Managing Your Customers

Spot your biggest customers and understand their buying patterns in Officaid.

Know Your Top Clients at a Glance

Who are your biggest customers? The Clients tab gives you a quick snapshot of every client you've invoiced, ranked by total revenue. From here, you can dive into detailed profiles, view invoice history, and understand your sales trends per client.

What is the Clients Tab?

The Clients tab under Finance → Income displays a list of all clients you have billed through invoices. Each row shows the Client Name and their Total Amount of invoices for the selected period. This makes it easy to identify your highest-value customers and spot revenue patterns.

Clients are not created manually in this tab. Instead, they are automatically added when you approve at least one invoice for a company. Behind the scenes, clients are the same as companies in the Network module.

Want to create your first invoice? Learn more on → How to create an Invoice.

Viewing Your Clients

1 Go to Finance → Income
2 Click the Clients tab
3 Browse the list sorted by Total Amount in descending order

The list displays two columns: Client Name and Total Amount. The total represents the combined value of all invoices for that client within the selected time period.

Filtering by Date

Use the date filters to view client income for specific periods. You have three options:

Year filters by the selected year (e.g., 2025)
All shows clients across all time periods
Custom lets you select a specific date range

When you apply a filter, the Total Amount column updates automatically to reflect only the invoices within that period. This is useful for comparing client revenue month-over-month, quarter-over-quarter, or year-over-year.

Use the Custom filter to view client income for a specific quarter or campaign period. The totals update instantly to show revenue for just that range.

Understanding the Estimated Note

If you see an *Estimated label at the bottom of the list, it means some invoice amounts have been converted from foreign currencies to your default currency. Officaid uses the latest exchange rates to calculate these conversions.

Click on the *Estimated label to see which exchange rates were applied. This helps you understand how multi-currency invoices are being calculated in your totals.

Learn more about handling different currencies in Invoicing in Multiple Currencies.

Viewing Client Details

Click on any client name to open their full company profile. This takes you to the Network module where you can see comprehensive information about that client.

The client profile page has five tabs:

Overview shows company details, notes, activities, and history
Activities displays all logged interactions with the client
Deals shows ongoing and past sales opportunities
Invoices lists all invoices associated with this client
Contacts displays individual people linked to the company

What You'll Find in the Overview

The Overview tab provides a wealth of information about your client relationship:

Company Information displays the company name, full legal name, address, registration number (UEN), email, website, and Account Owner responsible for this client
Notes is a rich text editor for recording key details, preferences, or important dates that your team should know
Activities shows upcoming tasks and meetings organized by due date, with filters for All, Network, or Deals. The History section below displays past interactions
Ongoing Deals lists active sales opportunities including deal name, status, and value to help you understand potential revenue in your pipeline
Invoices Summary shows the Total invoiced amount and Total Overdue for the selected period, with a dropdown to switch time ranges
Sales Trend is a line chart visualizing your invoicing history over time to spot seasonal patterns, growth trends, or dips in business
Top Items shows which products or services this client purchases most frequently, including Item Name, Units Sold, Average price, and Total revenue
Contacts displays individual people associated with this company, including their names and job titles

Learn how to manage your Contacts and Companies in the Network module.

Viewing Client Invoices

Click the Invoices tab on the client profile to see all invoices for this specific client. The list includes:

Due Date of each invoice
Invoice Number for reference
Status showing Draft, Overdue, Due, Paid, or Partial Payment
Amount and Currency

You can filter this list by status (All, Draft, Overdue, Due, Paid) and by date range. The Download button lets you export the filtered list as an Excel file.

This view is especially helpful when following up on overdue payments. Filter by Overdue to see exactly which invoices need attention for this client.

Editing Client Information

To update a client's details, use the Quick Actions panel on the right side of the client profile:

Edit Company opens a form to update company details
Send Email lets you send a message directly to the client
Add Activity creates a new task or meeting for this client
Add Contact adds a new person to this company
Remove Company deletes the client from your system

You cannot remove a client if they have any invoices associated with them. To delete the client, you must first delete all their invoices.

Removing a Client

To remove a client from your list, click the trash icon in the Actions column. If the client has no invoices, they will be removed immediately.

If the client has at least one invoice recorded, you will see an error message: "You cannot remove this client, there is at least 1 invoice recorded for them." In this case, you must delete all invoices for that client before you can remove them.

How Everything Connects

Officaid is designed so that all your business data works together seamlessly. When you approve an invoice for a company, that company automatically appears in your Clients tab. When you log a deal or add contacts in the Network module, those show up in the client profile too.

This interconnected approach means you never have to enter the same information twice. Your sales pipeline, invoicing, and contact management all feed into a single view of each customer relationship.

Want to manage sales opportunities? See Managing Deals to learn how deals connect to your clients.

Exporting Client Data

Click the Download button to export your client list as an Excel file. The export includes the Client Name and Total Amount for each client, based on your current filters.

Frequently Asked Questions

Why don't I see a client I recently invoiced?

Clients only appear after you've approved at least one invoice for them. Draft invoices do not create client entries. Once you approve the invoice, the client will appear in this list.

Can I add a client directly from this tab?

No. Clients are created automatically when you approve an invoice. To add a new company before invoicing, go to Network → Companies and add them there first.

Why can't I delete a client?

Clients with existing invoices cannot be removed. You must delete all invoices associated with that client before you can remove them from the system.

Why does the Total Amount change when I filter by date?

The Total Amount reflects the sum of invoices within the selected period only. Filtering by a different date range will show you the revenue from that specific timeframe, not the all-time total.

What's Next?

Now that you understand how to view client income, explore these related guides:

Managing Companies - Add and edit client details in the Network module
Creating an Invoice - Bill your clients and add them to this list
Managing Deals - Track sales opportunities with your clients
Profit & Loss Report - Analyze revenue by client and overall performance

clients customers income invoices finance network