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Manage Clients

Maggie Shipley
Updated

This article applies to firms on Aiwyn Practice. Firms on Aiwyn Payments see the Clients tab, but their client records come from the practice management system and cannot be created or edited in Aiwyn.

Create a client record, keep it current, name the contact who receives billing emails, and take it out of active use when the relationship ends, so the client can be invoiced, engaged and reported on for as long as you work with it.

Before you start

  • You need access to the Clients & Contacts module.
  • To create a client you need an Office to assign it to. Offices are set up by your firm administrator.
  • Each Client ID must be unique across your firm. If your firm syncs clients from a practice management system, use the ID that system already holds for the client. See Client record field mapping to Aiwyn from your practice management system.
  • To set a Billing Contact, the person must already exist as a contact linked to this client. See Manage contact records.

Steps

Create a client

1. Open the Clients area

  • From the left-hand panel, go to Clients and Contacts.
  • Select the Clients sub-tab to view the client list and start a new record.

2. Start a new client record

  • Click New Client.
  • Enter a client name to begin the record.
  • There is no character limit for the client name.
  • The Client ID is automatically generated by the system and cannot be edited.

3. Fill in optional client details

  • Add optional fields as needed, such as:
    • Primary contact (drop down)
    • Secondary contact (drop down)
    • Client type (for example: business, estate, government, individual, non-profit)
    • Client group (drop down)
  • You can assign the client to a group now or leave it unassigned and do it later.

4. Set fiscal and tax information

  • Enter the fiscal year end month and day.
  • If no fiscal year end is entered, engagement letters will default to December 31.
  • Add the FEIN number if applicable.

5. Add address and contact delivery details

  • Enter address information, including:
    • Address line 1
    • Address line 2
    • City
    • State
    • Country
    • Postal code
  • You can include both a physical address and a billing address.
  • Choose a primary billing contact (drop down).
  • Select a delivery method:
    • Email
    • Download PDF
    • Both

6. Assign office and other internal fields

  • Choose an office — this is a required field.
  • Optional fields include:
    • Partner
    • Manager
    • Billing Manager
    • Tax Region
  • Any additional custom client fields are also available and optional.

7. Save the client record

  • Click Save to finish creating the client record.
  • The new client will then appear in the client list.

Edit a client

  1. Select Clients & Contacts in the left-hand menu.
  2. Open the Clients tab.
  3. Find the client. See Search the client list if the list is long.
  4. Open the Actions menu on the far right of the client's row.
  5. Select Edit Client.
  6. Change the fields you need. See Client field reference for what each one does.
  7. Select Save.

Your changes take effect immediately.

Deactivate a client

In order to deactivate a client, there can be no open projects or unpaid invoice(s) associated to the client.

  1. Select Clients & Contacts in the left-hand menu.
  2. Open the Clients tab.
  3. Find the client and open its Actions menu on the far right of the row.
  4. Select Deactivate Client.
  5. If any project and/or invoice is still associated with the client, a warning box will appear you will be unable to deactivate the record until the affected records are removed.
  6. Confirm the status change.

The client disappears from the default Clients list.

See inactive clients

Turn on Show inactive clients at the top of the Clients list. Inactive clients appear alongside active ones.

Reactivate a client

  1. Turn on Show inactive clients.
  2. Find the client and open its Actions menu.
  3. Select Reactivate Client.

The client returns to active status and reappears in the default list, with its history unchanged.

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