Managing Clients with Multiple Locations

Naming Convention

Because Kudurru Stone enforces unique client names, you cannot create two clients both named "ABC Widgets." If you try, Kudurru will show the message: Duplicate Client Names are not allowed.

The standard approach is to append a location identifier to the client name:

• ABC Widgets - Boise
• ABC Widgets - Portland
• ABC Widgets - Corporate

Choose a separator and format and stick with it across all location records for the same company. Consistency is what makes the client list scannable and reports readable. A dash followed by the city is the most common convention, but you can use whatever makes sense for your business — region names, site codes, or office names all work.

Avoid abbreviations unless they are immediately recognizable to your whole team. "ABC Widgets - PDX" may be clear to you but confusing to a new employee six months from now.

Setting Up Each Location Record

Create a separate client record for each location following your naming convention. On each record:

• Address — enter the address for that specific location. Each client record has a primary address and a billing address. If the billing address is the same as corporate for all locations, you can enter the corporate billing address on each record.
• Contacts — add the people you work with at that location. Contacts are per client record, so the Boise site manager goes on the Boise record, not the Portland one.
• Client Type and Terms — these can be set independently per location if needed, or set to the same values if your arrangement with the company is uniform.

Grouping Location Records with Client Relationships

Client Relationships let you tag client records with a shared classification so you can filter and find them together on the client list.

To set this up:

1. Navigate to Settings → Client Relationships and create a new relationship type. A name like "Multi-Location" or "Location" works well — this is just a label used for grouping.
2. Open each location client record and set the Client Relationship field to the type you just created.
3. Save.

Once tagged, you can filter the client index by that relationship type to see all location records for that company together. This is useful when onboarding a new employee or reviewing everything you have active for a particular parent company.

Client relationships are a classification only — there is no parent-child hierarchy and no shared data between records. Each location remains fully independent.

How Work Is Tracked Per Location

Because each location is its own client record, everything in Kudurru naturally separates by location:

• Quotes and projects belong to the location client they were created under
• Invoices and payments are per location
• Contacts are per location
• Reporting filters by client, so you can run reports for a single location or pull all locations by filtering on the relationship type

If you need a combined view of all work across all locations for a single company, run reports or filter the project or invoice list by client name using the shared prefix — searching "ABC Widgets" will return all records where the client name starts with that string.

Tips

• Agree on the naming convention before creating the records. Renaming clients after projects and invoices are attached is possible but disruptive to existing records and reports.
• If one location handles all billing for the company, note that in the client notes on each location record so your bookkeeping team knows who to invoice.  And then utilize the Bill To Client field on the Project Edit page for the projects.
• If a contact works across multiple locations, add them as a contact on each relevant client record. There is no shared contact pool across clients.
• Use the Client Relationship filter on the client index as a quick way to audit all location records — confirm addresses, contacts, and terms are complete before the first project goes in.