Kunden — Advanced Client Management

Managing multiple contacts per client

Each client can have several contact persons — for example, a project lead, an accounts-payable person, and a director. Add contacts from the client detail page, each with their own name, email, phone, and position. Mark one contact as primary; this person will be the default recipient for invoices and offers.

When sending a document, you can override the recipient and pick any of the client's contacts. This avoids creating duplicate client records just because you deal with different people at the same company.

Client-specific payment terms

Each client can have default payment terms that override your organisation's global settings. When you create an invoice for that client, the due date is calculated automatically based on their terms. You can still override the due date on individual invoices when needed.

This is useful when you have clients with non-standard agreements — for example, a large corporate client that requires 60-day terms while your default is 30 days.

Linking projects, invoices, and offers

A single client ties together all related business records. From the client detail page, you can see every project assigned to them, every invoice sent, and every offer created. This gives you a complete picture of the business relationship at a glance.

Projects linked to a client feed billable hours and expenses into invoicing. Offers linked to a client can be accepted and converted into projects. The whole chain — from proposal to project to invoice — stays connected through the client record.

Financial overview per client

The client detail page shows a summary of outstanding invoices, paid amounts, and overdue balances. Use this to quickly assess a client's payment reliability before taking on new work. If a client falls behind on payments, you can flag them for debt collection, which marks all their records and makes them visible in filtered views.

Zefix status refresh

For Swiss clients created via the Zefix company register, you can refresh their status to check for changes like name updates, address moves, or company closures. Bulk refresh is available but rate-limited to prevent overloading the register. Schedule periodic refreshes for your key clients to keep records current.

Archiving with safeguards

Before archiving a client, the system checks for unbilled hours on their projects and unpaid invoices. You will see a summary of outstanding items and must resolve them before the archive goes through. Bulk archiving is available for cleaning up multiple inactive clients at once.