Managing Clients
Create, edit, and organize your client base
Clients are the foundation of your ServiceCortex account. Every job, proposal, invoice, and communication ties back to a client record. Keeping your client data accurate and well-organized saves time and helps your team deliver better service.
Creating a client
To create a new client, navigate to Clients and click New Client. Fill in the following details:
- Client name -- the individual or company name.
- Company -- the business name, if different from the client name.
- Email -- the primary email address used for proposals, invoices, and communications.
- Phone -- a contact phone number.
- Billing address -- used on invoices and proposals.
After saving, you can add contacts, properties, tags, and notes from the client detail view.
Client stages
Every client has a stage that reflects where they are in your relationship. Stages help you filter your client list and focus on the right accounts.
| Stage | Description |
|---|---|
| Lead | A prospective client who has shown interest but has not yet committed to work. |
| Active | A current client with ongoing or upcoming work. |
| Inactive | A client with no current work, but who may return in the future. |
| Archived | A client you no longer work with. Archived clients are hidden from default views but their history is preserved. |
To change a client's stage, open the client detail view and select a new stage from the dropdown at the top of the page.
Client detail view
The client detail page is your single source of truth for everything related to that client. From here you can view and manage:
- Contacts -- the people associated with this client, each with their own name, email, and phone number.
- Properties -- the service addresses or locations where work is performed.
- Jobs -- all past and current work orders linked to this client.
- Proposals -- quotes and estimates you have sent.
- Invoices -- billing history and outstanding balances.
- Documents -- files, contracts, and signed documents.
- Activity -- a timeline of key events such as emails sent, proposals approved, and jobs completed.
Searching and filtering
The client list supports full-text search across client names, company names, and email addresses. Use the filter bar to narrow the list by:
- Stage -- show only leads, active clients, or any other stage.
- Tags -- filter by one or more tags you have applied.
- Created date -- find clients added within a specific date range.
You can combine filters to build targeted views, such as "all active clients tagged as commercial."
Importing clients
If you are migrating from another system, you can import clients using a CSV file. Go to Settings > Import and upload a CSV with columns for name, company, email, phone, and address. ServiceCortex will map the columns automatically and show you a preview before importing. Duplicate records are flagged so you can review them before they are created.