The Clients tab is where you store and manage every person or business you invoice. Each client has a profile with contact details, a billing address, and a complete activity history of all their invoices and estimates. This guide covers the client list, creating and editing clients, the client detail view, and how to contact clients directly from the app.
Opening the Clients Tab
Tap the Clients icon (the people icon, fourth tab in the bottom tab bar) to open your client list. You’ll see all clients for the current business, sorted alphabetically by default.
The Toolbar
Four icons sit in the top-right corner:
| Icon | Action |
|---|---|
| Three horizontal lines | Sort — opens a bottom sheet with sort options |
| Magnifying glass | Search — toggles an inline search bar |
| Checkmark circle | Multi-select — enables selection mode for bulk delete |
| Plus (+) | New client — opens the Add Client form |
Reading a Client Row
Each client in the list shows:
- Person icon (orange) — on the left
- Client name (bold) — the business or person’s name
- Document count — below the name, showing how many invoices and estimates exist for this client (e.g., “6 Invoices” or “3 Invoices, 2 Estimates”). If the client has no documents, it shows “No documents”
- Balance Due (right side) — the total unpaid amount across all invoices. Shown in red if there’s a balance, or green $0.00 if everything is paid up
Sort Options
Tap the sort icon to open the sort sheet. You can sort by:
| Sort By | What It Does |
|---|---|
| Client Name | Alphabetical sort (default) |
| Outstanding Balance | Sort by total unpaid amount across all invoices |
Each option can be toggled between Ascending and Descending order. You can also filter the list by document type:
| Filter | What It Does |
|---|---|
| All | Shows all clients |
| Invoices | Only clients that have invoices |
| Estimates | Only clients that have estimates |
Your sort preference is saved and persists between sessions.
Search
Tap the magnifying glass to open the search bar. Type to filter clients by name — the search is case-insensitive and filters as you type. Tap the X inside the bar to clear text, or the close button to dismiss search entirely.
Multi-Select & Bulk Delete
Tap the checkmark circle icon to enter multi-select mode:
- Each row shows a circular checkbox
- A header bar shows the selection count with “Select All” / “Deselect All”
- Tap the trash icon to delete selected clients
- Tap X to exit multi-select mode
Note: Deleting a client that has invoices, estimates, or time entries will show a detailed warning listing exactly what will also be deleted (e.g., “3 invoices, 2 estimates, 1 time entry”). You must confirm with “Delete Everything” to proceed.
Swipe Actions
Without entering multi-select mode, you can swipe individual rows:
| Direction | Action |
|---|---|
| Swipe right | Edit — opens the client editor |
| Swipe left | Delete — deletes the client (with confirmation) |
| Swipe left | Create (+) — opens a sub-menu to create a new Invoice or Estimate for this client |
Adding a New Client
Tap the + button in the toolbar. The Add Client form opens with two sections.
Client Information (required fields marked with *)
| Field | Required | Notes |
|---|---|---|
| Client Name | Yes * | Must be at least 2 characters. Duplicate names are flagged. |
| Yes * | Must be a valid email format. Supports comma-separated multiple emails. | |
| Mobile | Yes * | Must contain at least 1 digit. Auto-formatted for display. |
| Phone | No | Landline number, auto-formatted. |
| Fax | No | Fax number, auto-formatted. |
Address
| Field | Notes |
|---|---|
| Street | Start typing to see address autocomplete suggestions (up to 5) |
| City | Auto-filled if you select an autocomplete suggestion |
| State | Shown for English-language users |
| ZIP | Postal code |
| Country | Auto-filled from address autocomplete |
Smart Import Features
The client form has two time-saving features:
- Contact Suggestions — As you type the client name (2+ characters), matching contacts from your phone’s address book appear. Tap a suggestion to auto-fill name, email, mobile, phone, fax, and address all at once.
- Import from Contacts — Tap the “Import from Contacts” button to open the system contact picker and select a contact directly.
- Address Autocomplete — When typing in the Street field, Apple Maps suggestions appear. Selecting one auto-fills the complete address (street, city, state, ZIP, country).
Validation & Saving
Each field shows real-time validation after you first tap Save:
- Green checkmark — field is valid
- Red error message — explains what’s wrong (e.g., “Name must be at least 2 characters”, “Invalid email format”)
Duplicate detection: When adding a new client, the form checks for existing clients with the same name or email and warns you if a match is found.
A saving overlay appears briefly while the client is being saved to the server.
The Client Detail View
Tap any client in the list to open their profile. The detail view has several sections.
Header
The client’s name appears as the page title. In the top-right, a + button lets you create a new Invoice or Estimate for this client directly — the client is pre-selected on the new document.
Quick Actions
Three action buttons appear below the header, each opening the corresponding app on your phone:
| Button | Icon | Action |
|---|---|---|
| Message | Speech bubble (blue) | Opens Messages app to send an SMS to the client’s mobile number |
| Call | Phone (green) | Starts a phone call to the client’s mobile number |
| Envelope (blue) | Opens Mail app to send an email to the client’s email address |
Buttons only work if the client has the corresponding contact information saved.
Activity / Info Tabs
Below the quick actions, two tabs let you switch between views:
The Activity Tab
This is the default tab, showing the client’s financial overview and all their documents.
Outstanding Balance
A card at the top shows:
- “Outstanding balance” header
- Unpaid and overdue counts — e.g., “1 unpaid (0 Overdue)”
- Total amount — the sum of all unpaid invoice balances, shown in large red text (or green if $0.00)
Documents Section
Below the balance card, a Documents section lists all invoices and estimates for this client. A filter dropdown (labeled “All” by default with a chevron) lets you narrow the list:
| Filter | Shows |
|---|---|
| All | Every invoice and estimate |
| Invoices | Only invoices |
| Estimates | Only estimates |
Reading a Document Row
Each document in the list shows:
| Element | Details |
|---|---|
| Title | “Invoice INV-02051” or “Estimate EST-00001” |
| Issued date | e.g., “Issued: Feb 22, 2026” |
| Due date | (invoices only) e.g., “Due: Mar 15, 2026” — shown in red if past due and unpaid |
| Status badge | See table below |
| Amount | Right-aligned, bold |
Status Badges in Client Detail
| Badge | Color | Meaning |
|---|---|---|
| Paid | Green | Invoice fully paid |
| Unpaid | Orange | Invoice not yet paid |
| OVERDUE (X days) | Red | Invoice past due date, still unpaid |
| Accepted | Green | Estimate accepted by client |
| Pending | Orange | Estimate awaiting client response |
Tap any document row to open it in the full invoice/estimate editor.
If the client has more documents than are currently loaded, a “Load More” button appears at the bottom showing current and total counts.
The Info Tab
Tap Info to see the client’s saved contact details and address.
Contact Section
- Email — each email address is tappable (opens Mail). Multiple emails are shown separately if comma-separated.
- Phone — formatted as (XXX) XXX-XXXX for 10-digit numbers, tappable to call
- Mobile — same formatting, tappable to call
Billing Address Section
If the client has an address saved, this section shows:
- Street address on the first line
- City, State, ZIP on the second line
- An embedded map with a red pin at the client’s address (approximately 200pt tall). The map automatically geocodes the address when you view it.
Editing a Client
To edit a client’s details:
- From the client list: swipe right on the client row to reveal the blue Edit button
- The same Add Client form opens, pre-filled with the client’s current information
- Make your changes and tap Save
Deleting a Client
Two ways to delete a client:
- Swipe left on a client row and tap Delete
- Use multi-select mode to select and delete multiple clients at once
If the client has any invoices, estimates, or time entries, a detailed warning shows exactly what will be deleted alongside the client. You must confirm with “Delete Everything” to proceed.
Creating Documents from the Client Profile
There are two quick ways to create a new invoice or estimate for a specific client:
- From the client list: swipe left on a row and tap the green + button, then choose “Invoice” or “Estimate”
- From the client detail: tap the + button in the top-right corner, then choose “Invoice” or “Estimate”
Either way, the new document opens with the client already pre-selected, saving you a step.
Sync & Offline Behavior
- Clients sync between your device and the cloud automatically
- Pull down on the client list to force a refresh from the server
- Document counts and balances are fetched from the server for accuracy
- When offline, you can browse cached clients but cannot create, edit, or delete — an alert will notify you
Tips & Best Practices
| Tip | Details |
|---|---|
| Import from Contacts | Use the contact picker to add clients in seconds instead of typing everything manually. |
| Sort by Outstanding Balance | Quickly see which clients owe you the most by sorting descending by balance. |
| Use address autocomplete | Start typing the street address and select from the suggestions — city, state, ZIP, and country fill in automatically. |
| Create invoices from the profile | Open a client’s detail page and tap + to create a new invoice with the client already attached. |
| Check Activity before calling | Review the Activity tab to see outstanding balances and overdue invoices before reaching out to a client. |
| Use Quick Actions | Message, Call, or Email a client directly from their profile — no need to switch apps and look up their number. |
| Keep details up to date | Swipe right on a client row to quickly edit their information. Updated addresses show on future invoices and the embedded map. |
