Clients

Clients are essential for the invoice creation process. The Clients feature in Flowtly serves as a central hub for managing all client-related information and interactions. This feature allows you to maintain a detailed database of clients, including contact information, payment history with related invoices, all associated transactions, and related documents.

Create and Edit a Client

You can quickly add new clients by filling out a simple form that captures all necessary details like company name, contact information, billing addresses, and any custom fields relevant to your business. You can follow these steps:

Navigate to Clients:
- Go to the Clients item in the main menu.
- You will see a list of all existing clients along with their status, country, and default cost (contractors).
Create a New Client:
- Click on the "Add client" button.
- A form will open with the following fields:
  - Country: Select from a list managed in the user context menu under Countries tile.
  - VAT number: Optional.
  - Name: Enter the client's name.
  - Currency: Select from a list managed in the organization settings under Currencies.
  - Address details: Optional.
Save and Review:
- After saving, the client will appear in the list. You will be redirected to the Clients page where you can provide additional information inside the following tabs:

Overview: Here you can additionally set Default cost, which means assigning a "Contractor", to associate another entity or party with that client in a contractual or business relationship.
Documents Tab: Here you can upload and store documents related to each client. This can include contracts, invoices, agreements, or any other relevant files. To add more Document types go to Organization settings and select Document types tile.
Address Tab: Here you can provide physical address of the client. Form includes optional fields like: Street line, City, Post code, Country, Phone number.
Payments Tab: This tab displays all invoices created for the client through Flowtly. As payments are received from the client, the Paid Amount will be automatically updated to reflect the transactions. You can also manually select transactions to associate with the invoice by clicking "Assign transaction" and selecting them from the drop-down list. The "Assign transaction" button will appear only when unassigned transactions for this client exist. In the modal that opens after clicking "Assign transaction," you can specify the exact amount to be matched with the invoice. By default, the "Transaction Amount" field will display a value that covers the full invoice amount. If the transaction amount is lower than the invoice total, the transaction's full amount will be displayed instead. After saving, the Paid Amount column will update accordingly, and an icon indicating whether the invoice is fully paid or partially paid will be shown. Once a transaction is matched with the invoice, it appears as a separate row under the invoice. You can click on it to be redirected to the transaction page. Additionally, each invoice in the list is clickable and redirects you to the Invoice Preview page. Each attached transaction can also be removed from the invoice if needed.
Contacts Tab: This tab allows to provide different types of contact for the Client. Among them are: Contact (usually general contact person for the client), Billing (person responsible for handling invoicing and payment-related communications), Debt Collection (person to be contacted if there are issues with overdue payments or collection activities). In addition to the type of contact, you will need to provide name and email. Title and contact phone are optional fields. Once saved, contact will appear in the list. You can update and remove these contacts as needed, ensuring that the correct person is contacted for each specific aspect of client management.

Note: Only the Billing contact will be used to automatically prefill client data when generating PDF invoices and sending them to the customer. It ensures that invoices are sent to the correct person who manages billing and payment processes.

Edit an Existing Client:
- To edit an existing client, go to the Client page. After making changes, click the Save button to apply them.