ClientFlow: Agency-Grade Client Management

ClientFlow transforms GitScrum from a project tool into a complete client management system. Track clients, send invoices, manage proposals, monitor revenue, and give clients controlled access—all integrated with your project workflow.

What ClientFlow Solves

Agencies juggle multiple relationships: clients expecting visibility, invoices requiring tracking, proposals needing approval, and revenue demanding oversight. ClientFlow centralizes these concerns:

Without ClientFlow:

• Client data scattered across spreadsheets
• Invoice tracking in separate accounting software
• No connection between billable work and invoicing
• Manual revenue reporting

With ClientFlow:

• Unified client database with full history
• Integrated invoicing connected to time tracking
• Proposal workflow with approval tracking
• Real-time revenue dashboards

The ClientFlow Interface

Page Header

The header displays critical business metrics:

Action buttons:

• Search: Filter clients by name/email
• Refresh: Reload data
• New Client: Create client record

Sidebar Filters

The left sidebar provides powerful filtering:

Entity Filters:

• Clients: View client list
• Invoices: View all invoices
• Proposals: View all proposals

Status Filters (when entity selected):

• For Invoices: Draft, Sent, Paid, Overdue
• For Proposals: Draft, Sent, Approved, Rejected

Client Filters:

• All Clients
• With Invoices
• Pending Payment
• Overdue

Main Content Area

Displays the filtered view—client cards, invoice tables, or proposal lists based on sidebar selection.

Client Management

Creating Clients

Click "New Client" to open the creation modal:

Required Information:

• Client Name: Company or individual name
• Email Address: Primary contact email

Optional Information:

• Phone: Contact number
• Address: Street, city, postcode, country
• VAT Number: For invoicing
• Website: Client website

Access Control: Enable client portal access by setting a password. This allows the client to log in and view their:

• Invoices and payment status
• Proposals for approval
• Assigned project progress

Client Detail View

Click any client to see complete information:

Header Section:

• Client name and contact info
• Quick action buttons (Edit, Create Invoice, New Proposal)
• Client status indicators

Tabbed Content:

Overview Tab:

• Summary statistics
• Recent activity
• Quick links

Invoices Tab:

• All invoices for this client
• Status (Draft, Sent, Paid, Overdue)
• Amounts and dates
• Payment tracking

Proposals Tab:

• Proposals sent to client
• Approval status
• Value and dates

Projects Tab:

• Projects assigned to client
• Project status and progress
• Budget utilization

Change Requests Tab:

• Scope changes from approved proposals
• Status tracking
• Value impact

Editing Clients

Click "Edit" on any client to modify:

• Contact information
• Address details
• VAT number
• Access control settings

Deleting Clients

Warning: Deleting a client also removes all associated invoices.

1. Open client details
2. Click "Delete Client"
3. Confirm the deletion

This action cannot be undone.

Invoice Management

Creating Invoices

From client detail view:

1. Click "Create Invoice"
2. Fill invoice details:

• Invoice number (auto-generated or custom)
• Issue date
• Due date
• Line items with descriptions and amounts
• Tax settings

1. Save as draft or send immediately

Invoice Line Items

Add line items manually or pull from:

• Time entries: Billable time from project
• Fixed amounts: One-time charges
• Recurring items: Standard service fees

Invoice States

Sending Invoices

1. Open invoice
2. Review details
3. Click "Send"
4. Invoice emails to client

Sent invoices include a link for client to view and (optionally) pay online.

Recording Payments

When client pays:

1. Open the invoice
2. Click "Record Payment"
3. Enter payment details:

• Amount received
• Payment date
• Payment method

1. Invoice status updates to "Paid"

Invoice Filtering

Filter invoices by:

• Client
• Status (Draft, Sent, Paid, Overdue)
• Date range
• Amount range

Proposal Management

Creating Proposals

Build proposals to win client business:

1. Select client (or create during proposal)
2. Click "New Proposal"
3. Build proposal content:

• Project overview
• Scope of work
• Timeline
• Pricing (fixed or itemized)
• Terms and conditions

1. Save and send

Proposal Workflow

Client Approval

When sent, clients can:

• View proposal via link
• Approve (triggers project/invoice creation)
• Request changes
• Reject with reason

Approved proposals can auto-generate:

• New project
• Initial invoice
• Assigned team

Change Requests

Clients can request scope changes on approved proposals:

1. Client submits change request through portal
2. Agency reviews and estimates impact
3. Agency approves/rejects change
4. Approved changes update project scope

Revenue Dashboard

Key Metrics

The dashboard surfaces critical business health:

Total Revenue: All payments received Pending Amount: Invoices awaiting payment Overdue Amount: Past-due invoices Average Payment Time: Days from send to payment

Revenue Charts

Revenue Over Time: Monthly/quarterly revenue trends By Client: Revenue distribution across clients By Service: Revenue by service category

Pipeline Forecast

Based on:

• Sent invoices (high probability)
• Approved proposals (medium probability)
• Pending proposals (low probability)

Helps predict future revenue.

Client Portal

What Clients See

Clients with portal access can view:

• Their invoices and payment status
• Proposals awaiting their review
• Assigned projects and progress
• Support/communication channels

What Clients Cannot See

• Other clients' data
• Internal discussions
• Full project management features
• Workspace settings

Enabling Portal Access

1. Edit client
2. Enable "Access Control"
3. Set a password
4. Client logs in via workspace URL

Quick Filters

All Clients View

Shows client cards with:

• Client name and contact
• Total invoiced amount
• Payment status summary
• Quick actions

With Invoices

Clients who have at least one invoice. Useful for:

• Active client list
• Revenue analysis
• Payment follow-up

Pending Payment

Clients with unpaid sent invoices. Priority for:

• Collection efforts
• Payment reminders
• Cash flow forecasting

Overdue

Clients with invoices past due date. Critical for:

• Immediate follow-up
• Escalation procedures
• Bad debt tracking

Workspace Integration

Time Tracking Connection

Billable time entries link to invoices:

1. Log time in projects (marked billable)
2. Create invoice for client
3. Pull unbilled time entries as line items
4. Time entries marked as invoiced

Project Connection

Projects can be assigned to clients:

• Client sees project progress in portal
• Budget tracking ties to client
• Revenue reports include project context

Best Practices

Client Organization

Consistent naming: Establish naming convention Complete data: Fill all available fields Regular updates: Keep contact info current Activity logging: Note important interactions

Invoice Management

Timely sending: Invoice promptly after deliverable Clear descriptions: Line items should be self-explanatory Payment terms: Set clear due dates Follow-up: Don't let invoices age

Proposal Workflow

Template usage: Create templates for common proposals Quick turnaround: Respond to RFPs quickly Clear scope: Prevent scope creep with specific terms Expiration dates: Create urgency with deadlines

Revenue Monitoring

Weekly review: Check pending and overdue weekly Client health: Monitor client payment patterns Forecast accuracy: Compare forecast to actual regularly Cash flow: Plan around expected payments

Permissions

Troubleshooting

Client Can't Access Portal

Check:

• Access control is enabled
• Password was set
• Client using correct login URL
• Account not deactivated

Invoice Not Sending

Verify:

• Client email is valid
• Invoice is not in draft state
• Email delivery isn't blocked

Revenue Not Matching

Review:

• All payments recorded
• Correct payment dates entered
• Invoice statuses accurate
• Date filters correct

Proposal Link Not Working

Check:

• Proposal is in "Sent" status
• Link hasn't expired
• Client portal is accessible

ClientFlow elevates GitScrum from project management to complete client relationship management. Track every client interaction, manage the full invoice lifecycle, and gain visibility into your agency's financial health—all connected to the work that generates that revenue.