Add a client
Save a client's name, email, phone, billing address, logo, usual payment terms and private notes so you can pick them on invoices and quotes.
You add a client once, then choose them from a list whenever you write an invoice or quote. Their name, address, email and phone fill the Bill To box for you.
Before you start
- Only the name is required. Everything else can be added later.
- Have the email address of whoever pays your invoices (often accounts payable) if you want to email invoices from Todah.
- Clients are added here, on the Clients screen, and then picked on the invoice or quote form.
- Adding many clients at once? Use Import Clients instead.
Step by step
- In the menu on the left, choose Clients.
- At the top of the list, choose New Client. A form headed New Client opens.
- Type the client's name in Name.
- Type their Email and Phone if you have them. When you move to the next box, Todah tidies the format, for example a phone number becomes (403) 555-0100. If something cannot be right, a short message appears under the box.
- Beside This address receives, leave Invoices and Quotes ticked, or untick the kind this address should not get.
- Fill in the Billing Address if you want it printed on your documents.
- If other people at the client should get copies, add them under Other People at This Client and choose Add for each one.
- Optionally add the Client Logo, choose Default Payment Terms, and type any Notes for your team.
- Choose Add Client. The form closes, the message Client added appears, and the client is in the list.
What each box means
| Name | The client's business or personal name, exactly as it should print on invoices. Required: if it is empty, the message Add the client's name. It is the name that prints on your invoices and quotes. appears under the box. |
|---|---|
| The main address documents are sent to. It must have one @, no spaces and a real ending such as .ca or .com. It can be left empty, but then documents are emailed only to someone under Other People at This Client who is ticked for them. | |
| Phone | Digits only, with or without brackets, dashes or spaces. A Canadian or US number needs 10 digits and is saved as (403) 555-0100; an extension written as ext. 12 is kept. For another country, start with + and the country code. |
| This address receives: Invoices | Ticked means the email address above receives invoices and everything that follows an invoice: statements, payment receipts, reminders, refund notices, credit notes and the portal link. |
| This address receives: Quotes | Ticked means the email address above receives quotes. |
| No Automatic Emails | Tick this for a client who should never get automatic emails: payment reminders, payment receipts and refund notices. Invoices, quotes and statements that you send yourself still go, and so does a receipt or refund notice you choose to send by ticking the box for it when you record a payment or refund. It is also ticked for you if the client uses the unsubscribe link in a reminder; only you can untick it. Rest the pointer on the words to see this explained on screen. |
| Billing Address: Street Address | The number and street, for example 2210 Bowfort Rd NW. Required if you fill in any part of the address. |
| Billing Address: Unit, Suite or Attention (optional) | A unit, suite or attention line, for example Unit 5. |
| Billing Address: City | Required if you fill in any part of the address. |
| Billing Address: Province | Choose from the list. It changes to State for the United States, and to a free text box for another country. Required for Canada and the US. |
| Billing Address: Postal Code | Written like T3B 2V1. Todah checks it is a real Canadian postal code and that it belongs to the province you chose. For the US it is a ZIP code. Optional. |
| Billing Address: Country | Canada, United States or Another country. Choosing Another country shows a Country Name box. The country prints on documents only when it is not Canada. |
| Other People at This Client | Extra email addresses, each ticked for Invoices, Quotes or both. See the article on more than one contact. |
| Client Logo | Optional. Drop an image on the box or choose Choose File; Remove takes it off again. It is shown next to the client's name on the documents you send them. Large images are shrunk for you; if it still cannot be made smaller than 400KB you are asked for a simpler image. |
| Default Payment Terms | None, Due on receipt, Net 7, Net 15, Net 30, Net 45, Net 60 or Net 90. Net 30 means payment is due 30 days after the invoice date. When you pick this client on a new invoice whose terms are still empty, these terms are filled in and the due date is worked out from them. You can still change them on the invoice. |
| Notes | Anything your team should know about this client: a gate code, who to call, how they like to pay. Only people on your team see notes. They never print on invoices, quotes or statements and are never sent to the client. |
Good to know: Every amount is in your workspace's currency, and the sales tax on each line is chosen on the invoice itself, so the client form has no currency or tax boxes.
What happens next
The client appears in the Bill To list on new invoices, the Prepared For list on new quotes, and the client lists on credit notes and recurring schedules. Nothing is emailed to the client when you add them.
Changing your mind
Cancel or the × at the top closes the form without adding the client, and anyone you typed under Other People at This Client is dropped too. After saving, you can change anything with Edit on the client's row.
Tip: Add your clients and your products before your first invoice, so the invoice form is mostly picking from lists.
See also
Was this helpful?
Still stuck? Write to us or email support@todah.ca — a person reads every message and replies by email. The FAQ covers plans, prices and the questions people ask before they sign up.