Business Profiles
Manage multiple brands, businesses, or identities from a single account. Business Profiles let you maintain separate branding, currencies, and workflows for different aspects of your freelance business.
What Are Business Profiles?
Business Profiles are separate brand identities you can create within your Freelance Trackr account. Each profile has its own:
Unique Branding
Logo, company name, colors, tagline, and invoice templates
Default Currency
Set different currencies for different markets or regions
Contact Details
Business address, phone, email, tax ID, and payment info
Client Links
Connect specific clients to specific profiles
The Key Benefit
One account. Multiple brands. No switching between different logins or platforms. Everything you need to manage different business identities, all in one streamlined dashboard.
Why Use Business Profiles?
Business Profiles are perfect for freelancers and entrepreneurs who operate in multiple capacities or serve different markets. Here's why they're valuable:
Professional Separation
Keep your personal freelance work separate from your agency projects, side businesses, or consulting services. Each client sees only the relevant brand identity.
Multi-Currency Management
Invoice US clients in USD through one profile and European clients in EUR through another. Each profile maintains its own default currency for automatic invoice generation.
Consistent Branding
Every invoice, project, and reminder automatically uses the correct branding based on the client's linked profile. No manual switching or risk of sending the wrong branded invoice.
Business Evolution
Start as a solo freelancer, add an agency profile as you grow, launch a SaaS product - all without creating new accounts or migrating data.
Creating Business Profiles
Setting up a new business profile is simple. Follow these steps to create your first additional profile:
Navigate to Manage Profiles
From your dashboard, go to Settings → Manage Profilesin the sidebar navigation.
Dashboard → Settings → Manage ProfilesClick "Create New Profile"
You'll see a list of your existing profiles (you always have at least one default profile). Click the "Create New Profile" button to add another.
Fill in Profile Details
Enter the essential information for your new business identity:
- Profile Name: Internal name (e.g., "Web Design Agency")
- Company Name: What appears on invoices
- Logo: Upload your brand logo
- Brand Colors: Primary color for invoices
- Default Currency: USD, EUR, GBP, etc.
- Contact Info: Email, phone, address, tax ID
- Tagline: Optional business description
Save and Start Using
Click "Create Profile" and your new business identity is ready to use! You can now link clients to this profile and switch between profiles as needed.
💡 Pro Tip: Start with One, Add as Needed
You don't need to create all your profiles upfront. Start with your primary business and add profiles as you expand into new services, markets, or business ventures.
Linking Clients to Profiles
Once you have multiple profiles, you can link each client to a specific profile. This determines which branding, currency, and details will be used for all interactions with that client.
How to Link a Client to a Profile
When Adding a New Client:
New clients are automatically linked to your currently active profile. You'll see the profile selection in the "Business Profile" section when creating a client:
- Go to Clients → Add New Client
- Fill in client details (name, email, etc.)
- In the "Business Profile" section, select the appropriate profile
- Save the client
When Editing an Existing Client:
You can change which profile a client is linked to at any time:
- Go to the client's detail page
- Click the "Edit" button
- Scroll to the "Business Profile" section
- Select a different profile from the dropdown
- Save your changes
📱 Mobile-Friendly Profile Selection
The profile dropdown is fully optimized for mobile devices with:
- Full-width dropdown that prevents text from being cut off
- Large touch targets for easy selection
- Searchable list for quick profile finding
- Clear visual indicators for the selected profile
Automatic Profile Application
This is the magic of Business Profiles: Once you link a client to a profile, that profile's details are automatically used for all actions and documents related to that client. No manual switching required!
What Gets Applied Automatically?
When you perform any action with a client linked to a profile, the system automatically uses:
Invoices
When creating an invoice for a linked client, the invoice automatically uses that profile's logo, colors, company name, contact details, and default currency. You don't need to select anything manually.
Recurring Invoices
Set up recurring invoices for a client, and every automatically generated invoice will use the profile's branding and currency.
Projects
Create a project for a linked client, and it automatically inherits the profile's currency. When you create an invoice from a project milestone, it uses the profile's branding too.
Client Portal
Your client's portal displays invoices and documents with the appropriate profile branding they're linked to.
Currency & Pricing
All amounts, budgets, and pricing for that client default to the profile's currency, ensuring consistency across all financial documents.
🎯 Set It and Forget It
You only need to link a client to a profile once. From that moment on, every invoice, project, reminder, and document for that client will automatically use the correct profile's details. It's seamless, automatic, and error-free.
Switching Between Profiles
Your "active profile" determines which branding is used when you create new clients or manually create invoices without selecting a client first. Here's how to switch:
Using the Profile Switcher
- Look for the profile switcher in the top navigation bar
- Click on your current profile name
- A dropdown will show all your profiles
- Click on any profile to make it active
- The page refreshes with your new active profile
⚠️ Important Note
Switching your active profile only affects new items you create. It does not change the profile linked to existing clients. For existing clients, the automatic profile application (explained above) always takes precedence.
Common Use Cases
Here are real-world examples of how freelancers and entrepreneurs use Business Profiles:
🎨Freelancer + Agency Owner
Scenario: You do freelance design work under your personal brand, but you also run a small design agency with 2-3 contractors.
Setup:
- • Profile 1: "John Doe Design" (personal freelance brand)
- • Profile 2: "Pixel Perfect Studio" (agency brand)
Result:
Solo clients see your personal branding. Agency clients see the studio branding. All managed from one dashboard without confusion.
🌍Multi-Region Consultant
Scenario: You provide consulting services to both US and European clients, with different legal entities and currencies.
Setup:
- • Profile 1: "YourName Consulting LLC" (USD, US address)
- • Profile 2: "YourName Consulting Ltd" (EUR, EU address)
Result:
US clients get USD invoices with US tax details. EU clients get EUR invoices with EU VAT information. Compliance made simple.
💼Multiple Business Ventures
Scenario: You're a developer who also runs a SaaS product and does occasional training workshops.
Setup:
- • Profile 1: "Dev Services by [YourName]" (development work)
- • Profile 2: "[ProductName] SaaS" (subscription invoices)
- • Profile 3: "[YourName] Training" (workshop invoices)
Result:
Each revenue stream has its own professional identity while you manage everything from one place.
🚀Side Project to Main Business
Scenario: You start with freelance work but plan to launch a product business later.
Setup:
- • Profile 1: "Freelance Services" (current clients)
- • Profile 2: "Future Product Brand" (created but unused for now)
Result:
Your account grows with your business. No data migration needed when you pivot or expand into new ventures.
Best Practices
Get the most out of Business Profiles with these tips:
✅ Use Clear, Descriptive Profile Names
Choose profile names that instantly tell you what they're for. "Web Design Agency" is better than "Profile 2". You'll thank yourself later.
✅ Link Clients Immediately
When adding a new client, link them to the appropriate profile right away. This ensures all future invoices and projects use the correct branding automatically.
✅ Set One Profile as Default
Mark your most-used profile as the default. This is what new clients will be linked to automatically, saving you time on client setup.
✅ Complete All Profile Details
Fill out every field in your profile setup: logo, colors, address, tax ID, payment details. Complete profiles make for professional invoices and reduce client questions.
✅ Review Profile-Client Links Regularly
Occasionally review your client list to ensure everyone is linked to the correct profile, especially if you've recently created new profiles or your business structure has changed.
✅ Don't Create Unnecessary Profiles
Only create profiles when you genuinely need separate brand identities. Having too many profiles can become confusing. Start simple and add as needed.
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