Client Management - EcoHexagon User Guide

Manage client profiles, communications, and finances from lead to long-term relationship.

Adding a Client

'Add Client' form with fields for Type, Company Name, and other details highlighted.

Click Clients in the sidebar.
Click Add Client.
Select Type (Organization or Person).
Enter Company Name (required) and optional details like address, phone, VAT, currency, and labels.
Click Save.

Viewing and Editing Client Details

In Clients list, click a client name.
Use the Overview Tab for quick stats (e.g., total invoiced).
Switch tabs: Projects to add/view linked projects; Invoices to create/bill; Files to upload documents.
Edit info: Click Edit in the header.

Essential Client Management Interface

💡 Enable Advanced Features

To unlock client portal access, automated notifications, and complete business intelligence:

Configure Client Settings →

Focus on the 3 essential client management sections for daily operations:

📊 Overview - Client Dashboard

Client overview dashboard showing real-time statistics and financial overview

Financial Summary

Total invoiced: $45,000
Payments received: $30,000
Amount due: $15,000
Outstanding invoices: 3

Project Status

Active projects: 3
Completed projects: 8
Total project value: $125,000
Average project: $11,364

Recent Activity

Last invoice: 2025-07-15
Last payment: $7,500
Next due date: 2025-08-15
Communication: 5 notes

Pro Features Available: Enable client portal access, engagement tracking, and automated reporting in Client Portal Settings

🚀 Projects - Work Management

Client projects table showing project details and status

Project Management Workflow

Create Project: Link to client, set timeline and budget
Track Progress: Monitor milestones and completion status
Manage Team: Assign tasks and track time
Monitor Budget: Track expenses and profitability

Example: "Website Redesign" Project

Value: $15,000 | Started: 2025-07-01 | Due: 2025-10-15 | Progress: 65% | Status: On Track

Advanced Features: Resource planning, budget control, team collaboration, and automated reporting available in Complete Project Guide

💰 Invoices - Billing Management

Client invoices showing billing status and payment tracking

Billing Process

Generate Invoice: From project time or fixed amount
Send to Client: Automated email with professional branding
Track Payment: Monitor status and send reminders
Record Payment: Update financial records automatically

Invoice Status Overview

Overdue: 2 invoices ($3,000)

Pending: 1 invoice ($7,500)

Paid: 8 invoices ($30,000)

Automation Available: Set up payment reminders, late fees, and client portal payments in Email & Notification Settings

🔧 Advanced Features (Optional)

Extended Management

Access the complete 12-tab system including Subscriptions, Payments, Expenses, Orders, Estimates, Proposals, Files, Notes, and Contact management.

Access via: https://ecohexagon.com/[workspace]/rs/clients

Client Portal

Enable secure client access to view projects, invoices, and documents. Reduces admin work and improves client experience.

Setup: Settings > Permissions > Client Portal

Business Intelligence

Track client engagement, proposal views, and interaction patterns for sales optimization and relationship management.

Setup: Settings > Notifications > Business Intelligence

Need More Help?

For additional client management support, check the troubleshooting section above or contact your system administrator for advanced configuration options.

Complete Client Management Workflow

Client management workflow diagram showing the complete process from overview review through project status, invoice management, payment processing, and communication tracking with visual flow arrows and status indicators

Example: Managing "Acme Corporation" Client

Overview Review: Check dashboard - 3 projects, $45K invoiced, $15K due
Project Status: Website project 65% complete, on track
Invoice Management: 2 overdue invoices need follow-up
Payment Processing: $7,500 payment received, update invoice
Communication: Add note about client meeting

✅ Result: Complete client relationship management with full visibility into all aspects of the business relationship.

End-to-End Client Workflows

For comprehensive client management, follow these proven workflows:

🔄 Essential Client Workflows

Client Onboarding: Set up client profile, configure portal access, create first project (30-45 min)
Relationship Management: Regular check-ins, project updates, and communication tracking (ongoing)
Financial Management: Monthly invoicing, payment tracking, and financial reporting (monthly)

✅ These workflows ensure consistent, professional client management across all touchpoints.

Troubleshooting: Common Client Management Issues

Issue: Cannot Find All Client Tabs

Problem: Only seeing 6 tabs instead of 12 tabs

Solution: Access your full business interface via workspace URL: https://ecohexagon.com/[workspace]/rs/clients

Issue: Client Financial Data Not Updating

Problem: Overview dashboard shows outdated financial information

Solution: Refresh the page or navigate to Invoices tab and back to Overview to update real-time statistics

Issue: Cannot Create Client Projects

Problem: Add Project button not visible or not working

Solution: Ensure you're in the Projects tab and have proper permissions. Check if you're in the full business interface mode

Issue: Missing Client Communication History

Problem: Previous client interactions not showing

Solution: Check the Notes tab for recorded communications, or ensure team members are using the note-taking features

Advanced Client Management Features

Client Portal Access

Enable secure client access to view projects, invoices, and documents through dedicated client portals.

Automated Client Workflows

Set up automated email notifications for invoice reminders, project updates, and payment confirmations.

Client Reporting

Generate comprehensive client reports including financial summaries, project progress, and communication history.

Integration with Financial Tools

Connect with accounting software and payment processors for seamless financial management.

🆘 Need Additional Help?

For troubleshooting common issues, see the troubleshooting section above.

Client Management Interactions