Client Management
Keep all your client information, communication history, and documents organized in one place. Belvak gives you a complete view of every client relationship from first contact through ongoing projects and invoicing.
Adding and Managing Clients
Clients are one of the core entities 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.
- Navigate to Clients in the sidebar menu.
- Click the Add button in the top-right corner.
- Step 1 - Details: Fill in the client name, phone, email, Met on date, address, and client reference (referral source).
- Step 2 - Branding: Upload a logo for the client.
- 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.
- Client Reference - Links the client to a Referral source. Select from your existing referral records to track which source or partnership brought this client to you (see the Referrals section below).
Tip: Fill in as many fields as possible when creating a client. This information is automatically pulled into invoices and proposals, saving you from re-entering it later.
Viewing client details
Click on any client row to open the entity 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.
Tip: Both actions navigate you to the relevant page with the add form already open and the client pre-filled. Simply complete the remaining fields and submit.
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.
Note: Deleting a client does not automatically remove their associated projects, invoices, or proposals. Review linked records before deleting a client to avoid orphaned data.
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.
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.
Tip: The Financial tab updates in real time as you add invoices and record payments. Check it before client meetings to have an up-to-date view of the financial relationship without pulling separate reports. For the actual list of invoices, projects, and documents tied to a client, switch to the Related tab instead.
Client Activity Tab (CRM)
The Activity tab is the CRM center for each client. Open any client record and switch to the Activity tab to see follow-up actions, live health metrics, and a complete timeline of every interaction and system event tied to that client. Everything you need to understand the state of a client relationship lives here.
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.
Tip: Follow-ups are not project tasks. Use them for relationship-level actions like scheduling check-ins, sending updated proposals, or noting things to discuss at the next meeting. For project-level work, use project management instead.
Quick Stats cards
Below the follow-ups section, 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:
- 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.
- 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.
- 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.
Note: The Health Score updates automatically as payments come in, projects change status, and activity gets logged. You do not need to configure or adjust anything.
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, no server call needed.
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.
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.
- Open a client record by clicking on it in the table.
- Scroll to the Notes section in the entity drawer.
- Type your note content and click the submit button.
- The note appears immediately with a timestamp and the name of the team member who created it.
Tip: Use notes to document key decisions, pricing discussions, or special requirements. This creates a searchable history that any team member can reference, even if they were not part of the original conversation.
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.
Referrals and Client Sources
Understanding where your clients come from is essential for growing your business. Belvak includes a dedicated Referrals module for tracking referral sources and partnerships, so you can measure which channels bring in the most business.
The Referrals module
Referrals is a standalone module accessible from the sidebar. It lets you create and manage records for every referral source your business works with - whether that is an individual partner, an agency, a freelancer network, or any other channel that sends clients your way.
Creating referral records
To add a new referral source, navigate to the Referrals page and click Add. Each referral record captures the following fields:
- Referral Name - The name of the referral source or partner.
- Phone - Contact phone number for the referral source.
- Email - Contact email address.
- Percentage - The referral commission percentage agreed upon with this source.
- Date Added - The date the referral source was added to your system.
Linking referrals to clients
Referrals connect to clients through the Client Reference field on the client form. When creating or editing a client, select the referral source from the Client Reference dropdown. This creates a direct link between the client and the referral that brought them in, enabling you to track the origin of every client relationship.
Viewing clients by referral source
Each referral record has a View Clients row action available in the three-dot menu and right-click context menu. This action shows all clients that came through that specific referral source, making it easy to see the impact of each partnership at a glance.
Tracking referral performance
By linking referrals to clients, you can analyze which sources bring in the most business. Review your referral records alongside client data to identify your highest-performing partnerships, evaluate whether commission percentages are justified by the volume and value of referred clients, and make informed decisions about where to invest in relationship building.
Referral table features
The Referrals table supports the same configurable features as other entity tables. Use the column visibility toggle to show or hide columns based on your needs, sort by any column, and use the search bar to quickly find a specific referral source.
Tip: Set up referral records for all your acquisition channels early on - even informal ones. Consistently linking clients to their referral source builds a valuable dataset over time that helps you understand your most effective growth channels.
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)
- Open the client record by clicking its row.
- Drag and drop a file anywhere onto the drawer - a full-drawer overlay appears to confirm the drop zone.
- Or click the "click to browse" link in the documents section to open your file browser and select files.
- The file is uploaded and saved automatically - no need to open the edit form.
From the edit drawer
- Open the client record and click Edit.
- Navigate to the documents step in the multi-step form.
- Drag and drop files onto the drawer, or click the upload area to browse.
- 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.
Tip: Use descriptive file names before uploading. While Belvak stores files with unique identifiers internally, the original file name is preserved and displayed in the document list for easy identification.
Document storage and organization
Uploaded documents are stored securely with UID-based filenames, ensuring no naming conflicts occur even if multiple clients have files with the same name. Documents are organized by entity type, so client files are always grouped together and easy to locate.
Viewing and downloading documents
All uploaded documents appear in the client entity 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.
Note: Document deletion is permanent. Once confirmed, the file is removed from both the database record and the server storage. Make sure you have a backup if needed before deleting.