Clients

Video on adding a client:

Creating Clients

There several ways for a client to be created, including:

A "Client" can either represent a person or a company. If only the contact information is set the contact name will be used as the client's display name. If the client's name is set then it will be used instead.

There are three different client id fields:

Quickly Create a Client

The simplest way to add a new client is to click the + in the navigation:

Add client button

Viewing Clients

To view a client, select one from the list of clients on the client panel, or by linking to it from a related invoice, project, task or transaction.

Overview

The overview panel presents a quick look at the client's company details, address, contacts, paid to date, the outstanding balance of a client, public and private notes about the client, followed by a list of interactive buttons to see a client-filtered list of any category.

Client overview

You can select from Invoices, Quotes, Payments, Recurring Invoices, Credits, Tasks, Expenses, Recurring Expenses, or Activity.

Creating Item Under a Client

React:

Select the category, and the New x button, ex. New Invoice. For example, to create a new invoice for the current client:

Client categories add item React

Flutter:

Hover your mouse over one of these categories and long press (click and hold), this will take you to create a new invoice, quote, payment, etc. On mobile devices, you can touch and hold anywhere on the button to create new, instead of viewing a client-filtered list.

Client categories Flutter

Quick Access Menu

Client quick access menu

The top-right of the navigation bar has a quick access dropdown that allow you to quickly perform actions for this client including navigating to the Client Portal or the client Settings where you can edit and configure client-specific rules, templates, behavior, etc.

Details

Theis panel presents a view of the client's Company Details information listed in a client entry.

Address

This panel presents the client's billing address. An alternate shipping address can also be entered in Client Edit, but will not be shown in this panel.

Activity

Client activity React

The Activity panel provides a chronological overview of transactional and non-transactional activities related to the client. It tracks history of debits and credits on the client's account, new records or record modifications to the client record, or invoices, quotes, etc. that are connected to the client, and which users performed those actions. The Activity panel is useful for accountability within your business, and monitoring who did what, and when.

Objects in the Activity panel are shortcut links, and clicking on them will bring you to the record or transaction that they describe.

Editing Clients

There are two ways to edit a client:

On mobile you will see a list of tabs at the top menu, for different sections to edit client data.

Most of the information in a client entry or edit form is entirely optional, and some is automatically generated. Your own business practices should dictate what sort of data you gather from your clients.

Details

Contacts

Every client has a contacts list, allowing you to add as many contacts as you like to represent any given client. When viewing a client, you can see existing contacts under "Details" panel. When editing a contact they will be listed under the Contacts panel.

From the admin portal, you will see the button Add Second Contact to expand the contact list with a new contact entry. You can only add new contacts to a client from the admin portal. Customers cannot add more contacts to their client entry from the client portal themselves.

When making an invoice or quote, you have the ability to email it to multiple contacts at the same time. The client's contacts who have Add to Invoices checked will be automatically included on new invoices/quotes, like this example:

Client's contacts auto included on invoice example

Billing Address

Standard address information fields are available here to enter a billing address for your clients with. This information is usually also included on any invoices and other documents for the client.

Shipping Address

Just like the billing address, standard address information fields are available here to enter a shipping address for your clients with. Additionally, you can use the Copy Billing button below these fields, to simply copy the billing address information into the shipping address fields as well.

Settings

Notes

Classify

Documents

The Documents panel provides the ability to upload documents and view documents you have linked to the client. These uploaded files are accessible through the admin portal, or through the client portal for your clients to view themselves. A useful way to employ the document uploads feature, is by uploading terms of service documents, contracts, or other files you would like to share with the client for any other reason.

Note for self-hosted users: that uploaded documents are saved in the "public/storage" directory in a folder structure using hashed folder names to match the product entry, so backup this directory along with your database to preserve your attached documents.

Contacts and the Client Portal

Contacts are each given their own profiles in the client portal, logging in with the emails you assign them, allowing each contact to set their own password and personal settings or details on the client portal, regardless of which client they represent.

When an individual self-registers on the client portal, their name and email will be added as contact data under a new client. After signing in, they will have the opportunity to edit their client details in the "Profile" menu, such as company name and contact information.

Email addresses for contacts are considered authentic. For example, if an individual attempts to self-register while already being included as a contact for another client entry, the self-registration portal will force them to resubmit their personal information using a new email address, or have their email address removed from the other client listing.

Group Settings for Client Management

If many clients share the same settings, for example, the same currency or email reminder settings, you can create a group on Settings > Group Settings to, apply a standard set of settings to a large group of clients.

For most settings, the app will first check if the client has a value in place, if not it will check if the client belongs to a group and if that group defines a value. Finally, it will use the default value set at the company level.

The benefit of using groups is that if in the future you need to change the setting you can change it one place rather than having to update multiple clients individually. Without groups, bulk updating client settings would require using the API or an integrator.

Custom Fields

Sometimes you need extra fields to populate additional information for your clients. With Invoice Ninja you can add up to 4 custom fields for both the client and also each contact of the client.

To create a custom field navigate to Settings > Custom fields. Advanced features including being able to include these custom fields on the invoice PDF by using the placeholders:

Client placeholders

$client.custom1
$client.custom2
$client.custom3
$client.custom4

Contact placeholders

$contact.custom1
$contact.custom2
$contact.custom3
$contact.custom4

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