This Help Article will help walk you through the basics of viewing, sorting, filtering, and exporting your clients. Check out the outlined steps below to get started!
Quick Summary of Step-by-Step Guide:
- Access Clients
- View Client Summary
- Find a Client
- Sorting Clients
- Filtering Clients
- View Client Information
- View Client Contacts
- View Client Projects
- View Client Invoices
- Exporting Clients
In-Depth Step-by-Step Guide:
Access Clients ListTo access your Client List, click on the Clients & Proposals tab, then the Clients sub-tab.
View Client SummaryThe client summary boxes at the top of the client list will provide general financial metrics for all clients that match your current view.
The metrics shown are:
Total Invoiced: This is the total amount of money invoiced to the clients on your list. This includes a retainer, project transition, and regular invoices created for your clients.
Total Outstanding: This is the total amount of money invoiced, but has not yet been paid.
Retainer/Credit Balance: This is the total amount of money held for retainer or credit for the clients on your list. It includes the retainer invoices you create along with any credits that have been given to clients due to an overpayment on any of the client’s invoices.
Total Clients: This will show the total number of clients in your list along with a breakdown of active and inactive clients.
You can filter your list of clients simply by clicking on one of the first three summary boxes. This will give you a quick view of clients that have been invoiced, have outstanding amounts, or have retainer/credit balances.
Find a ClientYou can search your clients by entering your search in the quick search box at the top of the client list. Hit 'return' or 'enter' after you've finished typing your intended search. This will filter your client list for all clients that match your search. You can search by Client Name, Company Name, or State.
Sorting ClientsClients can be sorted easily by clicking on any of the column headers at the top of the client's table. For example: If you are wanting to see which client pays you the quickest, click on the Days to Pay column to display the clients with the least amount of days first.
Filtering ClientsYou can filter your clients by a number of advanced filters by clicking the filter button on the top right side of your client’s table. This will allow you to filter clients by multiple criteria at once. For example, if you need to see a list of only Active Clients that have been Invoiced you would click on Status, and select Active, click on the toggle next to Has Been Invoiced, and click Apply. That's it!! You will now have a list of all Active Clients that have been Invoiced. To return to the full list of clients, simply click on Clear All.
View Client InformationOnce you have selected your Client from the Clients List page you will be redirected to the Client Details Page. Here you can edit basic client information, like a phone number or email, by clicking on the pen/paper icon located on the right side of Details.
Note: In the top right-hand corner of all three tabs there are Edit and Delete buttons that can be used to Edit or Delete client information. If the system will not allow you to click on delete then the client you are attempting to delete has already been associated with a project and can no longer be deleted. The alternative option for this would be to Deactivate the client. For information on how to deactivate a client see Managing Clients step 6. Deactivating Clients.
Viewing Client ContactsTo view client contacts, scroll to the bottom of the Details page. If you need to edit a client contact click on the Pen & Paper icon located on the right side of the contact’s name. You can Delete the contact by clicking on the “X” located next to the Edit icon. To add new Client Contacts, click on the box + New Contact.
View Client ProjectsTo view a list of all projects that have been added for a client click on the tab labeled Projects. This page will show you general information for each project such as status and contact name. . You can access specific projects by clicking on the Project Name, along with Invoices for a specific project by clicking on Invoices.
View Client InvoicesTo view a list of all invoices that have been created across all of a client's projects, click on the tab labeled Invoices. This page will show you outstanding amounts for each of this client’s invoices. . If you would like to view the actual invoice, click on the invoice number.
Note: You may be interested in learning how you can generate a statement of all the client’s outstanding invoices so that you can send it to your client. Here’s a great article that will explain the options available to generate a statement for your client: Generating Client Statements.
Exporting ClientsYou can download your client list by clicking the Export Button. The Export button is just to the right of the Filters button, on your client list page. After clicking export, you will have two options: Clients Only and Clients and Contacts. The Clients and Contacts option will export all of your client contacts, along with your client list, while Clients Only will not.