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 Client button at the top of the Clients page. This opens a two-step form that walks you through entering the relationship details and optional branding.

1. Navigate to Clients in the sidebar menu.
2. Click the Add Client button in the top-right corner.
3. Step 1 - Details: Fill in the client name, phone, email, Met on date, address, contact persons, and client reference.
4. Step 2 - Branding: Upload a client logo if you have one.
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.
• Contact Persons - People connected to the client, including names, roles, emails, phone numbers, and the primary contact.
• 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 relationship. The drawer opens with an Overview tab, quick action buttons, contact details, contact persons, referral source, and next-best signals such as outstanding balances, upcoming follow-ups, active work, and recent activity when that information is available to you. Use the tab bar to move between Financial, Follow-ups, Activity, Related, and Notes.

Row actions

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

• Add Follow-up - Opens the client drawer with a new relationship action ready to fill in.
• Log Interaction - Opens the client drawer with the interaction form ready for a call, email, meeting, note, or other touchpoint.
• 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.
• View Projects and View Proposals - Jump to the matching page filtered to that client.

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, open the client drawer and use the delete action there. 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 sort columns, use the global search bar, apply the available filters, group by attention state, and show or hide columns to focus on the information that matters most to your workflow. The search bar looks across the client data shown to your view, so it is useful for quick name, contact, source, and status searches.

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 or Idle. A client stays Engaged when they have active or on-hold projects, an unpaid invoice balance that is visible to your role, or they were added in the last 30 days. Clients move to Idle when none of those signals apply. For a broader view of portfolio health, open Client Insights above the table.

Client Insights

The Clients page includes a Show insights button above the table. Click it to expand a portfolio panel, then use the range selector to review the last 30 days, last 90 days, last 12 months, or year to date. Click Hide insights to collapse the panel again.

The panel focuses on operational signals you can act on right away: cash collected, outstanding invoice balances, clients that need attention, overdue follow-ups, newly added clients, source mix, and collection trends.

Summary cards

The top row shows five cards. Financial cards only appear when your role includes access to those financial details.

• Collected shows payments received in the selected range. If more than one currency is present, the card shows the primary amount and notes that additional currencies exist.
• Outstanding invoices shows unpaid invoice balance by currency, or Clear when there is no open balance.
• Needs attention counts clients flagged by overdue cash, overdue or upcoming follow-ups, quiet active work, or newly added records that still need attention.
• Overdue follow-ups counts pending client follow-ups whose due date has already passed, with a hint for items due soon.
• New clients counts clients created during the selected range.

Attention queue

The attention queue lists the first clients that need action, with the current attention label and reason beside each name. The most urgent reason wins: overdue cash appears before overdue follow-ups, upcoming follow-ups, quiet active work, and new clients.

If a balance is part of the reason and you can view financial details, the queue also shows the relevant amount without combining different currencies into one misleading total.

Client sources

The Client sources panel groups clients by referral source and displays each source as a small bar with a client count. This helps you see which partners or channels are bringing in clients without opening the referrals area.

Collection trend

When payment data is available, the Collection trend shows recent monthly collection activity for the selected currency. Hover a bar to see the exact amount. If there is no activity in the selected range, the panel says so instead of showing an empty chart.

Updating and empty states

Insights load when you open the panel and refresh when the selected range changes or the client list changes. While loading, placeholder cards keep the layout steady. If there are no clients yet, the attention queue invites you to add your first client, and panels with no data show clear empty messages.

Client Financial Tab

The Financial tab in the client drawer gives you a focused view of contract value, billing, collection, and items that need action. It is organized around three sections: Contract to cash, Project billing, and Needs your attention.

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.

Contract to cash

The Contract to cash section shows the path from work agreed to cash collected. When the client has contract-backed work, the section displays Contracted, Invoiced, and Collected. When there is no contract total to anchor the rail, it focuses on Invoiced and Collected.

The progress rail uses one layer for billed work and another for collected payments. Below the rail, Yet to bill highlights remaining contract value that has not been invoiced, and Awaiting payment highlights invoiced amounts that have not been collected.

Project billing

The Project billing section lists the client's projects with billing and collection context. Each row shows the project name, financial status, amount paid versus amount billed, a reference amount such as contract or invoiced value, and a progress rail for billing and collection. Click a row to open that project.

Status labels help you scan quickly:

• Overdue or Waiting on payment means money has been invoiced but not fully collected.
• Ready to bill or Not billed points to contract value that may still need invoicing.
• Paid, On track, or Recurring shows work that does not currently need immediate billing action.

Needs your attention

This section turns financial signals into a short action list. Items can include overdue invoices, invoices waiting on payment, projects ready to bill, and other billing gaps. Each row shows what needs attention, the project or invoice context, and the amount involved. Click a row to open the related project or invoice.

If there is nothing to chase, the section shows All caught up. Nothing to chase right now. Long lists start collapsed and use Show more and Show less controls.

Mixed currencies

If the client has work in more than one currency, Belvak keeps currency context visible instead of blending amounts silently. When converted totals are available, the Contract to cash rail notes the display currency. When conversion is incomplete, the tab shows currency breakdowns so each amount remains understandable.

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: a title, optional due date, priority level, and 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 teammate. Keep an assignee selected before saving. 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 two fields: a type dropdown (Call, Email, Meeting, Note, or Other) and a summary field for a brief description. New interactions are logged with the current date and time.

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.

Manual interactions can be edited by clicking their summary, and they can be deleted from the timeline action beside the entry. Those controls appear on interactions you logged yourself.

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. In the All view, 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 the related sections available to your role: 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 every available section is empty, the tab shows one combined empty state: "Nothing related to this client yet." If only one section is empty while others have records, that section shows a short empty message such as "No projects yet."

Projects

The Projects section lists every project linked to the client. Each row shows the project name, project type or date range when available, and a status tag. Click any project row 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 in the section header. 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. Supported files open in a preview 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 Show 5 more style control appears at the bottom of the section. Click it to reveal the next batch, and use Show less to collapse the section back down.

For Projects and Proposals, the section also includes a View all link in the section header. 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 the compact related list.

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 billing signals and action items, 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, follow-ups, and interactions directly on the client record.

Notes system

Every client record has a Notes tab. Team members can add notes with a title, body, color marker, timestamp, and creator name to record meeting summaries, pricing context, special requirements, or other relationship details.

1. Open a client record by clicking on it in the table.
2. Switch to the Notes tab in the client drawer.
3. Add a note title and note text, then click Add Note.
4. The note appears immediately with a timestamp and the name of the team member who created it.

Activity log

The Activity tab combines manual interactions with client events such as invoices, payments, project updates, proposals, and maintenance activity. Use it when you need a timeline of what happened, and use notes when you need richer written context.

Linked records

Clients serve as the connecting thread across your business data. From a client record, you can see linked projects, invoices, proposals, maintenance contracts, and related files. This gives your team full context when communicating with a client - you can see what work is in progress, what has been billed, what proposals are pending, and which files belong to related records.

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.

Filter chips with counts

A row of chips at the top of the view lets you narrow the list. Each chip includes a count, and only one chip 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:

• All: every pending follow-up, regardless of assignee, priority, 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.

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 (required): defaults to you. Pick any teammate to delegate the item, or leave yourself selected.

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 insights, 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.

Access

What you can do in Follow ups follows your normal Clients access:

• People who can view clients can open the Follow ups workspace.
• People who can edit clients can create, edit, mark complete, and undo follow-ups.
• Deleting a follow-up also depends on ownership: you must have delete access for clients and the follow-up must be one you created or one assigned to you.

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.

Client Logo and Related Files

Client records support a logo upload for branding. General files such as contracts, signed proposals, invoice attachments, receipts, and project documents live on the related records where they belong, then appear together in the client's Related tab.

Uploading a client logo

Add or update a logo from the client form:

1. Open the client record and click Edit.
2. Go to the Branding step.
3. Use the Logo upload field to add or replace the logo.
4. Click Submit to save the client.

Where client files appear

The client drawer does not have a separate general file upload area on the client itself. To keep files connected to the work they describe, upload them on the project, proposal, or invoice record. The Related tab then gathers those files into one client-level document list.

This is useful when a client has paperwork spread across several projects or invoices. Open the client, switch to Related, and use the Documents section to preview or download files without hunting through each linked record.

Previewing and downloading related files

Each file row shows the file name, type icon, source record, and upload date. Click the file name or preview icon to open the viewer, or click the download icon to save a copy locally.