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Managing clients

Your Clients area is the shared address book behind every quote and invoice. Save a customer once and reuse their details everywhere, so you never re-type a name, email, or VAT number on a document again.

Adding a client

Open Clients from the sidebar and choose New client. A dialog opens where you fill in the customer's details. Only the name is required; everything else is optional and can be added later. When you save, the new client appears in your table immediately and is ready to use on documents.

The fields you can capture are:

  • Name — required. This is what shows on the document and in the table.
  • Email — used as the default recipient when you send a quote or invoice. It is validated, so it must be a real email format.
  • Phone — for your own reference.
  • VAT number — the client's tax registration number; it prints on documents that bill to them.
  • Currency — a three-letter code (for example USD, EUR, GBP) that defaults to your workspace currency. You can override it per client.
  • Billing address — the postal address shown on documents.
  • Notes — a private free-text field for your own reference.

Editing and deleting a client

To edit, click anywhere on a client's row (or use the three-dot menu at the end of the row and choose Edit). The same dialog reopens with the details pre-filled. Change what you need and choose Save changes.

To remove a client, open the three-dot menu on its row and choose Delete, then confirm. Deleting only removes the client from your address book. Quotes and invoices you have already created keep the name, address, and VAT number that were saved on them at the time, so your past documents are never altered.

Finding clients in the table

The Clients page shows every client in a sortable table listing Name, Email, VAT, and Currency. A search box sits just above the list. Start typing and the table filters live, matching against name, email, VAT number, and phone, so you can pull up a customer with a partial spelling. If nothing matches, the table tells you so. You can also use the Export button to download your whole client list as a CSV file.

Reusing a client on quotes and invoices

You don't manage clients only from the Clients page. Inside the document editor, the Client field is a searchable picker that pulls from the same address book. Pick a client and their saved details (name, email, billing address, and VAT number) are attached to the document automatically.

If the customer isn't saved yet, you don't have to leave the editor:

  1. Open the Client picker on the quote or invoice.
  2. Type to search, or choose New client at the bottom of the list.
  3. Fill in the same client dialog and save.
  4. The new client is created and selected on the document in one step.

Plan limits and who can manage clients

Managing clients is available to everyone on your team — owners, admins, and members can all add, edit, and delete clients. It isn't restricted to finance or settings roles.

The Free plan caps your address book at 3 clients. A small counter next to the New client button shows how many you've used (for example 2/3), and it turns to a warning style as you approach the limit. Once you reach the cap, New client prompts you to upgrade. The paid plans (Starter, Pro, and Business) remove the client limit entirely, so you can store as many customers as you need.

Frequently asked questions

What happens to my old invoices if I delete a client?

Nothing changes on them. Documents already issued keep the client details that were saved on them at the time. Deleting only takes the client out of your address book so it no longer appears in the table or the picker.

Do I have to create a client before starting an invoice?

No. You can open the Client picker inside the quote or invoice editor and choose New client there. It creates and selects the client in one step, without leaving the document you're working on.

Why can't I add another client?

You've likely hit the Free plan's limit of 3 clients — the counter by the New client button shows your usage. Upgrading to Starter, Pro, or Business removes the client cap.

What does the client's currency do?

It records the currency you normally bill that customer in, as a three-letter code such as USD or EUR. It defaults to your workspace currency, and you can set a different one per client when they invoice in another currency.

Ready to put this into practice?

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