Client Organization & Hierarchy

Client Company Management #

Creating Client Companies #

The client management system provides comprehensive company organization capabilities:

Required Information:

• Company name is the only required field for client creation
• User ID and team ID are automatically assigned based on the creator
• Currency ID defaults to team’s base currency if not specified

Client Company Fields:

• Company Information: Company name, email, phone, and website details
• Address Management: Complete address with two address lines, city, zip, and country
• Communication Preferences: Email and phone contact information
• Business Notes: Detailed notes field for client-specific information

Advanced Creation Options:

• Project Creation: Option to automatically create a project when creating client
• Board Creation: Option to create project board along with project
• User Invitation: Automatically invite client users to the system
• Invoice Settings: Automatic creation of invoice settings for the client

Client Editing and Management #

Client information can be comprehensively updated after creation:

Editable Fields:

• All client company information can be modified
• Address and contact details are fully editable
• Payment preferences can be updated
• Client-contact associations can be changed

Contact Assignment:

• Contacts can be assigned to client companies during editing
• Previous contact associations are automatically removed when reassigning
• Only unassigned contacts or currently assigned contact appear in selection
• Contact assignment creates hierarchical organization

Validation and Security:

• Email uniqueness validation (except for current client)
• Team-based access control for client management
• User ownership tracking for accountability
• Transaction-based updates for data integrity

Client-Contact Relationships #

Hierarchical Organization Structure #

The system supports sophisticated client-contact hierarchical relationships:

Relationship Model:

• Clients can have one primary contact association
• Contacts can optionally belong to client companies
• Multiple contacts can be associated with the same client through separate assignment
• Flexible relationship management allows independent contacts

Contact Assignment Process:

• During client editing, available contacts are filtered to show:

– Contacts that don’t have any client assignment – The contact currently assigned to the client being edited

• Contact assignment is exclusive – assigning a contact removes previous client associations
• Team-based filtering ensures only team contacts are available for assignment

Hierarchy Benefits:

• Clear organizational structure for client companies
• Easy identification of primary contact for each client
• Streamlined communication through established contact relationships
• Integration with project management and billing systems

Relationship Management Features #

The client-contact relationship system provides flexible management:

Assignment Flexibility:

• Contacts can exist independently without client assignment
• Client companies can exist without assigned contacts
• Contact assignments can be changed or removed as needed
• Multiple contacts can be managed under the same client umbrella

Search and Filtering Integration:

• Client search includes associated contact names
• Contact search includes client company information
• Global search shows both client and contact information
• Hierarchical display in search results

Client Information Management #

Company Details and Communication #

Client information management covers comprehensive business details:

Company Information:

• Company Name: Primary identifier for client organization
• Contact Details: Email addresses and phone numbers for business communication
• Address Management: Complete business address with two address lines
• Geographic Information: City, zip code, and country for location tracking

Communication Preferences:

• Email addresses for official communication
• Phone numbers for direct contact
• Address information for physical correspondence
• Notes field for communication preferences and special instructions

Business Documentation:

• Notes field supports up to 5000 characters for detailed client information
• Client-specific requirements and preferences
• Historical information and relationship details
• Special instructions for team members

Display and Organization #

Client information is organized for efficient management:

Display Name Generation:

• Automatic display name creation from company name
• Fallback to contact name if company name unavailable
• Consistent display across all system interfaces
• Clean presentation in lists and dropdowns

List Management:

• Clients displayed in paginated lists (30 per page)
• Sorting by creation date with newest first
• Team-based filtering for access control
• Search functionality across company names and associated contacts

Client Currency and Billing Preferences #

Multi-Currency Support #

The system provides comprehensive multi-currency support for international clients:

Currency Management:

• Each client can have a specific currency assignment
• Currency defaults to team’s base currency if not specified
• Support for multiple international currencies
• Currency selection available during client creation and editing

Payment Preferences:

• Stripe Integration: Enable Stripe payments for online transactions
• Crypto Payments: Support for cryptocurrency payment options
• Stripe ID: Custom Stripe customer ID for payment processing
• Payment Method Flags: Boolean flags for enabled payment methods

Billing Integration:

• Client currency affects invoice generation and amounts
• Automatic currency conversion based on client preferences
• Exchange rate handling for multi-currency transactions
• Currency-specific invoice settings and preferences

Payment Processing Integration #

Client payment preferences integrate with the broader system:

Integration Types:

• Stripe integration for credit card processing
• PassimPay integration for crypto payments
• Payment gateway configuration per client
• Team-level integration settings with client-specific overrides

Financial Management:

• Client currency affects project billing rates
• Invoice generation uses client-specific currency
• Payment tracking in client’s preferred currency
• Financial reporting with currency conversion

Client-Project Integration #

Project Association and Management #

Clients integrate seamlessly with project management features:

Project Relationships:

• Clients can have multiple projects associated
• Projects belong to specific clients for billing and organization
• Project creation can be automated during client setup
• Client information propagates to associated projects

Automated Project Creation:

• Option to create project automatically when creating client
• Project board creation along with project setup
• User invitation integration for client team members
• Streamlined onboarding process for new clients

Project Management Benefits:

• Clear client ownership of projects
• Integrated billing through client-project relationships
• Time tracking association with client work
• Project visibility and access control through client relationships

Integration with Other System Features #

Client management integrates with multiple system components:

Invoice Integration:

• Automatic invoice settings creation for new clients
• Client-specific billing preferences and settings
• Currency-aware invoice generation
• Payment method integration for client billing

Team Collaboration:

• Client user invitation system for team collaboration
• Role-based access for client team members
• Project viewer roles for client representatives
• Secure client portal access for project visibility

Time Tracking Integration:

• Client association with time tracking for accurate billing
• Project time allocation through client relationships
• Client-specific reporting and analytics
• Transparent time reporting for client review