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What Are Clients?

Clients are the people you bill for the work you’ve been hired to do. You can add, manage and delete your Clients as your business grows, as well as add secondary contacts in each Client profile, so you can send to multiple contacts in one company as needed. Use the Client profile as a way to quickly access your Client’s information in one central place.

Create Clients

There are three ways to create a new Client: 
  • On the Dashboard, click on the Create New button, then select Client
  • Go to the Clients section and click on the New Client button
  • On an Invoice, click on the Add a Client button in the Billed To area, then fill out the Client information
 
From the first two ways above, you'll be taken to the New Client page: 

New client screen with fields to fill out.
  1. The First Name and Last Name or Company name is required, enter the name in either of these fields
  2. If needed, fill out these optional fields:
    1. Under Email Address, type in the email
    2. Under Phone Number, type in the phone number
    3. Click on Add Business Phone and/or Add Mobile Phone to expand these fields and add in information
    4. Click on Add Address and choose a Country, then enter in the Street, City, State, Zip Code
      1. Depending on the Country selected, you can also include a Tax Name and Tax Number for that Client
        Tax Name and Tax Number fields.
  3. Next, adjust your Client Settings by adjusting any of the below: 
    1. To send Payment Reminders, click on Send Reminders and follow the steps here
    2. To charge for Late Fees, click on Charge Late Fees and follow the steps here
    3. To adjust the Currency and Language for your Client's Invoices and Estimates/Proposals, click on Currency & Language and follow the steps here
    4. If you have Client Access, click on Team Member Access to see who has access to your Client
    5. To allow the option to attach a PDF of the Invoice when sending by email for individual Invoices only, click on Invoice Attachments and check off the box
  4. Then click Save to confirm your new Client.

Note: If the email matches another Client's email that's already in your account, you'll be asked to confirm again.
 

Client Profile

Any Client's profile can be viewed by going to the Clients section and clicking on a Client. You'll land on the Overview tab by default:
Client profile with tabs at the bottom to see different information.

Overview

In the Overview tab, you can find the below information:
  • Settings - This can be accessed with the slider icon next to the name, with these options:
    • Send Reminders - Customize the reminder emails and frequency they're sent out for overdue Invoices
    • Charge Late Fees - Encourage faster payment on overdue Invoices by applying a fee
    • Currency & Language - Change the currency and language on new Invoices for this Client
    • Invoice Attachments (Send as PDF) - Check off the box to enable the option to attach a PDF of the Invoice when sending by email for individual Invoices only
  • More Actions - Click on this to quickly Edit Client, Generate Statement, Archive or Delete the Client
  • Create New… - Click on this button to quickly create an Invoice, Expense, Estimate, Proposal or Project for this Client specifically
  • Client Card - Lists information for the Client
  • Outstanding Revenue - This graph shows both overdue Invoices (in red) that have missed the Due Date, and outstanding Invoices (in yellow) that have not reached the Due Date yet. Hover over the bar to see the amounts and Invoices
    • In Draft - The total of all Invoices in Draft status for this Client - hover to see the Invoices
    • Available Credit - Total Credit available for this Client - hover to see the overpayments and to delete them
    • Unbilled Time - Total of all unbilled time entries - hover to see the time entries
    • Unbilled Expenses - Total of unbilled expenses assigned to this Client - hover to see the Expenses

Below the Client’s details and the Outstanding Revenue graph are a set of tabs that allow you to easily see all of your Client’s information in one place:
  • Invoices - This includes only active Invoices, including those generated from the Retainer and Recurring Templates (Use the Advanced Search in Invoices to see both active and archived Invoices instead)
  • Recurring Templates - Lists all active Recurring Templates only (Use the Advanced Search in Invoices to see both active and archived Recurring Templates instead)
  • Contacts - Manage all Secondary Contacts
  • Retainer
  • Credits - Lists all Prepayment and Overpayment Credits created for this Client
  • Checkout Links
  • Expenses
  • Estimates
  • Time Tracking - All time entries assigned to this Client will appear here
  • Projects
  • Reports - Access Reports with the filter already set to the specific Client you’re viewing, like the Client Account Statement


Internal Notes

Internal Notes are a great way to keep track of your Client details by recording private notes. This is only visible to you and your team. To add Internal Notes, use these steps: 
  1. Click on the Clients section
  2. Click on the Client you want to view
  3. Click on the Relationship sub-tab
  4. Under Relationship, click on the area where it says Add notes here (they will not be visible to your client) and begin typing. When you're done, click away and the text will be saved.
 

Secondary Contacts

If you need to send to multiple contacts within the same organization, you can add as many Secondary Contacts as needed under the Primary Client's profile. From there, you can choose which contacts to send an Invoice to, or choose to send to all contacts. This way, you can send to multiple emails, and any of the Secondary Contacts can also pay the Invoice as well.
 
Secondary Contacts cannot create Client Accounts - only the primary Client can.
 
Add Secondary Contacts
To add a Secondary Contact, use these steps:
  1. Go to the Clients section
  2. Click on a Client you want to add Secondary Contacts to
  3. Then click on the Contacts sub-tab
  4. Click on the + button next to Contacts for [Client Name]
    Plus button next inside contacts sub-tab for specific client.
  5. Fill out the First Name and Last Name fields if needed
    New secondary contact with fields to fill out.
  6. Enter the Email
  7. Next, add up to two phone numbers in the Phone 1 and Phone 2 fields if needed
  8. Click on the checkmark button to finish. Once added to the profile, all saved Secondary Contacts will be available to select along with the primary Client when sending an Invoice or Estimate/Proposal by email.
 
Edit or Delete Secondary Contacts
Secondary Contacts can be edited or deleted with the following steps: 
  1. Go to the Clients section
  2. Click on a Client you want to add Secondary Contacts to
  3. Then click on the Contacts sub-tab
  4. To edit a Client, hover over it and click on the pencil icon
  5. To delete a Client, hover over it and click on the trash can icon
    1. Or you can check off multiple boxes and then click on the Bulk Actions button
    2. Then select Delete to finish deleting Secondary Contacts in bulk.

Send to Secondary Contacts
When you’re ready to send an Invoice, Estimate or Proposal, click on the Send… (or the Save… for Recurring Templates) button. In the To: field, the primary client will automatically be checked off as a sender, along with any secondary contacts you've sent to on a recent Invoice, Estimate or Proposal.

From here you can either:

Pop up for sending invoice with to field showing dropdown of extra contacts.
  • Remove the primary client by clicking the X or unchecking the box next to their email in the list
  • Add existing secondary contacts by typing the names/email addresses and selecting them, or by checking off the boxes next to their name/email address
  • Add new secondary contacts by entering their email address and pressing the comma, enter, spacebar or tab key to add
 

FAQs 

How do I manage my Clients?
From the Clients section, you can click on More Actions and select either:

More Actions button in Clients section.
  • Import Clients - See steps here to upload a CSV of your Clients
  • Export Clients - Your Clients, Secondary Contacts, address information and notes will be exported in a CSV file. If there are more than 1000 Clients, you will see multiple CSV files exported (1000 per file); ensure your browser allows multiple downloads at once
 
From the Clients section, hover over any Client to quickly perform any of these actions: 

Quick actions bar with three buttons over a Client row.
  • Edit - Click on the pencil icon and you’ll be taken to the edit screen of the Client's profile where you can adjust and save afterwards
  • Archive - Click on the box icon to move the Client to your Archived Clients list
  • Delete - Click on the trash can icon to delete the Client. You can view all deleted Clients by clicking on the deleted link at the bottom of the list

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