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Creating Accounts

Learn how to create and set up customer accounts in Clearwell.

Creating Your First Account​

Step 1: Navigate to Accounts​

  1. Click Accounts in the main navigation
  2. Click the "+ New Account" button

Step 2: Enter Basic Information​

Required Fields​

  • Account Name: The company or customer name
  • Account Type: Select from:
    • Commercial
    • Residential
    • Government
    • Non-profit
    • Other

Optional Fields​

  • Phone Number: Main contact number
  • Email: Primary email address
  • Website: Company website
  • Industry: Select relevant industry
  • Annual Revenue: For commercial accounts
  • Number of Employees: Company size

Step 3: Add Address Information​

Service Address​

Where work is performed:

  • Street Address
  • City, State/Province
  • ZIP/Postal Code
  • Country

Billing Address​

  • Toggle "Same as Service Address" if applicable
  • Or enter separate billing details

Tip: Accurate addresses enable map views and route optimization

Step 4: Additional Details​

Custom Fields​

Your admin may have added custom fields such as:

  • Customer ID from legacy system
  • Contract type
  • Service level agreement
  • Preferred service window

Internal Notes​

Add notes visible only to your team:

  • Special instructions
  • Gate codes
  • Parking information
  • Contact preferences

Step 5: Save the Account​

Click "Create Account" to save

Bulk Import​

For multiple accounts, use the import feature:

Prepare Your Data​

  1. Download the CSV template
  2. Fill in account information
  3. Ensure required fields are complete

Import Process​

  1. Go to Accounts → Import
  2. Select your CSV file
  3. Map columns to Clearwell fields
  4. Review and confirm import

Import Best Practices​

  • Test with a small batch first
  • Verify address formatting
  • Check for duplicates
  • Backup existing data

Quick Create Options​

From Work Order​

When creating a work order, quickly add a new account:

  1. In the Account field, type the new account name
  2. Select "Create new account: [Name]"
  3. Fill in minimal required fields
  4. Complete detailed setup later

Mobile App​

Field technicians can create accounts on-site:

  1. Tap Accounts → Add
  2. Use device location for address
  3. Take photos of business cards
  4. Sync when connected

Account Templates​

Save time with templates for common account types:

Using Templates​

  1. Click "New Account"
  2. Select "Use Template"
  3. Choose appropriate template
  4. Modify as needed

Creating Templates​

  1. Set up an account with all standard fields
  2. Save as template for future use
  3. Share across your workspace

Validation and Duplicates​

Duplicate Prevention​

Clearwell checks for potential duplicates based on:

  • Account name similarity
  • Address matching
  • Phone number
  • Email domain

Address Validation​

  • Addresses are validated against mapping services
  • Suggestions provided for corrections
  • GPS coordinates automatically captured

After Creating an Account​

Next Steps​

  1. Add contacts to the account
  2. Create assets for the account
  3. Schedule work orders
  4. Set up recurring services

Account Page Features​

  • Overview Tab: Key information and quick actions
  • Contacts Tab: All associated contacts
  • Assets Tab: Equipment and locations
  • Work Orders Tab: Service history
  • Files Tab: Documents and attachments
  • Activity Tab: Timeline of all interactions

Tips for Success​

Naming Conventions​

  • Be consistent (e.g., "ABC Corp" vs "ABC Corporation")
  • Include location for multi-site businesses
  • Avoid special characters that may cause issues

Required Information​

Configure required fields in workspace settings to ensure:

  • Critical data is always captured
  • Consistency across all accounts
  • Better reporting and filtering

Regular Maintenance​

  • Review and update account information quarterly
  • Verify contact details before service visits
  • Archive inactive accounts