Kunden — Clients Guide

What it does

The Clients section stores every external company or individual you do business with. A client record holds contact details, billing address, VAT number, and notes. Clients link directly to projects, invoices, and offers, making them the anchor for all billable work.

Clients live under the Kontakte (Contacts) navigation group. You can also create clients on the fly from within a project or invoice form.

How to set up

1. Create a client — go to Clients > New. Enter the company name and address. For Swiss companies, use the Search Companies button to look up the official Zefix register — this auto-fills the name, VAT number, address, and canton from public records.
2. Add contact people — on the client record, add one or more contact persons with their name, email, phone, and role. Mark one as the primary contact.
3. Set the language — choose the client's preferred language (German, French, or English). Documents sent to this client will use this language by default.
4. Add notes (optional) — free-text notes visible to your team for internal context about the client relationship.

Daily use

Finding clients

The client index shows all active clients with search and status filters. Search by name, city, or VAT number. Toggle between active and archived views.

Linking to projects

When creating a project, select the client from the dropdown. All time and expenses logged to that project become billable to the client. A project without a client is treated as internal.

Creating invoices

When creating an invoice, pick the client first. The system pre-fills their billing address and payment terms. You can then pull in unbilled hours and expenses from any of the client's projects.

Sending offers

Offers work the same way — select the client, and their details are pre-filled. Accepted offers can be converted into projects with the client link already in place.

Works together with

• Projects — every billable project belongs to a client.
• Invoicing — invoices are addressed to clients, with address and VAT details pulled automatically.
• Offers — quotes and proposals are sent to client contacts.
• Vendors — if a vendor also becomes a client, you can copy or move the vendor record to create a client entry.

Tips

• Use Zefix for Swiss clients — the Swiss company register lookup saves time and ensures your records match official data.
• One client, multiple contacts — do not create duplicate client records for different people at the same company. Add them as contacts on a single client instead.
• Archive rather than delete — archiving keeps historical invoices and project links intact. The system warns you if there are unbilled hours or unpaid invoices before archiving.
• Debt collection flag — mark a client as "in Mahnverfahren" (debt collection) to flag them across the system and filter them in the client list.
• Quick-create from anywhere — when you are in the middle of creating a project or invoice, you can add a new client without leaving the form.