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Creating and Managing Clients

Add the people and businesses you bill, and set them up for invoicing

Applies to: Billing

You need a client before you can track time or send an invoice. A client is whoever receives your invoice, a person or a business. All you need to start is the name.

Clients List

The client list, with each client's balance, unbilled amount, and total. Click the picture to see it full size.

Adding a Client

  1. Click Clients, then Create Client. Or use + Create > Client.
  2. Choose the Client Type. For a Person, enter first and last name. For an Organization, enter the business name.
  3. Type the name exactly as it should appear on invoices.
  4. Click Save & Close.

Client Information Tab

The client record opens on Client Information, with the other tabs across the top.

Before You Invoice This Client

  • Address tab: the address printed on the invoice.
  • Billing Contact tab: who receives invoices, if it's not your day-to-day contact on Main Contact.
  • Other Details tab: Payment Terms, such as COD or Net 30. This is the default on every invoice for the client and sets the due date. Click Add to create a term that isn't listed.

Settings for Special Cases

Most clients don't need these. They're all on the Other Details tab.

If...
Do this
This client pays a different rate than usual
Set a client rate under Billing Rates. It wins over your team's own rates. See How Billing Rates Work.
Work for this client is usually non-billable (or always billable)
Override the Time Entry Billable Status Default so the Bill box starts the right way.
You want to log time to the client without picking a project
Set Non-Project Related to Enabled.
You want to keep the amount you carry for this client in check
Enter a Credit Limit.

Disabling an Old Client

  1. Select the client in the list.
  2. Click Disable at the bottom.

The client drops out of the dropdowns, but their invoices, entries, and reports stay, which is why disabling beats deleting: you may need that history at year end. Use the All | Active | Disabled filters to find them again.

Common Problems

  • A client is missing from the timesheet dropdown. It's probably disabled. Switch the list to Disabled to check.
  • Save doesn’t work. Fill in every field marked with a red star, and leave these characters out of names: / : ? * \ | < > ".
  • The client’s open balance looks too low. Their latest invoice may still be a pre-bill, which only counts toward the unbilled balance. See Recording a Client Payment.
  • You use QuickBooks Online. Clients sync both ways, so check for the client there before adding it by hand. See Connecting QuickBooks Online.