Clients

Clients are the people and organizations you do work for. Most other things in Ceum — projects, invoices, transactions, documents — can be linked to a client. A client record also tracks pipeline information (estimated value, probability, source) and a follow-up schedule driven by its status.

What you can do

Browse all your clients on the Clients page, where columns are sortable and filterable and rows are highlighted by follow-up urgency — yellow as a follow-up approaches (within 3 days) or when none is scheduled, red once it's overdue. Create a new client using a two-column form — contact info on the left, internal info on the right — and add projects inline as you go. Open a client to see its full contact info, status with follow-up urgency, the inline list of its projects, and its related documents. From there you can edit any field or open its full edit history.

Each client gets an ID like C-7, which sorts numerically so C-10 comes after C-9 rather than next to C-1.

Fields you fill in

Contact section:

• Name — required, unique per workspace (max 255 characters).
• Company — optional (max 255 characters).
• Email — optional; validated as an email when provided. This is the client's primary address: it is what the send-mail action uses, and what an invoice copies into its client block.
• Additional emails — optional; any other addresses the client uses, such as a billing inbox. Each one is validated the same way, and one that repeats the primary is dropped. Lists and the detail view show every address, collapsing the extras behind a +n button that opens the full list.
• Website — optional; you can type a bare domain and https:// is added if missing (max 2048 characters).
• Phone — optional (max 50 characters).
• Address — optional, multi-line (max 1000 characters).

Internal section:

• Status — required; one of your Custom statuses. A status can be set up to require follow-up after a number of days.
• Next follow-up date — filled in automatically when you pick a status that requires action, but you can edit it.
• Estimated value — optional currency amount (0 or more).
• Probability — optional: HIGH, MEDIUM, or LOW.
• Hourly rate — optional override of the rate in Brand & invoicing. Leave it blank to inherit; the field shows what it would inherit and where that came from.
• Invoicing currency — optional override, also inherited when left on Automatic. New invoices for this client start in this currency.
• Source — optional free text (e.g. "Referral", "Conference").
• Tags — optional, see Tags.
• Notes — optional, multi-line (max 10,000 characters).
• Last contact date — editable; not set automatically.

Workflows

Create a client

1. Open the new client form.
2. Fill in the contact section. Only the name is required.
3. Pick a status. If the status requires action, the follow-up date is set for you; override it if you have a specific date in mind.
4. Optionally add projects inline at the bottom of the form (name, dates, status).
5. Save. The new client appears at the bottom of the list with the next ID.

Update a client

1. From the list or detail page, use Edit.
2. Any change is captured in the Entity changelog.
3. If you try to leave the page with unsaved changes, the form prompts you before navigating away.

Delete a client

Use the Delete button on the client's detail page or its edit page. You'll be asked to confirm; deletion is permanent (see Tips and edge cases for what happens to linked records).

Track follow-ups

When you pick a status that requires action, the client is highlighted by how urgent its follow-up is: yellow as the date approaches (within 3 days) or while no date is scheduled yet, and red once it's overdue. The same coloring shows in the list, on the Alerts page, in the alert bell, and on the detail page, so they always agree. A status can also be set to suppress this entirely — useful for terminal states like "Lost" where overdue dates shouldn't generate noise. You can also hide the client alert from the bell, dropdown, and sidebar by turning off the Clients category (or all alerts) in Notification settings; the list-row highlight and the follow-up date itself stay put regardless. Action suppression is the stronger of the two — it removes the highlight as well.

Status workflow

Client statuses are configured under Client statuses and are fully customizable. Beyond name, color, and order, each status carries three settings relevant to clients:

• Requires action — sets the follow-up date automatically when this status is picked.
• Action days — how many days from today to use for that follow-up date.
• Action suppression — silences both the row highlight and the alert, even when the follow-up date passes.

Changing a status records when the change happened. Clients with an approaching, overdue, or unscheduled follow-up also surface in Alerts.

Totals on the detail page

The detail sidebar shows read-only totals for a client, worked out across your whole account rather than the rows on screen. A record counts when it names the client or one of the client's projects, so work filed against a project still shows up here:

• Total hours, split into billable and non-billable. Time counts as billable when the first task an entry is linked to has a task type marked billable; anything else counts as non-billable. Running timers are excluded — their duration is still moving.
• Invoiced (paid) and invoiced (pending) — invoices in a status marked finished, and everything else.
• Other income — income transactions linked to the client or to one of its projects, i.e. money that never went through an invoice.
• Expenses — expense transactions linked to the client or to one of its projects.

Amounts are shown converted into your account currency, with the per-currency breakdown in a tooltip. When an exchange rate isn't available, the figures are listed per currency instead of being added together.

These figures are derived, so there's nothing to edit here — change the invoices, transactions, or time entries they come from.

Import and export

• Import — bring clients in from a CSV file on the Clients import page. Supported columns include name, company, email, additional emails (comma-separated), website, phone, address, status (by name), next follow-up date, estimated value, probability, source, tags (comma-separated), and notes. Names must be unique per workspace; see Import CSV.
• Export — pick columns and a format (CSV, XLS, or PDF) on the Clients exports page. Exports are prepared in the background and download from the exports list once ready. See Export data.
• Bulk edit — select clients on the list and edit or delete them together. See Bulk edit.

Related entities

• Projects — added or linked directly from a client's detail page or its edit form, and reorderable within the client. A project can belong to several clients at once, so the same project may appear on more than one client's page, each with its own position in that client's list. Connect project attaches a project you already have — it links that project rather than making a copy of it, so its ID, dates, tasks and documents all come with it.
• Invoices and Transactions — both can reference a client. Deleting a client leaves those records in place but removes their link to that client.
• Documents — a client's related documents appear on its detail page; full management lives in Documents.

Privacy

When Privacy mode is on, personal fields (email, additional emails, website, phone, address) appear masked in both the detail view and the edit form.

Tips and edge cases

• Deletion is permanent. Deleting a client removes it for good. Related projects, invoices, transactions, and documents keep their history but lose their link to that client — there's no trash bin. A project shared with other clients stays linked to those; a project left with no clients simply becomes floating.
• Unique names per workspace. Trying to create a second client with the same name fails validation.
• IDs sort numerically, so C-10 correctly sorts after C-9 instead of next to C-1.
• Inline project edits are saved together with the client form, as is connecting, unlinking and reordering — nothing on the edit form takes effect until you save it, and leaving without saving discards the lot. On the client's detail page the same actions apply as soon as you confirm them.
• Unlink and Delete are different buttons. Unlink detaches the project from this client and keeps the project (it stays linked to any other clients, and a project with none simply becomes floating). Delete destroys the project itself, and runs the same guided flow as the projects list when tasks or documents hang off it.

On mobile

• Create and edit clients in a native bottom-sheet form with native pickers, including the hourly rate and invoicing currency overrides; list rows respect compact density. Cached clients stay readable offline, but creating, editing, and deleting need a connection — only transactions and time entries can be changed offline. See Offline support.