Client Management

The Clients section of ClientFlow is your centralized database for all client relationships. Create client records, track their projects, manage invoices, and optionally provide them portal access.

The Problem This Solves

Client information lives in too many places: emails, spreadsheets, accounting software, CRM systems. ClientFlow centralizes everything—contact details, project assignments, invoices, proposals—into one searchable, actionable database connected to your actual work.

What You Are Looking At

The Clients view displays a list or grid of client cards. Each client card shows:

• Client name and company
• Contact email and phone
• Total invoiced amount
• Payment status (paid, pending, overdue)
• Number of projects assigned

The sidebar filter lets you narrow clients by status or payment state.

Creating Clients

New Client Button

Click "New Client" in the header to open the creation modal.

Required Fields

Optional Fields

Client Portal Access

To give clients login access:

1. Toggle "Enable Portal Access"
2. Set a password for the client
3. Client can log in at your workspace URL

Portal access is optional. Many teams manage clients without giving them direct access.

Client List View

Grid View

Cards display:

• Client avatar or initials
• Name and contact info
• Invoice totals
• Status indicators

Table View

Columns show:

• Client name
• Email
• Phone
• Total invoiced
• Total paid
• Outstanding balance
• Last activity

Toggle between views using the view switcher.

Filtering Clients

By Status

Search

Type to filter by:

• Client name
• Email address
• Company name

Results update as you type.

Client Detail View

Click any client to open their full profile:

Header Section

• Client name and avatar
• Contact information
• Quick action buttons (Edit, Create Invoice, New Proposal)
• Status indicators

Tabs

Overview Tab

Summary of the client relationship:

• Total revenue generated
• Outstanding balance
• Number of projects
• Recent activity feed

Invoices Tab

All invoices for this client:

• Invoice number and date
• Amount and currency
• Status (Draft, Sent, Paid, Overdue)
• Actions (View, Send, Record Payment)

See Invoice Management for details.

Proposals Tab

Proposals sent to this client:

• Proposal title and date
• Amount quoted
• Status (Draft, Sent, Approved, Rejected)
• Expiration date

Projects Tab

Projects assigned to this client:

• Project name and status
• Progress percentage
• Budget utilization
• Team members

Change Requests Tab

If using proposal change requests:

• Submitted changes
• Status and value impact
• Approval history

Editing Clients

From List

Click the edit icon on any client card.

From Detail View

Click "Edit" in the header.

Editable Fields

All fields from creation can be updated:

• Contact information
• Address details
• VAT number
• Portal access settings

Changing Portal Password

1. Open client edit modal
2. Enter new password in portal section
3. Save changes
4. Notify client of new password

Deleting Clients

Warning

Deleting a client removes:

• Client record
• All associated invoices
• All associated proposals

Projects are NOT deleted—they become unassigned.

Process

1. Open client detail
2. Click "Delete Client"
3. Type client name to confirm
4. Click "Permanently Delete"

This action cannot be undone.

Client Portal

What Clients See

When portal access is enabled, clients can:

What Clients Cannot See

• Other clients' data
• Internal discussions
• Your cost data
• Full project management features

Login URL

Clients log in at:

https://your-workspace.gitscrum.com/client-portal

Disabling Access

1. Edit client
2. Toggle off "Portal Access"
3. Save

Client can no longer log in. Their history remains.

Assigning Projects

From Client Detail

1. Go to Projects tab
2. Click "Assign Project"
3. Select project(s)
4. Save

From Project Settings

1. Open Project Settings
2. Navigate to Client section
3. Select the client
4. Save

What Assignment Does

• Client appears in project's client field
• Project appears in client's Projects tab
• If portal enabled, client can view project progress
• Budget tracking links to client

Client Revenue Tracking

Per Client

In client detail, see:

• Total invoiced amount
• Total paid amount
• Outstanding balance
• Payment velocity (days to pay)

Across All Clients

In ClientFlow dashboard:

• Revenue by client chart
• Top clients by revenue
• Clients with overdue balances

Import Clients

Bulk Import

1. Go to ClientFlow Settings
2. Click "Import Clients"
3. Upload CSV file
4. Map columns to fields
5. Review and confirm

CSV Format

name,email,phone,address,vat_number
"Acme Corp","billing@acme.com","+1-555-1234","123 Main St, NYC","US123456789"

Duplicate Handling

Clients are matched by email. Duplicates can:

• Skip (keep existing)
• Update (merge data)
• Create new (allow duplicates)

Export Clients

Single Client

Open client detail, click Export to get PDF or JSON.

All Clients

1. Go to ClientFlow Settings
2. Click "Export Clients"
3. Choose format (CSV, JSON, PDF)
4. Download file

Includes all client data except portal passwords.

Pro Tips

• Complete profiles: Fill all fields for better reporting and communication

• Internal notes: Use notes field for relationship context (not visible to client)

• Regular cleanup: Archive inactive clients to keep lists manageable

• Portal for transparency: Clients with portal access ask fewer status questions

Permissions

Troubleshooting

"Client can't log in to portal"

• Verify portal access is enabled
• Check password is set
• Confirm correct login URL
• Try resetting password

"Can't delete client"

• Only Agency Owners can delete
• Client may have active invoices
• Archive instead if needed

"Missing client data after import"

• Check CSV formatting
• Verify column mapping
• Look for import error log

How to Report a Problem or Request a Feature

If you encounter issues with client management or want additional features, submit feedback through GitScrum Studio. In the Sidebar, click on Support Tickets and open a ticket.