# Clients and projects

Keep everyone you work with in one list, add a client in four short steps and edit one in two, see a client's invoices, payments and projects on their page, set up projects with a fixed price or an hourly rate, and invoice a client straight from a project.

Source: https://vezmo.com/docs/run-your-business/clients

## Overview

**Clients** is the list of everyone you work with: their contact details, what they've paid you and the work you're
doing for them. **Projects** groups that work, one project per job, with a price, dates and a status. Both are in the
menu under **Customers & sales**.

A client is the person or business you bill. You pick them when you send an invoice, a proposal or a payment link, so
their name and email are filled in for you. Someone who buys from your product checkout is added as a client when
their order goes through.

## The clients list

(Screenshot: The Clients page: Total Clients, Active Projects and Total Revenue cards, then All Clients with the All Clients and Trash tabs, the filters All, Pending, Active, Inactive and Draft, a search box, and a table of clients with their email, status, current project, earning and last update.)

- **The cards** at the top: **Total Clients**, **Active Projects** and **Total Revenue**, each compared with last
  month. On a phone, select **View Stats** to show them.
- **The table**: each client's name and company, email, status, current project, **Earning** (what they've paid you
  through VezmoPay) and when they were last updated. Select a row to open the client's page.
- **The filters** above the table show one status at a time, and **Search** finds a client by name, email or company.
- **The menu (⋮)** on a row: **Edit**, **View** and **Trash**.

A client's status is **Active**, **Inactive** or **Draft**. Active and Inactive are yours to set, for example to mark
clients you no longer work with. Draft means you saved the client before finishing the steps. Only **Active** clients
can be picked on an invoice, a proposal or a payment link. The dashboard doesn't set **Pending** itself.

## Add a client

Select **Add Client** at the top of the Clients page. Four short steps follow. Only the first one has required fields,
and you can save a draft from the first three.

1. **Client Information**
Enter the **Client Name** and **Email** (both required), and if you like the **Company Name**, **Phone number** and
**Country**. The **Billing address** (street, apartment, city, state or region, postal code) is optional: it's
printed under "Bill to" on the invoices you send this client. Select **Continue**.

(Screenshot: The first step of adding a client, Client Information: Client Name Mei Tanaka, Company Name Harbor Lights Theatre, Email mei.harborlights@mailinator.com, Phone number, Country United States, a billing address on Pier Street in Portland, and the Save as Draft and Continue buttons.)

2. **Client Overview**
Add a logo or profile picture (PNG, JPG or WebP, up to 5 MB), **Client Notes** for your team, **Tags** such as "VIP",
and the **Status**: **Active** or **Inactive**. Select **Continue**.

3. **Project Setup (optional)**
Start the first project for this client: the service or product it's for, a **Project Title**, a budget and its
currency, a description and the delivery milestones. If you fill in any of the service, title or budget, fill in all
three. To skip it, leave them empty and select **Continue**.

4. **Finalize**
Check everything on one page. Select **Edit** beside a section to go back to it, then **Save client**. The client
shows in your list as **Active** or **Inactive**, as you chose, and the project, if you added one, in **Projects** as
**In Progress**.

**Save as Draft** keeps what you've entered so far and adds the client to your list as **Draft**. To finish, open the
row's menu and select **Edit**.

Each email is one client in your list. If you add a client with an email that's already on your list, no second
client is made and the one you have stays as it was: use **Edit** to change it. A client in **Trash** doesn't count,
so restore them instead of adding them again.

### Edit a client

Open the row's menu (⋮) and select **Edit**. Change the contact details and select **Continue**, then the picture,
notes, tags or status, and select **Update Client**. Editing a draft and saving it makes the client **Active**, unless
you choose **Inactive**.

## The client's page

Select a client in the list to open their page. At the top are their name, status, email and company, and
**More details**, which opens their full contact details, billing address, tags, notes and current project.

(Screenshot: Priya Nair's page: her name, Active, email and company, More details, then Total Earning, This Month Earning, Pending Invoice, Overdue Invoice and Total Projects, and the tabs Invoices, Payments, Running Projects, Activity and Internal Notes with Running Projects open, showing the project Season 3 sound design.)

The five figures are **Total Earning**, **This Month Earning**, **Pending Invoice**, **Overdue Invoice** and **Total
Projects**. Earnings count the payments made through VezmoPay. Amounts in other currencies are converted and shown in
US dollars.

| Tab | What it shows |
| --- | --- |
| **Invoices** | Every invoice for this client, with filters for Draft, Pending, Paid, Cancelled and Overdue. |
| **Payments** | Their payments. |
| **Running Projects** | Their projects that are **In progress**. To see all of them, filter **Projects** by this client. |
| **Activity** | The invoices and proposals emailed to them, and their answers to your proposals. |
| **Internal Notes** | Notes your team keeps about this client. They are never shown to the client. |

## Remove and restore a client

Open the row's menu (⋮), select **Trash** and confirm. The client moves to the **Trash** tab, and so do their
projects. Their invoices and payments stay as they are.

To bring a client back, open **Trash**, find them (the tab has its own search) and select **Restore** in the row's
menu. Their projects come back with them.

## Projects

A project is one piece of work for one client: a title, a price, dates and a status. Open **Projects** in the menu.

(Screenshot: The Client Projects page: In Progress, Pending, Completed and Cancelled cards, then All Projects with status filters, All Charges and All Clients drop-downs, and a table of projects with client, status, charge type, amount, start date and deadline.)

- **The cards** count the projects **In Progress**, **Pending**, **Completed** and **Cancelled**.
- **Filters**: by status, by charge type (**All Charges**, **Fixed** or **Hourly**) and by client. **Search** finds a
  project by its title.
- **The menu (⋮)** on a row: **Edit**, **View**, **Create Invoice** (for a project that's **In progress** or in
  **Revision**) and **Delete**. Deleted projects go to the **Trash** tab, where **Restore** brings them back.

### Create a project

1. **Open the form**
On the Projects page, select **Add Project**.

2. **Fill it in**
- **Client**, **Title** and **Amount** are required.
- **Description**: the scope and what you'll deliver.
- **Currency** and **Amount**: the price of the whole job, or your rate per hour. New projects start in your
  business's default currency.
- **Charge Type**: **Fixed** for one price for the job, **Hourly** for a rate per hour.
- **Status**: where the work stands (see below). New projects start as **DRAFT**.
- **Start Date** and **End Date**: the end date can't be before the start date.

(Screenshot: The New Project form: Client Sarah Lin, Title Podcast trailer edit, a description, Currency USD, Amount 450, Charge Type Fixed, Status OPEN, start and end dates in November, and the Cancel and Add Project buttons.)

3. **Save it**
Select **Add Project**. To change it later, select **Edit** in the row's menu and then **Save Changes**.

A project keeps the currency it was created in: its invoices and payments are in that currency. To bill in another
currency, create a new project.

### Project statuses

You set the status yourself, to keep track of the work. It doesn't change any invoice or payment.

| Status | Use it for |
| --- | --- |
| Draft | Work you're still planning. |
| Open | Agreed, not started yet. |
| In progress | Work under way. A project made from an accepted proposal starts here. |
| On hold | Paused. |
| Revision | Changes asked for. |
| Pending | Waiting on something, such as the client's feedback. |
| Completed | Done. |
| Cancelled | Called off. |

### Invoice a client from a project

1. **Open Create Invoice**
On the Projects page, open the project's menu (⋮) and select **Create Invoice**, or select **Create Invoice** on the
project's page. It's offered while the project is **In progress** or in **Revision**: change the status first if it
isn't. The project, client and charge type are filled in.

2. **Fill in the amount**
- For an **hourly** project, enter the **Hours**. The total is the hours times the project's hourly rate.
- For a **fixed** project, enter the **Invoice Amount**. It can be part of the price, for a deposit or a milestone.
  Together, a project's invoices can't add up to more than its amount: the form tells you what's left. Cancelled
  invoices still count toward it.

3. **Finish the invoice**
Add a **Discount** (a percentage or an amount) and a **Tax Rate (%)** if you need them, then choose the **Template
Style** (you can preview it), the **Due Date** and an optional **Footer Message**.

(Screenshot: The Create Invoice form for the hourly project Podcast season 3 editing for Daniel Ortiz: Charge Type hourly, Hourly Rate 85 USD, Hours 12, Discount, Tax Rate, Template Style, a due date and a footer message.)

4. **Create it**
Select **Create Invoice**. We email it to your client straight away, and it shows in **Payments › Invoices** and on
the project. From there it works like any other invoice: see [Send an invoice](/docs/get-paid/invoices).

### The project page

Select **View** in a project's menu to open its page: the contract value, a timeline from the start date to the end
date (with the days left, or how far past the end date it is), the scope, the client's details, and the proposal it
came from, if any. Next to **Overview**, the **Invoices** and **Payments** tabs list what you've billed and been paid
for this project.

(Screenshot: The page of the project Season 3 sound design for Priya Nair: contract value $2,400.00, a timeline from Nov 9 to Dec 31, 2026, the scope, and the linked proposal with its status Accepted and value.)

## Questions

### Where do clients come from?

You add them yourself, from **Add Client**, or while you create an invoice, a proposal or a payment link (**+ Add
Client** in the client search). A customer who buys from your product checkout is added for you.

### Can I delete a client for good?

Not from the dashboard. A client in **Trash** stays there, with their invoices and payments, until you restore them.

### Why does a client show no earnings?

**Earning** counts payments made through VezmoPay. Invoices not paid yet show under **Pending Invoice** or **Overdue
Invoice** on the client's page.

### Who can see clients and projects?

Teammates whose role includes clients or projects. See [Your team and roles](/docs/run-your-business/team).

## Related

- [Send a proposal](/docs/run-your-business/proposals): a proposal your client accepts becomes a project.
- [Send an invoice](/docs/get-paid/invoices)
- [Agreements](/docs/run-your-business/agreements)