Client Profiles: Contact, Billing and Tax ID

A client profile keeps everything about one client in one place: who they are, where to send the bill and which tax number to print. You create and edit profiles on the Client Portal page, in the Tools group of the sidebar. The same profiles feed the Bill to block on invoices.

The client card

Each client appears as a card on the Client Portal page. This client has a contact, a location, a Tax ID and one active portal.

What you see

1. The client's name, with the email (a link that opens your mail app) and the company under it.
2. The phone number (a link that calls it), the place (city and country) and the Tax ID type and number.
3. The status line: Active portals: N when the client has portals, or No portals yet.
4. Create portal (see Client Portal).
5. The pencil (Edit client) and the trash icon (Delete client) at the top right.

A client without a portal shows No portals yet and the same Create portal button.

Open the client form

• To add a client, press New Client at the top right of the Client Portal page.
• To change a client, press the pencil icon (Edit client) on the client's card.

What you see

1. Fill from a document at the top (optional, see below).
2. Contact: Name and Email (both marked with a star, so they are required), then Phone, Company and Website.
3. Billing address: Legal / billing name, Street and number, Apartment, suite, floor (optional), District / neighbourhood, City, State / province, Postal code and Country.
4. Tax ID: Type, Number and Issuing country.
5. Custom fields with a Manage fields link.
6. Notes, for private remarks.
7. Cancel and Create (or Save when you edit an existing client).

Contact

Fill Name and Email. The email must look like a real address. Phone, Company and Website are optional. This is the Contact section of an existing client:

Billing address

The billing address is what appears in the Bill to block on an invoice. Use Legal / billing name when it differs from the contact name, for example a company's registered name.

Tax ID

Choose a Type from the list: None, CNPJ, CPF, VAT, EIN, VKN, TCKN, GST, ABN or Other. Then type the Number. You can also pick the Issuing country.

The type and the number belong together. If you fill one without the other, the form shows "Choose a type and enter the number together." and the save button stays disabled. Choose None and leave the number empty if the client has no Tax ID.

Notes

The Notes box says "Private notes — only you can see these." Use it for anything you want to remember. It holds up to 1000 characters.

Custom fields

Custom fields are your own extra fields, for example Instagram or a contract date. They apply to every client. The Custom fields section of the form has a Manage fields link. Press it to see your fields and add new ones.

1. In the client form, press Manage fields.
2. Type a Field name and choose a Type: Text, Date, Yes / no or List.
3. For a List, add choices under Options with Add option. Use Remove option to take one away.
4. Press Add field, then Done.
5. The new field now appears in the Custom fields section of every client form.

To retire a field, press the archive icon (Remove) next to it and confirm Remove this field?. It disappears from client forms, but values you already saved are kept.

Fill from a document

If you have a photo of a business card, an invoice or a CNPJ card, Fill from a document can suggest values for the form.

1. Press Choose photo and pick a JPG, PNG or WebP image under 5 MB.
2. Wait while the page says Reading….
3. Look at the suggestions. Tick the ones you want. The page says "Tick what you want to use. Existing values change only if you tick them."
4. Press Use selected (N), where N is the number you ticked. Press Dismiss to throw the suggestions away.
5. Check the form, then press Create or Save. Nothing is saved to the client until you do.

The hint under the title says it plainly: "Photo of a CNPJ card, business card or invoice. The photo is not stored."

Use a client on an invoice

When you create an invoice, choose the Client. The invoice then shows a Bill to block with the legal or billing name, address, Tax ID, email and phone from this profile. When you mark the invoice as sent, those details are frozen on it.

Delete a client

Press the trash icon (Delete client) on the card and confirm Delete client?. The message says it removes the client and turns off every portal link you shared with them. Invoices stay as they are.

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