Managing Your Client Library

Overview

The Client Library stores the contact details, address, and history of each of your customers. Every quote, job, and invoice you create links to a client record, so a complete and accurate client library keeps your documents consistent and your history searchable.

Who uses this feature

Business Owners, Sole Traders, and Supervisors (where permissions allow). Finance can view client information for invoicing context.

When to use this feature

• You are quoting work for a new customer.
• A client’s contact details, address, or contact person changes.
• You want to find a previous client to review their history.
• A duplicate or test client needs to be cleaned up.

What you can do with this feature

• Create a new client.
• Edit an existing client.
• Search and view clients.
• Review a client’s history (linked quotes, jobs, invoices, email history).
• Delete a client (soft delete; linked records remain).

How the feature works

Create a client

1. In the left sidebar, select Clients.
2. Select Add Client.
3. Enter the client (or business) name, primary contact name, email, phone, and address.
4. Complete any other fields shown on the form.
5. Select Save.

The new client appears in the Client Library and is available for selection when creating quotes, jobs, and invoices.

If you are partway through creating a quote or job and the client does not yet exist, you can create the client inline from that workflow.

Edit a client

1. Select Clients from the sidebar.
2. Search or scroll for the client and select their name.
3. Select Edit, update fields, and select Save.

Search and view clients

1. Select Clients.
2. Use the search bar — search by client name, contact name, email address, phone number, or address.
3. Select a client to open their record.

Review a client’s history

On the client record, use the linked record icons to navigate to:

• Quotes icon — quotes linked to this client.
• Jobs icon — jobs linked to this client.
• Email icon — email history with this client.

Delete a client

1. Open the client record.
2. Select Delete.
3. If the client has linked quotes or jobs, a warning appears.
4. Select Delete to confirm.

The client moves to Deleted Items. Linked quotes, jobs, and invoices remain in the system and can still be completed. Deleted clients can be restored from Document History → Deleted Items.

Role-specific notes

• Business Owner / Sole Trader: full access including delete.
• Supervisor: can create and edit clients where permissions allow.
• Finance: can view client records for invoicing purposes.
• Tradie, Apprentice: do not manage client records.

Related workflows

• Creating and Sending Quotes
• Creating and Managing Jobs
• Creating, Sending, and Tracking Invoices
• Document History and Deleted Items

Important notes

• Editing a client does not retroactively update already-created quotes, jobs, or invoices — only new documents will use the updated details.
• Search before creating a new client to avoid duplicates.