Managing Clients & Contacts

Managing Clients & Contacts

Clients are at the heart of your CRM. Every quote, order, invoice, deal, and project connects back to a client record.

Creating a Client

Click + Add Client from the Clients page. Fill in the key details:

• Name – the client’s full name or primary contact name
• Company Name – their business name (leave blank for individuals)
• Email & Phone – primary contact details
• Address – full postal address
• Source – how they found you (e.g. website, referral, phone call)
• Notes – internal notes only visible to your team

Client Status

Each client has a status: Active, Inactive, or Archived. Archived clients are hidden from default views but their data is preserved.

Additional Contacts

Many businesses have multiple people you deal with. Add as many contacts as needed to a client record, each with their own name, role, email, phone, and notes. Mark one contact as the primary contact. Additional contacts are also used when matching synced emails to client profiles.

Parent & Sub-Clients

For group structures (e.g. a franchise with multiple branches), you can create parent-child relationships. A parent client can have sub-clients underneath them, with options for consolidated billing.

Tags

Apply colour-coded tags to categorise clients (e.g. “VIP”, “New Lead”, “Priority”). Tags are created in Settings > Tags & Fields and can be filtered on the client list.

Custom Fields

If you need to store additional information beyond the standard fields, create custom fields in Settings > Tags & Fields. These appear in the “Additional Information” section on each client record.

Assigning Clients

Assign a client to a team member so they are responsible for the relationship. Depending on permissions, users may only see clients assigned to them.

The Client Profile

Each client profile has multiple tabs providing a complete view:

• Timeline – a unified, chronological feed of every interaction: orders, invoices, quotes, deals, emails, activities, and synced emails, with infinite scroll
• Activity – log meetings, calls, emails, tasks, and notes with descriptions and durations
• Deals – all deals associated with this client
• Orders – orders linked to this client
• Invoices – all invoices for this client
• Quotes – quotes sent to this client
• Documents – files and attachments
• Emails – a unified list showing both CRM-sent emails and synced emails from Gmail or Outlook, with direction arrows and source badges
• Projects – projects linked to this client

Searching & Filtering

The client list supports searching by name, filtering by status, type, assigned user, and tags. Use the “Top Level Only” filter to hide sub-clients when viewing parent organisations.