IB SolutionsGlobal

Chapter 7

Clients

7.1 Adding a client#

  1. Finance → Clients → “New Client.”
  2. Enter the Company Name, Contact Person, Email (each client needs its own) and Phone.
  3. Optionally add the Address, City, Region, Country and Notes, pick a Client Group (section 7.5), and choose the Default Currency. New quotes for the client start in that currency, but any quote, trip or invoice can use another one if you have agreed it.
  4. Save. The client gets a code such as CLT-2026-0001.

7.2 The client page#

Open a client to see everything about them, on tabs:

  • Overview: company details, Lifetime Revenue (all payments received, in your base currency) and Outstanding Balance (what is still owed on issued invoices, one line per currency).
  • Portal Users: the client’s logins for the client portal (see section 7.3).
  • Requests, Trips, Invoices & Balances, Payments: the client’s most recent records of each kind.
  • Statement: every invoice and payment in date order, with a running balance in your base currency. Each invoice is converted at its own exchange rate, and its payments at the same rate, so a paid invoice nets to zero.

7.3 Portal users#

Portal users are people at the client company who can sign in to the client portal (Chapter 14). A client can have several.

  1. Open the client and go to the Portal Users tab.
  2. Click “Add Portal User.”
  3. Enter their Full Name, Email and a Password (twice), then click “Create Portal User.”
  4. Give them the portal address and their password. They sign in with their email address.
  • “Reset Password” creates a new password and shows it once in a message at the top of the page. Copy it straight away and share it securely: it can’t be shown again. Resetting also signs the user out of the portal.
  • “Deactivate” stops a portal user from signing in, for example when they leave the company. “Activate” lets them back in.

7.4 Deactivating or deleting a client#

A client with requests, proformas, trips, invoices, payments or rates can’t be deleted; the message lists what is in the way. Deactivate the client instead: they stop appearing as an active client, and their history stays.

7.5 Client groups#

A client group brings together clients who share the same negotiated prices, for example all your cement distributors. Admin and Finance users manage groups under Finance → Client Groups: click “New Client Group” and enter a Name and an optional Description.

To put a client in a group, edit the client and pick the Client Group. A client can be in one group at most. When prices are worked out, a client’s own rate comes first, then their group’s rate, then the general rate.

Filter the client list by group, or see a client’s group on their page. A group that still has clients can’t be deleted; move the clients out first, or deactivate the group.