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<< Click to Display Table of Contents >> Navigation: Quick Answers > Daily Operations > Clients |
This section provides quick operational answers for handling Client and Service Unit records in MLS 2026.
The Client and Vehicle files are the foundation of the entire system. Accurate data entry here improves:
•Service history tracking
•PM scheduling
•Recommendations
•Marketing
•Reporting
•Warranty reference
•Accounting accuracy
The Client record stores information about the owner or customer.
The Service Unit record stores information about:
•Vehicles
•Equipment
•Machinery
•Boats
•RVs
•Other serviced units
A single client may have multiple service units.
The Client file controls:
•Billing
•Statements
•Contact information
•Marketing
•Emailing
•Text messaging
•Tax status
•Credit privileges
•Reporting
Accurate client records improve the professionalism of your operation.
The Service Unit file tracks:
•VIN or serial number
•License
•Mileage
•PM schedules
•Service history
•Recommendations
•Inspection records
•Vehicle notes
•Attached photos
This creates the long-term history of the unit.
Create a new client:
•When the customer has never visited before
•When a company requires separate billing
•When ownership changes
Do NOT create duplicate client records unnecessarily.
Always obtain:
•Full name
•Phone number
•Address
•Email address
•Proper spelling
The better your information, the better your follow-up communications.
Email allows:
•Invoice delivery
•Estimates
•Reminders
•Marketing
•Faster communication
Email is one of the most valuable modern communication tools.
Cell numbers allow:
•Text messaging
•Service updates
•Pickup notifications
•Appointment reminders
Clients appreciate fast communication.
Always collect:
•VIN
•License plate
•Year
•Make
•Model
•Engine information
•Mileage
Incomplete vehicle records create problems later.
Because VIN endings are not unique.
Using partial VINs can:
•Link incorrect histories
•Cause reporting problems
•Create serious identification errors
Always enter the complete VIN.
The VIN is used for:
•Vehicle identification
•Carfax reporting
•PM tracking
•Warranty verification
•Recall information
•Accurate service history
Obtain it directly from:
•Dashboard plate
•Driver door label
•Registration paperwork
•Insurance card
Never guess.
Duplicate records create:
•Split histories
•Incorrect reminders
•Inaccurate reports
•Confusing balances
•Lost recommendations
Always search carefully before adding a new client.
Search by:
•Last name
•Phone number
•Company name
•License plate
•VIN
Clients may already exist under slightly different spellings.
A Counter Sale is:
•Parts only
•Non-vehicle labor
•Walk-in sales
No service unit is required.
Yes.
Use:
Client → Select/Edit Client
Do NOT attach a vehicle if none is involved.
MLS automatically assumes:
CASH SALE
The invoice will reflect this appropriately.
Yes.
Use:
Client → View Information
Black fields may be edited directly.
Changes save back to the master client record.
Yes.
Use:
Vehicle → View Information
Changes update the main vehicle record automatically.
Typically:
•Black fields = editable
•Blue fields = informational only
Yes.
Use the Photo utility to attach:
•Driver licenses
•Damage photos
•Documents
•Reference images
Yes.
Vehicle photos are extremely useful for:
•Damage documentation
•Restoration projects
•Insurance work
•Identification
Yes.
Documents may include:
•Contracts
•PDFs
•Estimates
•Spreadsheets
•Correspondence
Yes.
MasterLink recommends:
MLS12\Attach
Keeping documents centralized simplifies management and backup.
Use the History button on the workorder screen.
You may review:
•Labor
•Parts
•Recommendations
•Inspection checklists
•Notes
History helps:
•Diagnose recurring problems
•Track maintenance
•Improve communication
•Increase customer confidence
Clients appreciate accurate historical knowledge.
Yes.
Checklist entries appear in the service history display.
Needs are pending recommendations from previous visits.
These remain active until:
•Completed
•Deleted
•Marked resolved
Recommendations:
•Increase service opportunities
•Improve vehicle safety
•Build professionalism
•Demonstrate concern
Add immediately transfers the recommendation into Labor on the current workorder.
Delete marks the recommendation completed or resolved.
It will no longer appear as pending.
PM schedules track:
•Preventative maintenance
•Due dates
•Due mileage
•Upcoming services
PM tracking:
•Increases repeat business
•Helps clients maintain vehicles
•Reduces failures
•Builds long-term relationships
The Analysis screen combines:
•Client history
•Vehicle history
•Recommendations
•PM schedules
•Inspection concerns
•Visit statistics
All in one display.
It allows you to:
•Discuss pending services
•Review recommendations
•Build trust
•Improve communication
•Increase professionalism
Yes.
MLS can:
•Email invoices
•Email estimates
•Send messages
•Attach PDFs
Proper email setup is required.
Yes.
The client must:
•Have a valid cell number
•Be configured properly for texting
Yes.
If compatible dialing software is installed, MLS can initiate calls directly.
Alternate Billing allows:
•One client receives service
•Another account receives the invoice
Examples:
•Fleet billing
•Warranty companies
•Parent companies
•Corporate offices
It simplifies:
•Fleet operations
•Company accounting
•Warranty processing
•Centralized billing
Tax defaults come from the client record.
MLS automatically applies:
•Taxable
•Non-taxable
•Reduced tax rates
Yes.
Tax settings may be modified for a specific invoice only.
CRM OK controls whether workorder information may be sent through integrated systems such as Carfax.
Only disable it if:
•The client requests privacy
•The work should not be reported
•Internal policies require it
Always:
•Enter complete information
•Verify spelling
•Use full VINs
•Avoid duplicate records
•Update contact information regularly
Because the Client and Service Unit records are the heart of:
•Service history
•Marketing
•Reporting
•Recommendations
•PM scheduling
•Follow-up communication
Good records create professional businesses.