Client Management

Adding and Managing Clients

Clients are one of the core record types in Belvak. Every project, invoice, and proposal links back to a client record, so keeping your client data accurate and up to date is essential.

Creating a new client

To add a new client, click the Add button at the top of the Clients page. This opens a two-step form that walks you through entering all the relevant details.

1. Navigate to Clients in the sidebar menu.
2. Click the Add button in the top-right corner.
3. Step 1 - Details: Fill in the client name, phone, email, Met on date, address, and client reference (referral source).
4. Step 2 - Branding: Upload a logo for the client.
5. Review the information and click Submit to create the record.

Client fields

Each client record captures the key details you need for day-to-day operations and billing:

• Client Name - The company or individual name used across invoices and proposals.
• Phone - Phone number with international format support.
• Email - Primary email address for correspondence.
• Met on - The date you first met or started the relationship with this client. Useful for tracking how long you have been working together.
• Address - Full mailing or billing address.
• Who Introduced you to the Client? - Required. Links the client to a referral partner. Pick from your existing partner records so Belvak can track who brought this client in and apply that partner's commission rules when payments are recorded. See linking clients to a referral for the full workflow, including what to do for clients who came in directly.

Viewing client details

Click on any client row to open the client drawer, which shows a comprehensive view of the client record. The drawer displays a hero header with the client name and key details, followed by grouped sections for contact information, address, and related records. The drawer also shows a collection progress bar that visualizes how much has been paid versus invoiced for this client, giving you an at-a-glance view of outstanding balances.

Row actions

Each client row in the table has a three-dot menu (and right-click context menu) with quick actions:

• Add Project - Creates a new project that is automatically pre-linked to the selected client, saving you from manually selecting the client in the project form.
• Add Proposal - Creates a new proposal with the client already pre-selected. This is the fastest way to start a proposal for an existing client without leaving the Clients page.

Editing and deleting clients

To edit a client, open their record and click the Edit button. The same multi-step form opens with all existing values pre-filled. To delete a client, use the delete action from the row actions menu. Deletion is permanent, so you will be asked to confirm before the record is removed.

Working with the client list

The Clients page presents all your clients in a configurable table. You can filter by any column, sort ascending or descending, and use the search bar to quickly find a specific client by name, email, or company. The column visibility toggle lets you show or hide columns to focus on the information that matters most to your workflow.

Status filter

Clients can be filtered by engagement status to help you focus on active relationships. Use the status filter to view clients marked as Engaged (clients who have active projects) or Idle (clients with no active projects). This makes it easy to identify clients who may need follow-up or new proposals. For a broader view of engagement health across all your clients, see the Stats Bar above the table.

Client Stats Bar

At the top of the Clients page, a row of five KPI cards gives you an instant overview of your client portfolio health. Each card highlights a different dimension of client engagement so you can spot issues early and take action before relationships go cold.

Active Clients

This card shows the total number of clients who are currently considered engaged. Below the main count, you will see how many clients are classified as idle. These categories match the Engaged and Idle status filters in the client list.

How it is calculated: A client is considered active if they have at least one project in active or on-hold status, outstanding invoices with an unpaid balance, or were added to your account within the last 30 days. Every client who does not meet any of those criteria is counted as idle.

Why it matters: This gives you a quick read on how many client relationships are generating activity right now. A high idle count relative to your total may signal that you need to reach out to dormant clients with new proposals or check-in calls.

Needs Attention

This card counts engaged clients who have had no interaction or activity in the last 90 days and have no pending follow-up scheduled. Idle clients are excluded, since this metric focuses on relationships that should be active but have gone quiet. If any of those clients have been silent for over 180 days, the subtitle highlights them in red so you can prioritize the most neglected relationships first.

How it is calculated: The system checks all engaged clients against their most recent activity, including logged interactions, project updates, invoice and payment changes, proposal activity, and maintenance records. Any engaged client with no activity in the past 90 days and no pending follow-up action is counted. The subtitle shows how many of those have been silent for more than 180 days, or displays "all recently contacted" when none have.

Why it matters: Clients who go silent are at risk of churning. This card surfaces the relationships that need proactive outreach. The 180-day highlight helps you triage by urgency, so you can focus on the clients closest to disengaging completely.

Overdue Follow-ups

This card shows how many pending follow-ups have passed their due date. The subtitle indicates how many of those are marked as high priority, or displays "none high priority" when all overdue items are normal or low priority. You can manage follow-ups from the Follow-ups tab inside any client record, or use the centralized Follow ups tab on the Clients page to work through every overdue item across all clients in one list.

How it is calculated: The system counts all follow-up actions across every client that are still in pending status and have a due date earlier than today. The high-priority count filters that list further to only include items marked as high priority.

Why it matters: Overdue follow-ups represent commitments to clients that have slipped. High-priority overdue items are especially urgent. Checking this card each morning helps you stay on top of your client commitments and prevent small oversights from turning into bigger relationship problems.

New Clients

This card displays the number of clients added during the current calendar quarter. Below the count, a trend comparison shows whether you are acquiring more or fewer clients than the previous quarter.

How it is calculated: The system counts all clients created between the start of the current quarter and today, then does the same for the previous quarter. The difference is shown as "up X" with a green arrow when this quarter is higher, or "down X" with a red arrow when it is lower. If both quarters have zero clients, it shows "no data yet." If only the previous quarter is zero, it shows "none last quarter." When both are equal, it shows "same as last quarter."

Why it matters: Client acquisition trends reveal the health of your business development efforts. A declining trend may mean your outreach, referrals, or marketing need more attention. A rising trend confirms your growth strategy is working.

Interactions This Month

This card counts all client-related activity for the current calendar month and compares it to the previous month. It is highlighted with an amber accent on the left edge to draw attention to overall engagement volume.

How it is calculated: The system tallies every client-related event this month, including manually logged interactions (calls, emails, meetings), project updates, invoice and payment changes, proposal activity, and maintenance records. It then runs the same count for the previous month. The comparison follows the same arrow pattern as New Clients: "up X" (green) for an increase, "down X" (red) for a decrease, "no data yet" when both months are zero, "none last month" when the previous month is zero, and "same as last month" when they match.

Why it matters: Interaction volume is a leading indicator of client satisfaction and retention. A sudden drop may mean your team is stretched thin or that clients are not being engaged proactively. Tracking this month over month helps you maintain a consistent level of client care.

Understanding the trend indicators

Two of the five KPI cards (New Clients and Interactions This Month) include a period-over-period comparison. These comparisons use standard calendar quarters and months respectively. The comparison line shows the difference between the current period and the previous one, with a colored arrow indicating the direction of change:

• Green upward arrow indicates an increase compared to the previous period.
• Red downward arrow indicates a decrease compared to the previous period.
• If both the current and previous periods have zero activity, the subtitle shows "no data yet."
• If only the previous period is zero, it shows "none last quarter" or "none last month."
• If both periods are equal, it shows "same as last quarter" or "same as last month."

How the stats bar updates

The Stats Bar fetches fresh data automatically every time you open the Clients page. It also refreshes whenever the client list changes, for example after you add or delete a client. During loading, five placeholder cards with a pulse animation appear so the layout does not shift. If the data cannot be loaded, the Stats Bar hides itself quietly without showing an error.

Client Financial Tab

The Financial tab in the client drawer gives you a complete financial overview of your relationship with each client. It pulls real-time data from your projects, invoices, and payments to present a clear picture of contract values, billing progress, and payment history, all in one place.

To access the Financial tab, click on any client in the Clients table to open the detail drawer, then click the Financial tab in the tab bar.

Financial Summary cards

At the top of the Financial tab, three summary cards give you an instant snapshot of the client's financial position:

• Total Invoiced: the sum of all invoice amounts for this client's projects. Shown in blue.
• Total Paid: the total amount collected across all invoices. Shown in green.
• Not Invoiced: the difference between the total contract value and total invoiced. If all contract value has been invoiced, this shows zero in green. Otherwise it appears in orange to highlight the gap.

Collection Progress

Below the summary cards, a Collection Progress bar visualizes how much has been collected versus invoiced. The bar fills from left to right as payments come in, with the percentage displayed below. This gives you an at-a-glance view of outstanding balances for the client.

Invoices by Status

The Invoices by Status section breaks down the client's invoices into three categories:

• Paid (green): invoices that have been fully paid. Shows the count and total amount.
• Pending (orange): invoices awaiting payment. Shows the count and total amount.
• Overdue (red): invoices past their due date. Shows the count and total amount.

Each status row includes a proportional bar chart for visual comparison. A fourth row shows the Invoiced / Total Contract Values ratio, showing the total amount invoiced compared to the total contract value across all projects, so you can see how much of the agreed work has been billed.

Recent Payments

The Recent Payments section shows the five most recent payments received from this client, sorted by date with the newest first. Each payment row displays:

• Date: when the payment was received.
• Invoice reference: the description of the invoice the payment was applied to.
• Amount: the payment amount, formatted in the appropriate currency.

If the client has no payments recorded, the section displays a "No payments recorded" message. When payments exist, a View All link at the bottom navigates you to the Payments page for a complete payment history.

Revenue Trend (6 Months)

At the bottom of the Financial tab, a bar chart shows the Revenue Trend over the last six months. Each bar represents the total payments received from this client during that month. Hover over any bar to see the exact amount in a tooltip.

This chart helps you spot seasonal patterns, identify months with unusually low collections, and track whether your revenue from a particular client is growing or declining over time. If no payments have been received in the last six months, a "No payment data" message is shown instead.

Multi-currency support

If a client has projects in multiple currencies (for example, some in USD and others in EUR), the Financial tab automatically detects this and displays a currency switcher at the top. Click on a currency code to filter all financial data (summary cards, collection progress, invoices by status, recent payments, and revenue trend) to show only the data for that currency. This ensures amounts are never mixed across currencies, giving you an accurate financial picture per currency.

Client Follow-ups Tab

The Follow-ups tab is the action list for a single client. Open any client record and switch to Follow-ups to see what needs to happen next, add new reminders, mark completed items, and keep ownership clear. It appears right after the Financial tab so relationship actions are easy to reach without digging through the activity timeline.

Follow-up / Next Actions

Follow-ups are lightweight action items scoped to a single client. Think of them as your personal to-do list for each relationship: calls to make, proposals to send, reviews to schedule, introductions to arrange. They are intentionally simple, just a title, an optional due date, a priority level, and an assignee.

To create a follow-up, click the + Add button in the section header. An inline form appears right below the header (no popup or separate screen). Fill in what needs to be done, optionally set a due date and priority, choose who should handle it, and click Save. The new follow-up appears immediately as a card in the list.

Each card shows a color-coded left border based on priority: red for High, yellow for Medium, and blue for Low. The due date badge also changes color to help you spot urgent items at a glance. Overdue dates appear in red, dates within three days appear in orange, future dates appear in green, and items with no deadline show a gray "No deadline" label.

The assignee field defaults to you but you can assign follow-ups to any team member in your organization. When viewing the list, items assigned to you show "You" while items assigned to others show their name.

When you finish a follow-up, click Mark Complete on the card. The item moves to the completed section. If you completed something by mistake, expand the "Show completed" toggle and click the Undo button to move it back to pending.

To edit a follow-up, click its title. The card transforms into an editable form with all fields pre-filled. To delete one, click the trash icon on the right side of the card and confirm. Only the person who created the follow-up or the person assigned to it can delete it.

Managing many clients at once? The centralized Follow ups tab on the Clients page consolidates every pending follow-up across every client into one prioritized workspace, grouped by due date, so you can plan the day without opening each client drawer individually.

Client Activity Tab (CRM)

The Activity tab is the relationship history for each client. Open any client record and switch to Activity to see live health metrics, engagement trend, and a complete timeline of every interaction and system event tied to that client.

Quick Stats cards

At the top of the Activity tab, three cards give you an instant read on each client relationship. These update automatically based on your data, so there is nothing to configure.

Last Activity

Shows how many days have passed since anything happened with this client. This includes manual interactions you log (calls, emails, meetings) as well as system events like creating an invoice, recording a payment, or updating a project. When activity happened today, it shows "Today". Otherwise it shows a count like "3 days ago" or "12 days ago". If there is no activity at all, the card shows a dash.

Engagement Trend

The Engagement Trend compares your team's activity with this client over the last 30 days against the 30 days before that. Not all activity carries the same weight. A face-to-face meeting signals stronger engagement than a quick note, so the system assigns different impact levels:

• Highest impact: Meetings
• High impact: Phone calls
• Moderate impact: Completed follow-ups, Emails
• Light impact: System events (invoices, payments, project updates), Notes and other interactions
• Negative impact: Overdue follow-ups (these drag the score down, so staying on top of your action items matters)

The card shows one of three labels. Rising (green, with an up arrow) means engagement has increased by more than 20% compared to the previous period. Declining (red, with a down arrow) means it has dropped by more than 20%. Steady (gray) means things are roughly the same. Below the label, a percentage shows exactly how much the score shifted, like "+45% vs last 30d" or "-30% vs last 30d".

For clients created less than 60 days ago, the card shows "Collecting data" with a countdown. The system needs two full 30-day windows to make a meaningful comparison, so the trend becomes available once the client has been in the system for at least 60 days.

Health Score

The Health Score combines three signals into a single label that tells you how a client relationship is doing overall. Each signal contributes a different percentage of the final score:

1. Payment collection (40% of the score): What percentage of invoiced amounts has the client actually paid? A client who pays every invoice in full scores highest here. Partial payments score proportionally, and a client with nothing invoiced yet starts at zero.
2. Project activity (30% of the score): Does the client have any active projects? Clients with at least one ongoing project score full marks here. Clients with no current projects score zero. This reflects whether the relationship is producing active work.
3. Recency (30% of the score): How recently has there been any activity? Activity within the last seven days scores full marks, activity within 30 days scores half, and anything older than 30 days scores zero.

Based on the combined score, the card shows one of three labels:

• Thriving (green): Strong payment collection, active projects, and recent activity. The relationship is in good shape.
• Steady (orange): Some areas need attention. Maybe payments are partially outstanding, or there has not been recent activity. Worth a check-in.
• Cooling (red): Multiple signals are weak. Low payment collection, no active projects, or a long stretch without contact. Consider reaching out.

Recent Activity timeline

The timeline is a merged, chronological feed that shows everything that has happened with a client. It pulls from two sources and combines them into a single scrollable list.

System events appear automatically. Every time someone creates an invoice, records a payment, updates a project, submits a proposal, or modifies a maintenance contract tied to this client, the event shows up in the timeline without anyone needing to log it. These events appear in a slightly muted style so they do not overwhelm the manually logged items.

Manual interactions are logged by your team. Phone calls, emails, meetings, notes, and other touchpoints that you record yourself. These appear in full contrast with colored icons: purple for phone calls, orange for emails, violet for meetings, and blue for notes. The visual distinction makes it easy to scan the timeline and spot the human touchpoints among the system-generated entries.

Each entry shows a relative timestamp ("2 days ago", "1 week ago") and the name of the person involved.

Logging interactions

To log a new interaction, click the + Log Interaction button in the timeline section header. An inline form appears at the top of the timeline with three fields: a type dropdown (Call, Email, Meeting, Note, or Other), a summary field for a brief description, and a date picker that defaults to right now but can be set to an earlier date if you are logging something that happened in the past.

Keep summaries short and useful. Something like "Discussed Q2 plans", "Sent updated proposal", or "Met to review project timeline" is enough. If you need to write longer notes, use the Notes tab instead.

Filtering the timeline

Above the timeline, a row of filter pills lets you narrow down what you see: All (the default, shows everything), Calls, Emails, Meetings, Financial (invoice and payment events), and Projects (project and proposal events). Filters are instant because they work on the data already loaded in your browser.

For clients with a long history, the timeline loads 20 entries at a time. Scroll to the bottom and click Load more to fetch older entries.

Client Related Tab

The Related tab gives you a single screen that ties together every business record connected to a client. Instead of jumping between the Projects, Proposals, Invoices, and Maintenance pages to piece together the full picture, you can open one client and see all of their work, billing, and paperwork side by side.

It is the fastest way to answer questions like "What are we currently doing for this client?", "Are any of their invoices overdue?", or "Where is that signed contract we uploaded last month?" without leaving the client drawer.

Where to find it

Open any client from the Clients page. In the drawer that slides in, switch to the Related tab. The tab loads everything for that client in one request and shows five sections stacked vertically: Projects, Proposals, Maintenance Contracts, Invoices, and Documents. Each section header shows a count next to the title so you can see at a glance how many records exist before you scroll.

If a section has nothing to show, it stays visible with a short placeholder message like "No projects yet". New clients with no history will see all five placeholders, which makes it obvious that the relationship is still fresh.

Projects

The Projects section lists every project linked to the client. Each card shows the project name, the contract value in its own currency, a status tag (active, on hold, or completed), and a collection progress bar that fills based on how much of the contract value has been paid so far. The percentage label next to the bar gives you the exact figure, so you can spot under-billed or under-collected work without opening the project.

Click any project card to jump straight into that project's drawer. If you want to see the full list filtered to only this client, use the View All link at the bottom of the section, it takes you to the Projects page pre-filtered by client.

Proposals

The Proposals section shows every proposal you have sent the client, with the proposed amount, status (Pending, Approved, or Rejected), and due date. Pending proposals appear with an orange tag so they are easy to spot and chase. Click any proposal to open its drawer, or use View All to jump to the Proposals page filtered by this client.

Maintenance Contracts

The Maintenance Contracts section pulls in every recurring service contract attached to the client's projects. Each card shows the contract name, the amount per term (for example, "$500 / month"), and the parent project so you remember which work it covers.

When a contract is approaching renewal or has not been paid yet, you will see a red Needs Attention badge on the card. Belvak flags a contract this way when no maintenance payment has been recorded yet, or when the most recent payment ends within the next 15 days. This is your early warning to log a payment, send a reminder, or follow up with the client before service lapses. Click the card to open the maintenance drawer and take action.

Invoices

The Invoices section lists every invoice raised against any of the client's projects. Each row shows the invoice description (or the invoice number if there is no description), the project it belongs to, the amount in the right currency, the status (Pending, Completed, or Overdue), and the due date. Overdue invoices appear with a red tag, making it easy to see collection problems without opening every record one by one.

Click any invoice row to open the invoice drawer where you can review line items, record payments, or generate a PDF.

Documents

The Documents section is one of the most useful parts of the Related tab. It pulls together every file attached to the client's projects, proposals, and invoices into a single list, sorted with the most recent uploads at the top. You no longer need to open each project or invoice to find that one signed PDF or scanned receipt.

Each row shows a colored file type icon (red for PDFs, blue for images and Word documents, gray for everything else), the file name, and a small caption telling you which record it came from and when it was uploaded, for example "from Website Redesign · Mar 1, 2026". This origin label is what lets you trace the document back to its source without guessing.

Previewing and downloading documents

Click the file name or the icon on the left of any document row to open the built in document viewer. PDFs render with their own toolbar so you can zoom and scroll, Word documents (.doc and .docx) render inline, and images open in a clean preview, all without leaving the client drawer. When you are done previewing, close the viewer and you are right back where you were.

To save a copy locally instead, click the download icon on the right side of the row. The file downloads using its original name, so it lands in your downloads folder ready to forward or archive.

Load more and view all

Each section starts by showing the first five items so the tab stays scannable even for clients with a long history. When there are more records, a Load More button appears at the bottom of the section with the count of remaining items, for example "Load More (12 remaining)". Click it once to reveal the next batch, and again to keep going until you have seen them all.

For Projects and Proposals, the section also includes a View All link at the bottom. This takes you to the full Projects or Proposals page pre-filtered by this client, which is the right move when you want columns, sorting, search, and bulk actions instead of card view.

How it differs from the Financial and Activity tabs

The Related tab is intentionally different from the other tabs in the client drawer. Where the Financial tab answers "how is this client doing financially?" with totals, charts, and collection progress, the Related tab answers "what records are connected to this client?" with the actual list of items so you can drill into any one of them. And where the Activity tab shows a chronological feed of touchpoints, the Related tab shows a structured inventory of business records.

Together, the drawer tabs give you a complete 360 degree view of every client without ever needing a separate report.

Managing Contact Persons

Most client relationships involve multiple people - you might talk to the project manager about scope, the accountant about invoices, and the owner about renewals. Belvak lets you store multiple contact persons per client so your team always knows who to reach out to and for what.

Adding contact persons

You can add contacts in two places. When creating or editing a client, use the Contact Persons section in the form - click Add Contact to add a card with name, role, email, and phone fields. You can also add contacts directly from the client detail view without opening the edit form - just click the Add Contact button in the Contact section.

Roles and the primary contact

Each contact person has a role field with suggested labels like Billing, Technical, Management, Operations, Sales, HR, Legal, and Owner - but you can type any role that fits your workflow. One contact can be marked as Primary using the radio button. The primary contact always appears at the top of the list in the detail view, making it easy to find the main point of contact at a glance.

Editing and deleting contacts

In the client detail view, hover over any contact card to reveal edit and delete icons. Clicking edit switches the card to inline editing mode - update any field and press Enter or click the checkmark to save. Deleting a contact shows a confirmation dialog. If you delete the primary contact, the first remaining contact is automatically promoted to primary.

Clickable contact details

Email addresses and phone numbers on contact cards are clickable links. Clicking an email opens your mail client, and clicking a phone number initiates a call - so you can reach the right person without copying and pasting.

Client Communication

Belvak provides several ways to track communication and maintain context around your client relationships. Rather than relying on scattered emails and chat threads, you can centralize important notes and track every change directly on the client record.

Notes system

Every client record has a built-in notes section. Team members can add timestamped notes with free-form text content to record meeting summaries, phone call outcomes, follow-up reminders, or any other relevant context. Notes are visible to all team members who have access to the client record.

1. Open a client record by clicking on it in the table.
2. Scroll to the Notes section in the client drawer.
3. Type your note content and click the submit button.
4. The note appears immediately with a timestamp and the name of the team member who created it.

Activity log

Belvak automatically logs all changes made to client records in the activity log. Every create, update, and delete action is recorded with the user who made the change, a timestamp, and a snapshot of the data. This gives you a complete audit trail for compliance and accountability.

Linked records

Clients serve as the connecting thread across your business data. From a client record, you can see all linked projects, invoices, and proposals. This gives your team full context when communicating with a client - you can instantly see what work is in progress, what has been billed, and what proposals are pending, all without leaving the client view.

Centralized follow-up management

Follow-ups live inside each client record (see the Follow-ups tab) but if you handle dozens of relationships you do not want to open every client one by one just to find out what is due today. The Follow ups tab on the Clients page pulls every pending follow-up across every client into a single prioritized workspace so you can plan the day in one place.

Opening the centralized view

Navigate to Clients in the sidebar. At the top of the page, alongside the status filters (All, Engaged, Idle), you will see a Follow ups tab with a bell icon. Click it to switch from the client table to the follow-ups workspace. The URL updates to ?view=followups so you can bookmark it or share the link with teammates.

KPI row at a glance

A row of six small cards sits at the top of the view. Each card shows a single number, counted across every follow-up in your workspace. The counts stay the same when you apply a filter, so the totals always reflect the full picture:

• Open: every pending follow-up, regardless of assignee or due date.
• Mine: pending follow-ups currently assigned to you.
• Overdue: pending follow-ups with a due date in the past.
• Due Today: pending follow-ups dated for today.
• High Priority: pending follow-ups flagged as High.
• Completed: follow-ups already marked done.

Filter chips

Below the KPI row, a row of chips lets you narrow the list. The chips mirror the KPI labels (All, Mine, Overdue, Due Today, High Priority, Completed) and only one can be active at a time. Selecting a chip hides the sections that do not match, so you can zoom in on exactly what needs attention right now without losing your place in the view.

How follow-ups are grouped

When a chip like All or Mine is active, pending items are bucketed into collapsible sections based on their due date:

• Overdue: anything whose due date has already passed. This section is highlighted in red so you cannot miss it.
• Today: items dated for today.
• This Week: items due in the next seven days.
• Later: items due further out, plus items with no deadline set.
• Completed: only visible when the Completed chip is active, sorted most recently finished first.

Every group header has a collapse toggle, so you can hide the groups you are done with and focus on what is left.

Adding a follow-up from the centralized view

Click the New follow-up button in the top right corner. An inline form slides in above the grouped sections with five fields:

• Client (required): a searchable dropdown of every client in your workspace. This picker only appears in the centralized view because the item is not yet tied to a specific client. When you create follow-ups from the Follow-ups tab inside a client drawer, the client is locked and this field is hidden.
• Title (required): what needs to be done, in a few words. Press Enter in this field to submit.
• Due date (optional): pick a deadline, or leave blank and the item lands in the Later group.
• Priority (optional): Low, Medium (default), or High.
• Assign to (optional): defaults to you. Pick any teammate to delegate the item.

Working with a follow-up card

Each card gives you the context you need in one glance: the client name in purple at the top, the title, a color-coded priority tag, a due-date badge that turns red when overdue and orange when urgent, and the assignee (shown as "You" if the item is on your plate). The three actions on the right let you handle the item without leaving the view:

• Mark Complete finishes the item, moves it out of the active groups, and stamps a completion time.
• Undo (shown on completed cards) reverts the item back to pending and clears the completion stamp.
• The trash icon deletes the item after a confirmation prompt. Only the person who created the follow-up or the person it is assigned to can delete it, even if someone else is an admin.

To edit, click the title text directly. The card opens an inline form with all fields pre-filled, the same one you used to create it. Save to update, or Cancel to back out without changes.

Jumping to the client from a card

Every card shows the client name in purple near the top. Click it to open that client's drawer in a side panel while the follow-ups view stays in place behind it. Close the drawer and you are back in the same filtered list without losing your spot, so you can dip in to check client stats, review linked projects, or add notes before moving to the next follow-up.

Search across follow-ups

The global search input on the Clients page stays visible in the Follow ups view and filters the cards in real time, matching on both the follow-up title and the client name. Type "invoice" to see every card that mentions invoices or belongs to a client with "invoice" in the name.

Permissions

Follow-ups reuse the standard Clients permissions, so you do not need to configure anything new:

• View requires Clients view permission. Without it the Follow ups tab is hidden entirely.
• Create, edit, mark complete, and undo require Clients edit permission. The New follow-up button is hidden if you cannot edit.
• Delete requires Clients delete permission plus ownership: either you created the follow-up or it is assigned to you. This prevents teammates from removing each other's action items by accident.

Referrals and client sources

Belvak tracks referral partners and their commissions in a dedicated module with its own commission ledger, payout actions, and referral metrics. To link a client to a referral source, use the Who Introduced you to the Client? field on the client form. Every client must have a referral source.

For the full feature set, see the dedicated Referrals & Commissions category, including linking clients to a partner and commission rules.

Managing Client Documents

Store contracts, agreements, briefs, and any other files directly on client records. Belvak provides a built-in document management system so your team never has to hunt through email or shared drives to find a client file.

Uploading documents

You can attach documents to a client record in several ways. Belvak supports drag-and-drop, click-to-browse, and traditional form uploads - choose whichever is fastest for you.

From the view drawer (quickest)

1. Open the client record by clicking its row.
2. Drag and drop a file anywhere onto the drawer - a full-drawer overlay appears to confirm the drop zone.
3. Or click the "click to browse" link in the documents section to open your file browser and select files.
4. The file is uploaded and saved automatically - no need to open the edit form.

From the edit drawer

1. Open the client record and click Edit.
2. Navigate to the documents step in the multi-step form.
3. Drag and drop files onto the drawer, or click the upload area to browse.
4. Click Submit to save the changes.

Supported file types and upload limits

Belvak accepts the following formats: PDF, DOC / DOCX, JPG / JPEG, PNG, GIF, and WEBP. Each file can be up to 5 MB.

Document storage and organization

Uploaded documents are stored securely, and client files are grouped together so they are easy to locate.

Viewing and downloading documents

All uploaded documents appear in the client drawer as file cards showing the file name, type icon, and size. Click on any document to view it directly in the browser (for supported formats like PDF and images) or use the download button to save it locally. Documents are also accessible from linked project and invoice records for cross-reference.

If you want to see every file uploaded across the client's projects, proposals, and invoices in one combined list, switch to the Related tab. It aggregates documents from every related record into a single preview-friendly list, sorted with the newest uploads first.

Deleting documents

To remove a document from a client record, click the delete action next to the file. Belvak uses a double-confirmation workflow for document deletion - you can initiate deletion from either the view drawer or the edit drawer, and you will be prompted to confirm before the file is permanently removed from the system.