Accounts

Overview

An Account is any person or organization your business interacts with — a customer who buys from you, a supplier you buy from, a contractor on a 1099, a government agency you bill, or anyone else you need to track. Include GO uses one Accounts module for all of these so you have a single contact list, a single tagging system, and a single place to look when you need to find someone.

Every Account has a Type. There are five:

• Client — customers you sell to or do work for

• Vendor — suppliers, subcontractors, and any company you pay

• Individual — people you track outside of your employees (referrals, owners, agents)

• Government — federal, state, county, or city entities

• Other — anything that doesn't fit the categories above

The Type controls what fields and tabs appear when you create or edit the Account. Clients and Vendors have richer profiles (locations, financial settings, vendor compliance) because the system uses that information for billing, purchasing, and 1099 reporting. Individuals, Government, and Other accounts are simpler — just a name, contact info, and tags — because they typically don't drive financial transactions.

Where to Find

Click Accounts in the main left sidebar.

The Accounts Page

The page shows every Account in your business unit. Use the four tabs at the top to filter by Type:

• All — every account regardless of type

• Clients — Client type only

• Vendors — Vendor type only

• Other — Individual, Government, and Other types combined

Other elements on the page:

1. Search box — type a name, email, phone, or account number to filter the grid

2. Add Account — opens the Create Account dialog (requires accounts create permission)

3. Grid columns — Account #, Legal Name, Type, Status, Email, Phone, Billing Location, Shipping Location, Tags, and more (sortable, filterable)

4. Right-click any row — opens a context menu with Edit, Archive/Activate, and other actions

Bulk tag assignment

Select one or more rows with the checkboxes and use the Tags bulk action to apply tags to all selected accounts at once. Useful for grouping accounts by region, industry, priority, or any custom label you've set up under Settings → Tags.

Creating an Account

Click Add Account. The Create Account dialog opens with two required fields up top:

• Type — pick one of the five (Client, Vendor, Individual, Government, Other)

• Status — Active, Inactive, or Archive

The tabs and fields visible in the dialog change based on which Type you pick. The General and Contact tabs are always present. Locations and Vendor tabs appear only for the types that need them.

Fields available on every account

Regardless of Type, every Account can have:

• Legal Name — official business or legal name

• DBA Name — "doing business as" or display name

• NAICS Code — industry classification code

• Tax ID Number — EIN or SSN for 1099 reporting

• Account Number — your internal reference

• Contact info (Contact tab) — up to 3 phone numbers with descriptions, an email address, and a website

• Tags (Tags tab) — apply any tags configured for the account entity

Working with Clients

When Type is set to Client, you get extra tabs and fields specifically for billing relationships:

Locations tab (Client only)

• Billing Location — where invoices are sent. Pick from existing locations or click + Create new location to add one inline.

• Shipping Location — where deliveries go. Often the same as billing for service businesses.

• Default Payment Terms — terms like "Net 30" that pre-fill on new invoices for this client

• Account Start Date — when the client relationship began

Notes (rich text)

The Notes field on the General tab supports rich text formatting (headings, lists, bold, links). Use it for anything you want the team to know about this client — billing quirks, key contacts, history.

Working with Vendors

When Type is set to Vendor, you get the same Locations tab as Clients plus a dedicated Vendor tab for compliance and 1099 information.

Locations tab (Vendor)

Same fields as Clients — Billing Location (where you send remittance) and Shipping Location (where you typically receive deliveries). Note that Default Payment Terms and Account Start Date do not apply to Vendor accounts.

Vendor tab (Vendor only)

• Form 1099 Type — choose the 1099 form variant if applicable: NEC, MISC, INT, DIV, K, B, R, G, S, C, or Other. Set to None for non-1099 vendors.

• Vendor Rating (1–5) — internal quality rating

• W-9 on File — checkbox; check when you've received and filed the vendor's W-9

• Tax Exempt — checkbox; check for tax-exempt vendors

• Sells Resources — checkbox; controls whether this vendor appears as a supplier when picking resources for purchase orders

The Vendor tab is the source of truth for 1099 generation at year-end and for purchasing workflows. Keep these fields accurate.

Working with Individual, Government, and Other Accounts

For Individual, Government, and Other types, the dialog stays minimal — just General, Contact, and Tags tabs. There is no Locations tab and no Vendor tab.

Use these types for entities you want to track but that don't drive your billing or purchasing workflows:

• Individual — referral sources, property owners, agents, sales prospects

• Government — agencies you correspond with but don't directly invoice or buy from

• Other — partners, associations, or any account type not covered above

If a Government entity does become a paying customer, change the Type to Client and the Locations and billing fields will appear.

Editing an Account

To edit an existing Account, right-click its row in the grid and choose Edit. The dialog opens with the same tab structure as Create, plus one additional tab:

• Projects — visible only when editing. Lists every project linked to this account so you can jump straight to the project from here.

You can change the Type at any time. Switching from Client to Vendor (or vice versa) keeps your contact info and tags but recalculates which tabs are visible. Type-specific fields that don't apply to the new type are dropped on save.

Archiving and Activating

Right-click → Archive sets the account's status to inactive. Archived accounts are hidden from default grid views and don't appear in pickers (e.g., when picking a client on a new project). Right-click → Activate brings them back.

Archive is preferred over Delete because Accounts are referenced by historical projects, invoices, and purchase orders. Deletion is reserved for true mistakes.

Tags

Every Account can be tagged. Tags come from Settings → Tags with category Account. Apply tags individually on the Tags tab in the dialog, or in bulk from the grid using the Tags bulk action button after selecting multiple rows.

Use tags to slice Accounts by anything that isn't already a column — sales region, customer tier, account manager initials, industry vertical, etc.

Permissions

Three permissions govern what users can do with Accounts:

• accounts create — required to use the Add Account button

• accounts update — required to edit existing accounts

• accounts delete — required to archive or delete accounts

Users without these permissions can still view the Accounts list (if their role grants the ui nav accounts permission) but the corresponding actions will be disabled or hidden.

Manage permissions under Settings → Roles.

Tips and Best Practices

• Set the Type correctly the first time. Changing Type later works, but type-specific fields you populated on the old type are dropped on save.

• Always fill in the Tax ID Number for vendors. Year-end 1099 generation depends on it.

• Use DBA Name for the friendly display name. Legal Name is for invoices and 1099s; DBA Name is what shows in pickers and grids.

• Mark "Sells Resources" only for vendors who supply items in your resource catalog. Otherwise they'll clutter resource picker dropdowns.

• Add a Billing Location for every Client. Without it, AR Invoices won't have a default billing address.

• Use Tags before you create custom columns. Tags handle most categorization needs without requiring schema changes.

Common Questions

Can one Account be both a Client and a Vendor?

Pick the type that matches the dominant relationship. If you both buy from and sell to the same company, set Type to whichever side has more transactions and use Tags to flag the dual relationship.

Where do Account contact people live?

People associated with an Account (the human contacts at a client or vendor company) are managed on the People page, not here. The Account record is the company itself; People are the humans you talk to at that company.

What's the difference between archiving and deleting?

Archive flips the status to inactive — the account stays in the database, history is preserved, projects and invoices still link to it correctly. Delete removes the record entirely; only use this for accounts created by mistake with no transactional history.

Why can't I pick a Location for an Individual account?

Location relationships only apply to Client and Vendor types because they drive billing and shipping addresses for invoices and purchase orders. Individual, Government, and Other accounts don't generate those documents directly.

Can I import accounts in bulk?

Yes — use the Importer tool. See the Importer article for the upload flow. Pick "Accounts" as the importer type and map your spreadsheet columns to the account fields.

Related Topics

• People — managing the human contacts at each Account

• Locations — adding and managing the addresses you assign as billing and shipping locations

• Tags — creating tag categories and values

• Roles & Permissions — controlling who can create, update, or delete accounts

• Importer — bulk-importing accounts from a spreadsheet