Client List
Manage clients used by the invoice generator.
Overview
The Client List is the source of truth for every business or individual you bill. Each entry captures the legal name, billing address, primary contact, email, phone, payment terms, and any tax identifiers a client requires on invoices. Once a client is saved, you can drop them onto invoices, quotes, recurring schedules, and payment records without retyping the same details every time.
A clean client list pays dividends across the rest of the back office. It prevents the embarrassment of misspelled company names on PDFs, eliminates the moment of doubt about which ABN or VAT number to print, and lets you produce a revenue-by-client breakdown without an export-and-pivot exercise. Treat it as the small bit of master data that everything else depends on.
How it works
Add a client by filling in name, contact, and address fields, then save. The record becomes available in the client picker used by the Invoice Generator, Quote / Proposal Builder, Recurring Invoice Schedule, and Payment Tracker. Edit a record and the change flows through to future documents; existing PDFs are not retroactively altered, which preserves the audit trail.
You can archive a client when they stop trading with you so they fall out of pickers but remain attached to historical invoices. The list itself is searchable and exportable, which is handy for accountant hand-offs at year end.
Examples
- Onboarding a new customer. Capture their company number and VAT ID once so every future invoice renders correctly.
- Switching billing contacts. When a client's finance lead changes, update the email here and the next invoice goes straight to the right inbox.
- Year-end summary. Filter completed invoices by client and produce a revenue ledger your accountant can reconcile.
- Multi-entity setup. Store the operating company and the holding company as separate clients if billing flows differ.
FAQ
What happens to historical invoices if I rename a client?
The PDFs you have already generated keep their original wording. Only new documents pick up the renamed details.
Can I store more than one billing email per client?
Yes, comma-separate them in the email field; most invoice tools will deliver to all addresses listed.
Should each location of a chain be a separate client?
If they pay separately, yes. If billing is centralised, keep one record and note locations in the address field.
Are clients shared with team members?
The list sits with your local browser data, so it is private to you. Use an export if a colleague needs the same record.
How do I delete a client safely?
Archive rather than delete so the audit trail to past invoices stays intact.