warning.
References tab
The Partner, Manager, and In‑Charge fields are mandatory.
You can assign a Group (similar to a Family Group in AE/AO) by starting to type the group name. We recommend setting up groups first under Maintenance > Group for more efficient processing. Please refer to the Group Maintenance & Enquiry instructions for more details.
Bill Client – If bills are to be raised under another client’s profile, select that client here. You may need to return and update this field if the required client has not yet been set up. This functions similar to AE/AO Billing Parent (Child).
Date Opened – If you need to capture time for a past date, ensure the Date Opened is set to the day prior to the first date you wish to record time. Time cannot be captured for dates before the Date Opened.
GST Code – This will default to 10%. If GST is not to be charged for this client, update the GST code accordingly.
Tax Agent – This should default automatically but can be selected or changed using the drop‑down if required.
ABN – Enter the ABN if applicable (NZBN for NZ sites)
Bank Details – Bank details can be recorded; however, they do not currently integrate with any other areas of the system.
Addresses tab
Enter Client address/s using the address book and the copy and paste icons where appropriate
Enter Email address (1 only)
Enter phone numbers (only numbers allowed)
Tax Tab
Complete where required eg. TFN (for NZ IRD Number)
Salutation and Tax Agent should complete from Details tab
UDF tab
Add any UDFs applicable
Save the Client
If an individual this will simultaneously create a new Contact with a Billing relationship
Upon saving you will be asked if you would like to set up the Tasks on the client if you select yes, the Task screen will appear. Please refer to ‘Task Maintenance’ instructions for task set up.