Clients

Manage Active and Prospective Clients in Agencydesk. Set default Account Executive, Billing Tier, and Currency per Client. Add Brands, Notes, and Documents. Track Xero sync, filter and sort the Client

Clients are the anchor of every Job in Agencydesk. Because Agencydesk is built exclusively for agencies, each Client record connects a Billing Tier, Currency, Default Account Executive, and Tax/VAT rate to every Job created for that Client. This keeps pricing, ownership, and invoicing consistent by default, without needing separate spreadsheets or CRM sync.

Clients are managed from Admin > Clients. The page has two tabs:

• Active. Full Clients that can be assigned to Jobs, invoiced, and synced to Xero.

• Prospective. Light-touch records for early-stage tracking. Prospects cannot be invoiced against and do not sync to Xero.

Creating an Active Client

Active Clients need enough information to be assigned to Jobs and invoiced. Minimum required fields have been intentionally kept low, so agencies can add Clients quickly without needing full financial detail up front.

1

From the Active tab, click + New Client in the top-right.

2

Fill in the required fields:

• Client (display name)

• Email

• Billing Tier

• Default Account Executive

• Contact Name

3

Optionally fill in additional details:

• Client Code. Leave blank to auto-assign (see hint below).

• Currency. Usually inherited from the selected Billing Tier.

• Telephone, Website, Physical Address, Postal Address.

• Full Contact details (Title, Surname, Designation, Department, Cellphone, Telephone, Ext).

• Financial details (Registered Company Name, Company Registration No., Tax/VAT Number, Tax/VAT Rate, Payment Terms, Credit Limit).

Client Codes are auto-assigned when left blank. Agencydesk generates the code using the first three letters of the Client’s name in uppercase, followed by a three-digit sequential number starting from 001. Duplicates are avoided automatically.

Examples:

• Bauhaus Jewelers → BAU001

• Bauhaus Automotive → BAU002 (if BAU001 already exists)

• Cheymaxim → CHE001

Tax/VAT Rate is not required at Client creation, but you’ll need to fill it in before you can invoice against this Client.

Brands, Notes, and Documents are added from an existing Client’s profile after creation, not on the New Client form. See Brands, Client Notes, and Client Documents below.

4

Click Save to create the Client.

Creating a Prospect Client

Prospect Clients are for early-stage tracking, before a lead becomes actively billable work. They need less information to create, so you can capture new opportunities quickly without slowing down.

1

From the Prospective tab, click + New Prospect in the top-right.

2

Fill in the available fields. Fewer are required than for an Active Client, so this is a light-touch entry suitable for pitches, RFPs, and lead tracking.

3

Click Save to create the Prospect.

What a Prospect Client can and can’t do:

• Cannot be assigned as the Client on a billable Job.

• Does not sync to Xero.

• Can be converted to an Active Client at any time.

• Good for tracking pitches, RFPs, and early relationship-building.

Converting a Prospect to an Active Client

1

Open the Prospective tab and select the Prospect you want to convert.

2

Toggle Account Active on. The full set of Active Client fields is revealed.

3

Fill in the remaining required fields (Default Account Executive, and any other missing Active Client requirements).

4

Click Save. The Client now appears in the Active tab.

Adding a Client from within a Job

If you’re partway through creating a new Job and the Client doesn’t exist yet, click + Add Quick Client on the Job creation slider. This opens the Prospect Client fields for a quick add, letting you continue creating the Job without leaving the flow.

Brands

Brands let you group multiple sub-brands under a single Client record. This is useful when you work with an umbrella company that owns several brands but bills as one legal entity.

For example, a media house that owns multiple magazine or website brands, or an FMCG parent company with several product brands. Both bill through one entity, but Jobs need to be tracked per brand for reporting and delivery.

Adding a Brand to a Client

1

Open the Client profile and locate the Brands section on the right side.

2

Click + New Brand.

3

Enter the Brand details and save.

Using Brands on a Job

When creating a new Job for a Client that has Brands, you can specify which Brand the Job is linked to. This connects the Job to the sub-brand while keeping billing and contracts on the parent Client record.

Why this beats duplicate Client records. Creating separate Clients for each brand duplicates:

• Billing Tier and Currency setup

• Contract and SLA documents

• Contact records

• Historical Job data

Using Brands under one Client consolidates all of that while still letting you track work per brand.

Managing Clients

Finding Clients

The Clients list supports search, sort, and filter.

• Search. Use the search bar in the top-right to search across Client fields.

• Sort. Click any column header to sort ascending or descending. Sortable columns include Code, Client, AE, Jobs, Billing Tier, and Currency.

• Filter. Hover over a column header to reveal the filter icon. Click it to open a filter panel where you can choose a match type (for example, Contains), enter a search term, and click Apply. Use Clear to reset.

Xero Sync Indicator

Clients that have been synced to Xero show a small teal Xero badge next to their Active toggle in the Client list. Only Active Clients sync to Xero. Prospective Clients do not sync.

Client Notes

Each Client profile includes a Notes field for free-form information: relationship history, account manager handover notes, preferences, or anything worth remembering for future work with the Client.

Notes are visible on the Client profile and keep team-wide context in one place instead of scattered across emails or chat threads.

Client Documents

Attach documents directly to a Client profile using the Documents section. Drop files into the upload area or click to browse.

Typical documents to attach include:

• Brand guides

• Contracts and Master Service Agreements

• SLAs

• Signed Cost Estimates

• NDAs and compliance documentation

Attached documents are available to team members with access to the Client, giving everyone a single source of truth for Client-related paperwork.

Latest Jobs

The Latest Jobs panel on a Client profile shows the ten most recent Jobs linked to that Client, along with each Job’s status (Draft, Active, Closed, Archived) and due date. Useful for picking up context on repeat clients or reviewing recent work at a glance.

Deactivating a Client

Toggle the Active switch off in the Client list. Deactivation only prevents the Client from appearing as an option in the Client dropdown when creating a new Job. All existing Jobs, Recurring Jobs, Invoices, and historical data remain intact and accessible. Deactivation can be reversed at any time by toggling the switch back on.

Deleting a Client

You can’t delete a Client that is in use. A Client is considered in use if any Active Jobs or Recurring Jobs are assigned to them.

If you try to delete an in-use Client, Agencydesk blocks the action and shows the notification “Cannot delete a client that is in use.”

To delete an in-use Client, first close the related Active Jobs and delete or reassign any Recurring Jobs pointing to that Client. Then the delete action will succeed.

For most cases, deactivation is the safer option. It preserves history while removing the Client from new-Job workflows.

Financial details on a Client

The Financial section of a Client stores information used for invoicing:

• Registered Company Name. Legal entity name that appears on invoices.

• Company Registration No. Legal registration number.

• Tax / VAT Number. The Client’s tax registration.

• Tax / VAT Rates (%). Rate applied to invoices for this Client. Required before you can invoice.

• Payment Terms. Standard invoice payment terms.

• Credit Limit. Optional credit ceiling.

These fields can be filled in when creating the Client, or added later before the first invoice is issued.