Client List Management (Beta)

Table of Contents

What’s the Purpose of the Client List?
Interactive Demo
User Permissions
Accessing the Client List
Managing Columns and Filters
Managing Clients
     Adding a New Client
     Editing an Existing Client in the Client List
     Deleting a Client
Managing Contacts
     Adding a New Contact
     Assigning Contacts to Projects
     Deleting a Contact

What’s the Purpose of the Client List?

The Client List in BigTime provides a centralized view for managing, and updating your client database. You can now easily create new clients, manage their contact details, and update client records even before a project is created. All in one place. Whether you're managing ongoing projects or preparing quotes, this view helps you:

• Store and manage client records before project work begins.
• Quickly locate and review client info from one place.
• Access client-level details such as address, billing setup, contacts, and notes.
• Improve efficiency in quotes generation by linking Clients with the quoting flow.

If you're managing multiple clients or building quotes frequently, this feature clarifies and saves time.

Interactive Demo 

Explore BigTime Client List Tab below with an interactive demo. Click Get Started to navigate seamlessly through the interface and discover a feature. You can restart the demo at any time.

User Permissions

Only users with the View/Manage Client List permission will see the Client List in the Sales Tab.

Admins can enable this under User Rights Settings.

Accessing the Client List

To access the Client List:

• Navigate to the Sales tab in the main menu.
• Click Client List.

Here, you’ll see an alphabetical list of all clients in your firm. Use search, filter, or sort to find the clients you're looking for quickly.

Managing Columns and Filters

• Click the vertical ellipsis next to a column name to sort, filter, or hide/show columns.
• Customize your view by selecting which client details appear in the table.

Managing Clients

Each client has its own info page with two tabs:

• Client Info: Add or update legal name, type, address, custom fields, currency, and notes (see the screenshot above in Adding a New Client, Step 4.).
• Contacts: Manage associated people. Add contact names, titles, emails, and assign them to projects.

Adding a New Client

To add a new client:

1. Click the Add Client button.

2. Enter the Client Name and a unique Client ID/Code (both are required).

3. Click Save to confirm addition.

4. You’ll be redirected to the Client Info tab where you can complete additional details like address, phone number, currency, and notes.

Editing an Existing Client in the Client List

You can update your client’s information at any time directly from the Client List view. This is helpful if contact details, billing preferences, or organizational changes occur.

Here’s how to do it:

1. Access the Client List:

Go to the Sales menu in the left navigation panel, then click Client List.

2. Find the Client You Want to Edit:

Use the Search bar at the top to search by client name or ID/code. You can also use column filters or sorting to locate the client.

3. Open the Client Record:

Click on the Client Name hyperlink. This will open the full Client record, starting on the Info tab.

4. Make Your Changes:

You can now edit any of the available fields, including:

• Client Name
• Legal Name
• Client Type
• Main Address
• Currency (only editable if no transactions have been posted)
• Phone and Fax
• Notes
• Custom Fields
• Toggle invoice reminders on/off

5. Save Changes:

After making edits, click Save Changes at the bottom right of the screen. Your updates will be immediately reflected across all related areas in BigTime.

Deleting a Client

Not all clients can be deleted. To protect data integrity, clients that are linked to projects or proposals (quotes) cannot be removed.

Conditions for deleting a client:

• The client must not be associated with any projects or proposals.
• If the client is linked to either, the Delete button will be disabled (grayed out).
• In this case, you'll see a message that reads:
  “A Client cannot be deleted when there is a project and/or quote for the Client.”

To delete a client (if eligible):

1. Go to Sales > Client List.

2. Search for the client and click their name to open the full record.

3. Confirm there are no linked projects or proposals.

4. Click the Delete button from the Client Info screen.

5. Confirm the deletion when prompted.

Once deleted, the client will be permanently removed from your system and will no longer appear in project or proposal workflows.

Managing Contacts

Under the Contacts tab, you can:

• Add new contacts without needing an associated project.

• View all contacts for a client and the projects they’re assigned to.

• Click a contact’s name to view or edit their details and assign them to new projects.

Adding a New Contact

Once you’ve selected a Client from the Client List, navigate to the Contacts tab to add or manage associated contacts. You can now create contacts independently of a Project, giving you flexibility when building quotes or preparing for client work.

To Add a New Contact:

1. Navigate to the Contacts Tab

Go to the Client List and click the Client name:

You’ll be redirected to Client Info page: 

Then click the Contacts tab to view all associated contacts for the selected client:

2. Click the Add Contact Button

Select Add Contact to open a modal window.

3. Enter Contact Details

Fill in the fields with relevant information:

• First Name
• Last Name
• Title
• Contact Type
• Email
• Company Name
• Address
• City
• State/Province
• ZIP
• Country
• Main Phone
• Mobile Phone

4. Save the Contact - Click Save to add the contact to the client’s record. The contact will now appear in the list.

Assigning Contacts to Projects

When a contact needs to be linked to a specific project (e.g., for billing or communications), follow these steps:

1. Go to the Project List

Navigate to the desired Project, then access the Contacts tab under that project.

2. Click “Copy” button

Use the COPY button to select a contact from the existing list of client contacts.

3. Assign a Role

In the modal:

• Choose the contact.
• Assign a Role: Billing, Primary, or Other.

4. If a “Primary” or “Billing” contact already exists, the system will automatically update the old contact to “Other” and apply the selected role to the new contact.

5. Save the Contact to the Project

Deleting a Contact

Contacts can be deleted even if they’ve been used in projects or invoices — BigTime will notify you before removing them from any associated records.

To delete a contact:

1. From the Client List, click into the desired client record.

2. Navigate to the Contacts tab.

3. Locate the contact you want to delete.

4. Click on the contact’s name to open their details.

5. Click the Delete button (or trash icon).

6. Confirm the deletion when prompted.