Managing Clients
Keep your client information organized and easily accessible. Learn how to add, edit, and manage client profiles effectively.
Getting Started with Clients
Your client database is the foundation of your invoicing workflow. By maintaining accurate client information, you can create invoices faster and keep better track of your business relationships.
📸 Image: Clients dashboard showing list of clients
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💡 Why Client Management Matters
- ✓ Create invoices in seconds with pre-saved information
- ✓ Track payment history and outstanding amounts per client
- ✓ Maintain professional records for tax purposes
- ✓ Quickly access contact details when needed
Adding New Clients
Adding a new client takes less than a minute. You can add clients from the Clients page or directly when creating an invoice.
📸 Image: "Add New Client" button and form
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Two Ways to Add Clients:
Method 1: From Clients Page
- 1. Navigate to Clients from your dashboard
- 2. Click the "Add New Client" button
- 3. Fill in the client details
- 4. Click "Save Client"
Method 2: While Creating an Invoice
- 1. Start creating a new invoice
- 2. In the client dropdown, click "Add New Client"
- 3. Fill in the client details in the popup
- 4. Client is automatically selected for the invoice
Client Information Fields
Capture all the essential information you need for professional invoicing and communication.
📸 Image: Client form with all fields labeled
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Client Name *
The individual's full name (e.g., "John Smith", "Sarah Johnson").
Required field. This appears on invoices as "Bill To".
Company Name (Optional)
The business or organization name (e.g., "Acme Corp", "Smith Consulting"). If provided, this appears on invoices alongside the client name.
Email Address *
Primary email for sending invoices and communications.
💡 Tip: Double-check email addresses for accuracy. Typos here mean invoices won't reach your client!
Phone Number (Optional)
Contact number for quick communication. Include country code for international clients (e.g., "+1 555-0100").
Address (Optional)
Full business or billing address. Useful for:
- Including on formal invoices
- Mailing physical documents if needed
- Tax and legal documentation
Notes (Optional)
Internal notes about the client. These are NOT shown on invoices. Use for:
- Payment preferences (e.g., "Prefers bank transfer")
- Project details
- Special requirements or agreements
- Communication preferences
Editing Client Information
Client details change over time. Keep your records up-to-date by editing client information whenever needed.
📸 Image: Client card with edit button highlighted
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How to Edit a Client:
- 1Go to the Clients page
- 2Find the client you want to edit
- 3Click the Edit button (pencil icon)
- 4Update the information and click "Save Changes"
⚠️ Important Note
Editing a client updates their information for future invoices only. Previously sent invoices will still show the old information as it appeared when they were created.
Deleting Clients
You can delete clients who are no longer active. However:
- Clients with existing invoices cannot be deleted (prevents breaking invoice records)
- Consider adding a note like "INACTIVE - DO NOT USE" instead of deleting
- Deleted clients cannot be recovered
Viewing Client History
Track all invoices and payments for each client in one place.
📸 Image: Client detail page showing invoice history
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What You Can See:
📊 Statistics
- • Total invoiced amount
- • Outstanding balance
- • Number of invoices
- • Average invoice value
📋 Invoice List
- • All invoices for this client
- • Invoice statuses
- • Payment dates
- • Quick access to view/edit
💡 Pro Tip: Client Insights
Use client history to identify your best clients, track payment patterns, and make informed business decisions about which client relationships to prioritize.
Organization Tips
Best practices for keeping your client database clean and useful.
✨ Best Practices
1. Use Consistent Naming
Decide on a format and stick to it: "First Last" or "Last, First". This makes searching easier.
2. Add Notes Immediately
When you first add a client, include any important details in the notes field. Future you will thank you!
3. Verify Email Addresses
Always send a test email or confirm email addresses before sending important invoices.
4. Regular Cleanup
Every few months, review your client list and update or mark inactive clients. Keep your database current.
5. Include Company Names
If your client works for a company, always include the company name. This looks more professional on invoices.
📸 Image: Well-organized clients list with search functionality
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Next Steps
Now that you know how to manage clients, explore these related guides:
Still have questions?
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