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:

1. 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).

• At the top of this list, there is a search field that allows you to quickly locate a client.
  - The search is triggered automatically after typing at least 3 characters of the client’s name or VAT number.

2. Create a New Client:

• Click on the "Add client" button.

• A form will open with the following fields:

  • VAT number – required. When entered together with the country prefix (e.g., PL46584837), the system automatically separates the country (PL) and VAT number (46584837).

  • Country – required. This field is linked to the VAT number and filled automatically when a country prefix is used.

  • Name – required.

  • City – required.

  • Postcode – required.

  • Currency – required, selected from a list managed in the organization settings under Currencies.

  • Street line, Building number, Unit number, Address country – optional fields for providing a more detailed address.

  • For Polish clients (PL), additional validation is available:

    • Clicking the Validate button checks the VAT number against GUS (Central Statistical Office).
    • If the number is valid, fields such as Name, City, and Postcode are automatically filled.

3. 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 tab: provides a summary of the client's key information, including name, country, currency, and document language. It displays detailed fields such as VAT number, due days, and the default contractor. Users can easily edit basic and financial details directly from this view. On the right side, a notes section allows users to leave and manage comments related to the client. Only the author can edit their own notes.

  • Documents Tab: In the Documents tab, users can upload and store files related to each client. This can include contracts, invoices, agreements, or any other relevant documents.

  From the Add Document form, users can either select an existing document type or create a new one by clicking the “New document type” button.

  This opens a modal where the user can define the document type name, provide an optional description, and specify whether the document type is expiring.

  Newly created document types from this modal are available only for client entities. To add more global document types, go to Organization settings → Document types.

  • Address Tab: In the Address tab, you can provide the physical address of the client. The form includes the following optional fields:

  • Street line

  • Building number
  • Unit number
  • 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 is always visible, regardless of whether unassigned transactions exist for the client.

  If no matching transactions are available, the modal will display a “No results” message.

  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:

1. Navigate to the client list and open the specific client’s page.
2. On the client page, locate the section you want to update (e.g., Basic information or Details).
3. Click the Edit button for that section.
4. Provide the necessary changes.
5. Click Save to apply the updates.