Setting up a customer correctly in Scoro, in order, so everything downstream — quotes, PDFs, tax, reporting — just works.
Why order matters. Michael works project-first — he lives in Projects, and that's fine. But a project only produces clean quotes, correct PDFs, and the right tax if the Company → Person → client profile behind it are complete first. The data flows downhill: the company carries the address and tax rules, the person becomes the contact on documents, and the project just inherits all of it.
Incomplete setup breaks things quietly: no billing address → a quote PDF with a blank address block; no client profile → wrong (or missing) tax and payment terms; no main contact → documents with no one to address them to. None of that errors out — it just produces a wrong-looking document later.
So the spine of this runbook is the order of operations: build the company fully, attach the people, then go do the project work. Five minutes up front saves a broken document down the line.
Steps 1–2 are the one-time customer setup. Steps 3–4 are the day-to-day work Michael already does — they just run clean because 1–2 were done right.
Why first: the company record carries the billing address (which feeds every PDF) and the client profile (which sets tax + terms on every document). Nothing downstream is correct until this exists and is complete.
Go to Companies → New and fill in:
What "complete" looks like — Company
Why next: Scoro puts the company's main contact on outgoing quotes, orders, and invoices. No person → no one named on the document.
From the company card, click Add → New person (added this way, the person is automatically linked to the company). Add the people you deal with — the estimator, the PM, accounts payable — and mark one as the main contact.
The company and its people share one contact view: open the company and you see its people, projects, quotes, orders, and invoices all in one place.
What "complete" looks like — Person
Why here: the project is where Michael actually works, and where the engagement's status lives. But it only inherits a correct address, contact, and tax treatment because the company and person are already complete.
Create the project linked to the company. In ProMount V2 the rule is 1:1 — one project per quote / engagement (decision VAN-D089). The engagement's status is tracked on the project, so one project = one piece of work you can follow start to finish.
Michael lives here. Day-to-day, this is his starting point — and from here the documents in Step 4 flow out and auto-link back.
Why it just works now: with the company's client profile in place, the quote auto-fills tax, payment terms, currency, status, and price list — nobody re-keys tax or terms by hand.
Scoro's own best practice: start every engagement with a quote. That locks scope and price with the customer up front, and the quote data then feeds project reporting (so you can compare quoted vs. actual).
The payoff of doing Steps 1–2 right: at Step 4 nobody picks tax, nobody re-types terms, the PDF has an address and a named contact, and the numbers tie back to the project for reporting. It all inherits.
This is the field that makes Step 4 automatic. Each customer is assigned a client profile on the company record, and that one field sets both the tax treatment and the payment terms. There are six:
| Profile | Tax | Payment terms |
|---|---|---|
| Tax upon receipt | taxable | due on receipt |
| Tax 30 days | taxable | net 30 |
| Tax 60 days | taxable | net 60 |
| No Tax 0 days | exempt | due on receipt |
| No tax 30 days | exempt | net 30 |
| No tax 60 days | exempt | net 60 |
Setting terms: assign the matching profile — pick taxable vs. exempt and the agreed net-X. For a normal taxable customer, the default is "Tax upon receipt."
Changing terms later: change the customer's client profile to a different one. That's the whole operation.
Why it matters: the profile auto-applies on every quote and invoice for that customer — currency, status, price list, tax, and terms all populate from it. Set it once at Step 1; it carries forward forever.
A tax-exempt customer must:
Without the certificate on file, Vancomm is liable for the tax in an audit. The profile alone is not enough — the form has to be on record.
Refs: decisions VAN-D038 + VAN-Q031.
The contact category on the company record is a relationship tier — a quick way to sort VIPs from prospects. It is separate from tax and terms (those come from the client profile).
| Category | What it means |
|---|---|
| A — VIP Customer | Top-tier, high-value or strategic customer. |
| B — Standard Customer | A regular, active paying customer. The default for most. |
| C — Potential Customer | A prospect or lead — not a customer yet. |
| D — Internal Contact | Internal records, not an outside customer. |
| Z — Archived | Dormant / no longer active. |
V2 tag = the roster viewFiltering the Companies list by the V2 tag shows exactly the active customers for the new entity. Save that filter as a bookmark and it's a one-click "who are our active customers" view.
The V2 tag controls the list / bookmark view only. It does not restrict the Client dropdown when you create a quote or order — that field type-aheads over all contacts, and there's no way to hide an existing contact from it.
So when you make a quote, just type the customer's name and pick them. The tag is for the roster view, not the picker.
Old or dormant customers aren't deleted — they just stay in the database. Because the Client picker type-aheads, an inactive customer doesn't clutter anything unless you actually type their name. Leaving them in place keeps the history intact.
Merging duplicates is different. Combining two duplicate customer records into one is a deliberate, irreversible action. Don't do it ad hoc — if you spot duplicates, flag them to Lisa and they'll be handled deliberately.
The one thing to remember
Build the Company fully and attach a main-contact Person before you start the project — then tax, terms, address, and contact all inherit downstream on their own.
A normal taxable customer is Tax upon receipt. A tax-exempt customer needs a No Tax profile and their certificate in the Files tab. Start every engagement with a quote.