🔍 What is the Client Module?
The Client Module in DaaiSuite is your centralized space for managing all business accounts. It stores the essential master record of every customer your business bills, and links into Projects, Billing (Proforma, Invoice, Payment, Credit Note, Recurring Invoice), CRM, and Reports.
A Client record is created once and reused for every future Project, Invoice, Proforma, Payment, or Credit Note — all stored details (company info, billing address, currency, GST/Tax ID, owner) auto-fill in those documents.
🔑 Key Features
- Single Client Record — One client record can link to multiple projects and billing items. No need to create duplicate entries for the same company.
- Client Statement Tab — A built-in tab showing every financial interaction with the client: Linked Projects, Billed Items, Invoices, Payments, Credit Notes, and Refunds.
- At-least-one Contact Rule — Email, Alternate Email, Phone, and Alternate Number are individually optional, but the form requires at least one of them to be filled before you can save.
- Multi-currency Support — A Currency is set on the client (not on the project). All Proformas, Invoices, Payments, and Credit Notes for that client use the assigned currency. Default = your company’s primary currency from Currency Settings.
- Country / State / City Cascade — A cascading Country → State → City picker captures a clean, geo-validated address. The client’s State is what drives the CGST + SGST vs IGST split on every invoice raised against them.
- Client Owner — Assign a team member as the responsible owner for accountability, performance tracking, and follow-up routing. The dropdown only lists users who hold the Clients module permission.
- CRM Integration — Auto-creates a Client record when an Opportunity is marked as Won. Duplicate-checks by Email, Alternate Email, Phone, and Cell so the same company is never recorded twice.
- Bulk Import — Use the Import button to download an Excel sample, fill in your existing client list, and validate & import in one go.
- Document Attachments — Attach agreements, contracts, NDAs, GST certificates, etc. Files appear as compact doc-chips on the client view with quick Open / Download actions.
- Change Logs — Every edit is captured at form submit and viewable from the Logs tab inside the client.
🛠️ How to Create a Client
You can create a client automatically from a CRM Opportunity, manually from the Client Module, or in bulk via Excel import.
1️⃣ Automatic Creation (From CRM Opportunity)
- When you mark an Opportunity as Won, the system:
- Checks if a matching client already exists (by Email, Phone, etc.).
- If not found, creates a new Client Account with all details pre-filled from the Opportunity / Prospect / Lead chain (Country, State, City, contact person, currency, lead source).
- Prevents duplicate records when the client was already created manually.
2️⃣ Manual Creation (From Client Module)
📍 Screen: Billing → Clients → click Add (top-right). The Add Client aside opens on the right — that aside is the screen where you fill in the fields below.
🔹 Client Details
| Field | Description |
|---|---|
| Account Number | System-generated read-only identifier shown only after the client is saved. You cannot edit it. |
| Client Owner * | Select the user responsible for managing this client. Only users with permission on the Clients module appear in the dropdown. Resigned users still appear when you are editing an existing record (so historic ownership stays intact). |
| Lead Source * | Origin of the initial contact (e.g., Referral, Cold Call, Event, Website). Values are managed under Settings → Dropdown Settings → Client Lead Source — add new options there as your channels grow. |
| Inquiry Date * | Date you first received the client’s contact details. Cannot be in the future. |
| Finalized Date * | Date the client was officially closed / on-boarded. Cannot be in the future. |
| Currency * | Billing currency for this client. Defaults to your company’s primary currency from Settings → Currency Settings. The list shows your primary currency plus every secondary currency you have enabled. Currency lives on the client — every document raised against this client (Proforma, Invoice, Payment, Credit Note) inherits this currency. |
🏢 Company Info
| Field | Description |
|---|---|
| Company Name * | Official registered name of the client’s company. Letters, numbers, and spaces only. |
| Company Number * | Internal company number / registration code. Up to 15 alphanumeric characters. |
| Tax Id * | Tax identification number — typically the client’s GSTIN in India, or VAT / Tax ID for non-Indian clients. Up to 12 alphanumeric characters. |
| Web * | Client’s website URL. |
👤 Contact Person
⚠️ At-least-one rule: Email, Alternate Email, Phone Number, and Alternate Number are each individually optional, but the form will not save until you fill at least one of them. The aside shows an inline alert reminding you of this rule until the rule is satisfied.
| Field | Description |
|---|---|
| First Name * | Primary contact person’s first name. |
| Last Name * | Primary contact person’s last name. |
| Designation * | Job title / role of the primary contact (e.g., Director, Procurement Manager). |
| Primary contact email. Must be a valid email format. | |
| Alternate Email | Secondary email for the same contact. |
| Phone Number | Primary phone with international dial-code picker (preferred countries: India, US, UK). Up to 15 digits. |
| Alternate Number | Secondary / cell number with the same dial-code picker. |
| Messenger ID | Skype, Teams, Slack, or other messenger handle. |
📍 Address
The Country → State → City dropdowns cascade — pick a country first to load its states, then a state to load its cities. The selected State is what tells DaaiSuite whether to apply CGST + SGST (intra-state, when client state == your company state) or IGST (inter-state) on every invoice you raise against this client. Make sure your company’s state is set under Settings → Primary Settings → Company Details.
| Field | Description |
|---|---|
| Country | Pick from the global country list. |
| State | Loads after Country. State + State Code are stored on the client and used for GST routing. |
| City | Loads after State. |
| Street * | Street address line. |
| Pincode * | Postal / ZIP code. |
📝 Notes & Attachments
| Field | Description |
|---|---|
| Notes | Internal-only remarks or background context (5-line text area). Not shown to the client. |
| Attachments | Upload one or more documents — agreements, NDAs, GST certificates, KYC, etc. Accepted formats: JPEG, PNG, PDF. Each file appears as a doc-chip with Open and Download actions on the client view. |
💡 All fields marked with an asterisk (*) are mandatory and must be filled to successfully save the client record.
3️⃣ Bulk Import (Excel)
📍 Screen: Billing → Clients → click Import (top-right of the list). The Client Import dialog opens with three steps: download sample, upload, validate & confirm.
- Click Download Sample to grab a pre-formatted Excel template.
- Fill in your existing client list (one row per client). Dropdown columns (Currency, Lead Source, Country, State) list every valid value joined by ” / ” — pick exactly one.
- Re-upload the file. The dialog runs a dry-run validation first and shows a row-by-row pass / fail summary.
- If any rows fail (invalid format, duplicate email, missing mandatory fields), download the error report, fix the flagged cells, and re-upload.
- When validation is clean, click Confirm Import to commit. Successful rows become live Client records immediately.
📂 Tabs Inside a Client
📍 Screen: Open any client from Billing → Clients. Across the top of the aside panel you will see the tabs below — each tab is a separate screen within the same client, click a tab to switch the view.
- Details — the form / view of the client’s master fields (Client Details, Company Info, Contact Person, Address, Notes, Attachments).
- Attachments — files uploaded against this client, rendered as doc-chips with Open / Download icons.
- Statement — the consolidated financial statement for this client: linked projects, invoices, payments, credit notes, and refunds. See the Client Statement Tab guide.
- Logs — change history of every edit made to this client (visible to roles with the Changelog permission).
⚙️ Action Buttons in Client View
📍 Screen: The Previous / Next, Edit, and Close buttons sit in the top-right of the aside header. The Delete button appears at the bottom of the form (only when you have Delete permission and you are on the Details tab in View / Edit mode).
| Action | Description |
|---|---|
| Previous / Next | Step backward or forward through your client list without closing the aside. Visible on the Details tab in View mode for users with Read All permission. |
| Edit | Switch the aside from View to Edit mode. Available only to users with Update permission. |
| Update | Save your edits. The button is disabled while the save is in flight (prevents accidental double-clicks). |
| Save | (Add mode only) Create the new client. Also disabled while the save is in flight. |
| Delete | Permanently remove the client. Asks for confirmation. Available only to users with Delete permission. Use with care — clients tied to existing invoices / projects should not be deleted. |
| Close (×) | Close the aside. If you have unsaved edits, DaaiSuite prompts you to save or discard them before closing. |
🔁 Reusability & Where Client Data Flows
A client is created only once. Every downstream document reuses this single record:
- Projects — pick the client when creating a project; address, currency, GST routing all carry over.
- Proforma Invoices & Invoices — choose Client Invoice mode to bill the client directly without a project, or Project Invoice mode to roll the bill into a project. Both modes use the client’s currency and state.
- Recurring Invoices — schedule repeat billing against the client; each occurrence inherits the client’s master data at generation time.
- Payments & Credit Notes — automatically tied to the client through the parent invoice; the client’s currency drives forex behaviour on the payment.
- CRM — the client links back to its originating Lead / Prospect / Opportunity for full sales-cycle traceability.
- Reports — Sales, Revenue, and PnL reports can be filtered By Customer (i.e. by client).
📌 Key Points
- Single Master Record: A client is created once and reused everywhere — no duplicates.
- Currency is set on the client, not on the project. Default = your primary company currency, but you can override when creating the client. Once invoices exist for the client, changing the currency mid-stream is not recommended (existing documents stay frozen at their original currency).
- State drives GST: the client’s State decides whether new invoices apply CGST + SGST (same state as your company) or IGST (different state).
- At-least-one contact: Email, Alt Email, Phone, or Alt Number — at least one must be filled.
- Account Number is system-generated: read-only and assigned on save. You cannot edit it.
- Resigned users in dropdowns: when editing an existing client, resigned users are still listed in the Client Owner dropdown so historic ownership is preserved.
- Auto-creation from CRM: winning an Opportunity creates the matching Client automatically — duplicate checks run by email and phone first.
💡 Tips
- Set the client’s State correctly the first time so every future invoice gets the right GST split (CGST + SGST vs IGST).
- For non-INR clients, pick the right Currency at creation. Forex gain / loss on later payments is computed against this currency.
- Add the GSTIN under Tax Id right at creation — it appears on every PDF invoice generated for this client.
- Keep a copy of the signed contract / NDA in Attachments so it travels with the client record.
- Use Bulk Import when you are migrating an existing book of clients — fill the sample Excel once, then validate before committing.
- Use the Statement tab as your single-pane-of-glass for “how much has this client paid us / owes us” — see the Client Statement Tab guide.
- For day-to-day edits and removals, see Edit / Delete Client.