Client Accounts

Client Accounts lets you manage your organization's clients, group them into households, configure special billing rates, and provide clients with portal access to view their projects.

Overview

The Client Accounts feature helps you:

• Manage clients - Create, view, archive, and delete client records
• Organize households - Group related clients (e.g., spouses) for shared billing
• Set special pricing - Configure custom hourly rates per client per designer
• Enable portal access - Let clients view their projects through the portal

Accessing Client Accounts

Navigate to Client Accounts in the team sidebar to view all clients for your organization.

Client List

The main page shows two sections:

Active Clients

Your current clients displayed in a searchable table with:

Archived Clients

Clients that have been archived are shown in a separate collapsible section. Archived clients can be:

• Unarchived - Restore to active status
• Deleted - Permanently remove (irreversible)

Client Actions

Archive a Client

1. Click the archive icon on the client row
2. Confirm in the dialog
3. Client moves to the Archived section

Archiving is reversible - the client's data is preserved and can be restored.

Unarchive a Client

1. Expand the Archived Clients section
2. Click "Unarchive" on the client row
3. Client returns to Active section

Delete a Client

1. Archive the client first (if not already archived)
2. Click the delete icon
3. Confirm permanent deletion

Warning: Deletion is permanent and cannot be undone.

Client Detail Page

Click on a client name to view their detail page with:

• Client information (name, email, phone)
• Household assignment
• Special pricing configuration

Households

Households group related clients (like spouses) together for:

• Shared projects - Both household members can view assigned projects
• Single billing address - One address for invoices
• Primary contact - Designate one person as the main contact

How Households Work

When a client completes onboarding:

1. They can join an existing household or create a new one
2. The household stores the shared billing address
3. Projects can be assigned to the household (visible to all members)

Special Pricing

Special pricing lets you set custom hourly rates for specific clients that override the default designer rates.

Enable Special Pricing

1. Go to the client's detail page
2. Toggle "Enable Special Pricing" to ON
3. All designers with rates > $0 are automatically added

Manage Special Rates

When special pricing is enabled, you can:

Rate Priority

When calculating activity costs, the system checks rates in this order:

1. Client Special Rate (if enabled) - Highest priority
2. Project-Specific Rate - Locked in when designer joins project
3. Designer Default Rate - From team member settings

Client Portal

Clients can access their projects through a read-only portal at /portal.

What Clients See

• List of their assigned projects
• Project details (address, timeline, budget, scope)
• Real-time updates when project information changes

How Clients Get Access

1. Admin assigns client to a project
2. Client receives email notification
3. Client logs in (or completes onboarding if new)
4. Client sees their projects in the portal

Permissions

Data Sources

Clients can be created through:

1. Client Onboarding - New clients completing the onboarding form
2. HubSpot Sync - Automatic import from HubSpot contacts
3. Manual Entry - Direct database entry (admin only)

Related Features

• Activity Tracker - Associate activities with clients
• Projects - Assign projects to clients
• Statements - Generate billing statements per client
• Time Insights - Filter time data by client