Clients
Use Clients to store client company records, manage contacts, and support client-facing work through the Client Portal.
Overview
Clients is the master list of companies your organization works with. Each client can include address details, contacts, and notes. Those records are used when you create client projects and when client users review assigned work in the Client Portal.
There are two related experiences:
| Experience | Who uses it | Purpose |
|---|---|---|
| Clients (company list) | Administrators and managers with Clients access | Create and maintain client companies and contacts |
| Client Portal | Users with the Client role | Review team, tasks, schedule, invoices, and timesheets for assigned projects |
How to access
Main Menu → Clients
From the list you can open New Client, Edit, View, or Details.
Client users do not use this company list. They sign in through the Client Portal (often with a one-time password). See Authentication.
Users with access to this feature can open it from the main menu. If Clients is missing, ask your administrator to review your access.
What you can do
Client list
- Switch between Active, Archived, and Deleted views
- Search and select one or more clients
- Export the list to PDF or Excel
- Create, edit, archive, restore, or delete clients
- Open a client to review details and related projects
Contact management
When you create or edit a client, you can add contacts with:
- First name and last name
- Phone number and email
- Contact role: Technical or Billing
- Primary contact flag (at least one primary contact is required)
Client details and dashboard
- Review summary information such as All Clients, Overdue, Total Outstanding, and In Draft
- Open a selected client to see Overview and Relationship information, including projects
- Open the Client Dashboard for a client-oriented summary
Client Portal
After signing in, client users can open:
| Portal page | Purpose |
|---|---|
| Team | Project team members |
| Task | Project tasks |
| Work Schedule | Work schedule for the project |
| Invoices | Invoice view for the portal |
| Consult Us | Contact / consult page |
| Timesheet Details | Timesheet details with status labels such as Approved, Pending, Rejected, and Overdue |
Portal pages typically use the selected project. Team, Tasks, and Timesheet Details support search, filter, and export where those actions appear.
Step-by-step workflows
Create a client
- Open Clients from the main menu.
- Choose New Client.
- Enter the company name, address, country, state, city, ZIP code, and time zone.
- Optionally add website, notes, and a client image.
- Add at least one contact person.
- Mark one contact as the primary contact.
- Save.
Edit a client
- Open Clients and stay on the Active list.
- Choose Edit for the client.
- Update company or contact details.
- Save.
Archive, restore, or delete
- Open the Active, Archived, or Deleted view.
- Select one or more clients.
- Choose Archive, Restore, or Delete.
- Confirm when prompted.
Use the Client Portal
- Open the client login link provided by your organization.
- Complete OTP verification if prompted.
- Open Team, Task, Work Schedule, Invoices, Consult Us, or Timesheet Details.
- Select the project context, then search, filter, or export as needed.
Expected results
| Action | What you see |
|---|---|
| Create client | Success message that the new client was added; the client appears in the Active list |
| Edit client | Success message that changes were updated |
| Archive / restore / delete | Archived successfully, Restored successfully, or Deleted successfully |
| Client ready for projects | The client can be selected when creating Flat Rate or Hourly projects |
| Portal sign-in | Client users enter the portal for their assigned projects |
| Portal timesheets | Status labels such as Approved, Pending, Rejected, or Overdue |
Create the primary contact carefully. Flat Rate and Hourly projects require a client, so keep company names unique and contacts up to date before project setup.
Client users do not see Timesheet Approvals or Summary. They use portal Timesheet Details instead.
Common validation messages
| Situation | Message or behavior |
|---|---|
| Company name missing | Company name is required |
| Address missing | Address is required |
| Country, state, city, ZIP, or time zone missing | Matching required-field messages |
| Duplicate company name | Company name already exists / Client already exists |
| No contacts added | Please add at least one contact person |
| No primary contact | Add a Primary Contact |
| Contact role missing | Role is required |
| Contact email missing | Email is required |
| Contact phone missing | Mobile number is mandatory |
| Invalid email | Invalid email address |
| Duplicate contact email | Email already exists |
| Nothing selected for a bulk action | Prompt to select clients |
| Leave with unsaved changes | Confirm before leaving |
| Incorrect or expired OTP | Error or warning; use resend when available |