How to Manage Client Records

Table of Contents

Interactive Demo

User Permissions

Accessing the Client List

Managing Clients

     Adding a New Client

     Editing an Existing Client in the Client List

     Deleting a Client

View Client Projects

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 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. Fill in the required fields:

• Client Name
• Client ID/Code
• Currency

3. The Street Address field is optional.

4. You can also enter:

• Client Legal Name
• Client Type
• Client Phone
• Client Fax
• Accounting Link

5. Click Save to add the client.

Tip: You can create a client even without an address.

Note: The system no longer requires a Main Address.

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 edit any details unless they’re tied to billing or transactions.

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.

View Client Projects

You can now view all projects linked to a client directly from the Client List.

1. Open the Client List from the Sales tab.
2. Click a client’s name to open its record.
3. Select the Projects tab.
4. Review all related projects, including:
   • Project Name (clickable)
   • Project ID
   • Project Owner
   • Deposit Amount
   • Additional custom or cost center fields
5. Click a project name to open it in the Project List.

Tip: Use sorting and filters to find projects faster.

Note: This tab makes it easier to review all client-related work without switching screens.