Add and manage clients

Applies to Workletto 1.x.

Clients are the companies your projects are for. Every invoice is made for one client, and it shows the client’s name, address and email under “Bill to”.

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Admins and managers have Clients in the main navigation, and only they can add, change, archive or delete a client, or see a client’s billing email and address. A member can see the names of clients, nothing more.

Add a client

1. Open Clients.
2. Type the Client name (up to 200 characters) and click Add client.

Two clients can’t have the same name, ignoring capital letters, and archived clients count: Workletto says “There’s already a client called” and the name. The same applies when you rename one. Otherwise the client appears in the list, with “0 projects”. When you add a project, you choose its client from this list. Track your first hours and send your first invoice follows the whole path from a client to an invoice.

Add a billing email and address

Click Edit next to the client. You can change:

• Name. Required, up to 200 characters.
• Billing email (optional). An email address, up to 254 characters. If it isn’t one, Workletto says “Enter a valid email address, or leave it empty.”
• Address (printed on invoices). Up to 500 characters, on as many lines as you like. Longer, and Workletto says “Keep the address to 500 characters.”

Click Save, or Cancel to leave without saving. The list shows each client’s number of projects and its billing email, for example “3 projects · [email protected]”.

Where the details are used

• On the invoice, under “Bill to”: the client’s name, address and billing email. While a client has no address, the invoice page says “Add the client’s address to show it here”, with a link to Clients. That note is not printed.
• When you email an invoice, the To box is filled in with the billing email. You can change it before you send. See Email an invoice.
• A sent invoice keeps the name and address the client had when it was sent. Changing a client afterwards doesn’t change invoices that are already sent. A draft always shows the client’s current name and address.

Bill a client in another currency

A new client is billed in your own currency, the one in Manage, Settings. To bill a client in another currency, such as euros for a client in Germany:

1. Click Edit next to the client.
2. Choose the currency under Billed in.
3. The first time you use a currency, enter what one unit of it is worth in yours under 1 EUR is worth, for example 1.08 for euros when your own currency is US dollars.
4. Click Save. The list shows “Billed in EUR”.

Everything for that client is then in its currency:

• its projects’ hourly rates, fixed fees and money budgets;
• expenses on its projects;
• its invoices and the payments clients make online.

None of it is ever converted. A project rate of 95.50 for a client in euros means €95.50 an hour, and its invoices are in euros.

The exchange rate is only for reports. The time report and Profitability add up amounts from every client in your own currency, converting other currencies at their rate, and say so under the totals: “Amounts from clients billed in other currencies are converted to” your currency “at the exchange rates in Manage → Settings.” Change a rate there under Exchange rates, and the reports change; invoices never do.

Some things can’t change, so amounts always mean what they say:

• People’s own rates are in your currency. A project for a client in another currency bills at one project rate or a fixed fee, not at each person’s own rate. Workletto says, for example, “Berlin GmbH is billed in EUR, and people’s own rates are in USD. Use a project rate or a fixed fee.” Change such projects first if you change their client’s currency.
• A client’s currency can’t change once it has invoices or expenses: “The currency can’t change once the client has invoices or expenses: their amounts are in EUR.”
• A project with invoices or expenses stays with clients in its currency: “This project has invoices or expenses in EUR, so it can only move to a client billed in EUR.” An expense can’t move to a project in another currency either; add it again there.

Time and expense exports have a Currency column, so each row’s amounts are in their own currency. See Export your data.

Archive a client

When you stop working for a client, archive it instead of deleting it.

1. Next to the client, open the More actions menu and choose Archive.
2. Confirm. The question is “Archive” followed by the client’s name, and it says: “Its projects keep it, but it can’t be picked for new projects. You can restore it any time.”

The client moves to Archived at the bottom of the page, which shows how many there are in brackets. Open it to see them. It says: “Archived clients stay on their projects but can’t be picked for new ones.” An archived client isn’t offered either when you start a new invoice.

To bring one back, click Restore next to it.

Delete a client

An archived client that has no projects can be deleted permanently: open its More actions menu, choose Delete, and confirm. The question says “This can’t be undone.”

A client that has projects has no Delete item. If a delete is attempted for a client that has projects or invoices, Workletto says “This client has projects or invoices. Archive it instead.”