In Workslayr, a client profile serves as the central repository for all information related to your company’s clients. This comprehensive structure helps you manage interactions, track projects, and streamline billing effectively. Understanding the various sections within a client profile is key to leveraging Workslayr’s full operational capabilities.
Each client profile is organized into distinct categories to ensure all relevant details are captured and easily accessible. You can access individual client profiles by navigating to the Clients section and clicking on a client’s entry in the Client Table. For more information on how clients are created in Workslayr, see our guide on the Lead → Client Lifecycle.
Overview of Client Profile Sections #
Upon creating or editing a client, you will encounter several sections designed to capture specific types of information:
Personal Information #
This section is dedicated to the individual contact details of your client. It includes fields such as Salutation, Gender, First Name, Last Name, Email, and Phone Number. The email provided here is particularly important as it is used for client portal access and custom website logins, facilitating direct communication and engagement.
Company Details #
Here, you’ll record essential information about the client’s organization. This includes their Company Name, Official Website, and Company Phone Number. Workslayr also allows you to categorize your clients using Client Category and Client Subcategory fields, which can be customized to fit your business needs. Uploading a Company Logo helps personalize their profile and any associated customer-facing documents.
Billing & Tax Information #
This critical section manages all financial and tax-related particulars for the client. You can specify the Tax Type (e.g., EIN number, SSN number) and upload an Exempt Certificate File with its Expiration Date. Workslayr also supports enforcing a Purchase Order requirement for clients who mandate it for all orders and invoices. For billing, you can set various Billing Types such as Cash, Credit Card (the default for new clients), or Net 30/60/90, which allows for extended payment terms and can include a credit limit. You can also apply a Client Discount, either as a percentage or a flat rate, with an optional expiration date. The Billing Address ensures accurate invoicing and record-keeping.
Additional Information and System Settings #
Beyond the core details, client profiles feature an 'Added By' field to track who created the record, along with space for 'Additional Notes' for any initial remarks. If you have configured custom fields for client contacts, these will also appear in the profile structure. Furthermore, system and permission settings allow you to control client access, such as enabling or disabling external website login and opting them into or out of email notifications.
Effectively populating and maintaining these sections ensures that your team has a holistic view of each client, paving the way for improved service delivery and streamlined operations. To learn more about how client profiles fit into the broader management context, refer to the Clients Overview documentation.
Within Workslayr’s comprehensive Client Profiles, capturing accurate personal information for your client contacts is a foundational step in effective Client Management. This section allows you to record essential individual details, ensuring you have the necessary contact points and a personalized understanding of each client, whether they originated from the Lead Contacts module or were added directly.
Understanding Personal Information Fields #
When you create or edit a client in Workslayr, the personal information section is designed to gather key identifying and contact details for the primary individual associated with the client account. This data helps personalize your interactions and streamline communication for managing projects, sending invoices, and more.
- Profile Picture: You can upload a profile picture for the client in popular image formats like JPEG, JPG, PNG, or SVG. This visual identification can be particularly useful in quickly recognizing clients across the platform.
- Salutation, First Name, Last Name: These fields allow you to formally address your client. Correct names are crucial for professional communication in documents like contracts and proposals.
- Gender: Recording gender can help ensure respectful and appropriate communication.
- Email: The email address is a critical piece of information. It is used not only for direct communication but also for granting client portal access or custom website logins, if applicable with your Workslayr setup.
- Phone Number: Providing a direct phone number ensures you have an alternative and often immediate method of contact for urgent matters or quick clarifications regarding current deals or ongoing work.
Importance of Accurate Personal Information #
Maintaining up-to-date personal information for your clients is vital for several reasons. It facilitates smooth communication, ensures that automated notifications (for example, about pending estimates or overdue invoices) reach the correct contact, and contributes to a professional client experience. Accurately filling out these fields supports the entire Lead → Client Lifecycle, from initial contact to project completion, and helps differentiate between client and lead responsibilities within the platform.
The information entered here works in conjunction with other sections of the Client Profile, such as Company Information and Billing & Tax Identity, to provide a holistic view of your client. This comprehensive data empowers your team to manage client relationships more effectively, helping to streamline operations and enhance overall client satisfaction.
The “Company Information” section of a Client Profile stores organizational details for your clients. This information is entered when creating a client or can be updated during editing.
Workslayr uses this data for internal record-keeping and for generating client-related documents like invoices or contracts.
Key Company Information Fields #
- Company Name: The official name of the client’s organization.
- Official Website: The client company’s primary website address.
- Company Phone Number: The main contact phone number for the client organization.
- Client Category: Assigns the client to a predefined internal category. You can create categories as needed.
- Client Subcategory: Provides a secondary level of classification for the client. This also allows for custom entries.
- Company Logo: An image upload field for the client’s logo. This logo may appear on client-facing documents.
This section is distinct from the client’s personal information and focuses solely on the organizational entity. For details on financial identifiers, refer to Billing & Tax Identity.
The Client Profile in Workslayr includes a dedicated section for managing billing and tax identification details. This information helps in the accurate generation of records associated with a client.
Configuring Billing Information #
When creating or editing a Client Profile, you can input specific billing and tax identity details. This data is used within Workslayr for record-keeping.
- Tax Type: Select the applicable tax type for the client. Options include ‘EIN number’ or ‘SSN number’. This choice classifies the client’s tax identification for internal records.
- Exempt Certificate File: Upload the client’s tax exempt certificate file. The system supports JPEG, JPG, PNG, or SVG formats for uploads.
- Exempt Certificate Expiration Date: Specify the expiration date of the uploaded exempt certificate. This date field facilitates tracking the validity of the certificate within the client’s record.
The system uses the presence and expiration status of the exempt certificate. If an active certificate is recorded, it provides an option at checkout. For more details on the overall structure, refer to Client Profile Structure. Information on when clients are typically created can be found in When Clients Are Created.
Workslayr allows for the configuration of specific financial settings within each Client Profile. These settings include managing credit limits and establishing billing terms. This functionality supports the operational aspects of client financial management within a project lifecycle.
The system distinguishes between credit limits for individual clients and overall project budgets. Client credit limits apply to the cumulative value of services or products provided to a client before additional payments are required or services are paused. These limits and terms are configured during client setup or editing within the Client Management section.
Setting Up Credit Limits #
Credit limits restrict the total outstanding amount for a client across all active projects and invoices. Once configured, Workslayr can issue alerts when a client approaches or exceeds their defined limit. This enables internal teams to address potential overruns before they occur.
- Access a client’s profile in the Clients tab.
- Locate the “Billing & Tax Information” section.
- Enter the maximum allowed outstanding balance in the “Credit Limit” field.
Configuring Billing Terms #
Billing terms dictate the payment schedule and conditions for a client. These terms are applied to new invoices generated for the client. Standard options include net payment days (e.g., Net 15, Net 30), allowing for flexible agreements per client.
When you create a new client or edit an existing one:
- Navigate to the client’s profile page.
- Find the “Billing & Tax Information” area.
- Select the appropriate billing terms from the provided dropdown menu or input custom terms.
These settings are operational and ensure that all financial interactions with the client adhere to agreed-upon conditions, from initial lead conversion through ongoing service delivery. Refer to Notes & Metadata for additional client-specific information.
Workslayr’s Client Profiles include sections for managing internal notes and custom metadata associated with each client. This functionality centralizes relevant information for each client.
Internal Notes #
The Notes section allows users to add internal comments or reminders related to a specific client. These notes are visible only to internal employees with appropriate permissions. Notes can include details such as communication preferences, project specifics, or historical context.
Examples of internal notes:
- Specific client requirements that impact project execution.
- Key discussion points from meetings.
- Reminders for follow-up actions related to invoices or deals.
Custom Fields (Metadata) #
Workslayr supports the creation of custom fields to add specific metadata to client profiles. These fields capture additional data points relevant to your business operations. Custom fields appear within the Client Profile Structure, allowing for standardized data collection beyond standard fields like Personal Information or Company Information.
These fields facilitate the organization and retrieval of client data, supporting reporting and internal processes. This information is accessible to users with permissions to view client details.
