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Set up your first client record

Maggie Shipley
Updated

Only firms using Aiwyn Practice can create client records directly in Aiwyn. If your firm syncs clients from another practice management system, create and maintain the record there.

Learn how to create a client, add a contact, designate who receives billing communications, and verify where Aiwyn records email delivery.

Before you start

  • Confirm that you have access to Clients & Contacts.
  • Have the client's name and contact details ready.
  • Know which Office the client belongs to. Office is required, and offices are set up by your firm administrator.

Create the client

  1. Select Clients & Contacts in the left-hand menu.
  2. Open the Clients tab.
  3. Select New Client.
  4. Enter the Client Name. This is the display name used on invoices and statements. There is no character limit.
  5. Skip the Client ID. Aiwyn generates it automatically, and it cannot be edited.
  6. Select the client's Office. This is the only other required field.
  7. Optionally, add a Client Type (for example, business, individual, or non-profit) and a Client Group. You can assign a group later if you prefer.
  8. Optionally, enter the Fiscal Year End month and day and the FEIN. If you leave the fiscal year end blank, engagement letters default to December 31.
  9. Optionally, enter the client's physical and billing addresses.
  10. Optionally, add the assigned Partner, Manager, Billing Manager, and Tax Region, plus any custom client fields your firm uses.
  11. Select Save.

The client appears in the Clients list.

The Primary Contact, Primary Billing Contact, and Delivery Method fields on the client record only list contacts that are already linked to this client. Leave them blank for now and come back to them after you create the contact and associate it from the client record in the next sections.

Add a contact

  1. Open the Contacts tab.
  2. Select New Contact.
  3. Enter the contact's Full Name and Email address. Both are required.
  4. Add optional contact details, such as job title, prefix, salutation, phone number, and address.
  5. Check the spelling and email format, then select Submit.

The contact appears in the Contacts list. A contact record does not link itself to a client. You associate the contact from the client record in the next section.

Keep one email address per contact record. A single contact can be linked to more than one client, and the communication settings can differ for each client relationship.

Link the contact and set communication recipients

  1. Return to the Clients tab and open the client you created. Confirm you are in the correct client record.
  2. In the right-hand panel, select the Contacts sub-tab.
  3. In Add Contact, search for the contact you created, select the name from the results, and select Add.
  4. On the contact's entry, select the three-dot menu and choose the role that applies:
    • Set as primary contact designates the main point of contact for an engagement letter.
    • Set as secondary contact assigns a secondary contact signer for an engagement letter.
    • Set as billing contact for an engagement letter.
  5. From the same menu, set whether the contact receives invoices, statements, and/or payment confirmations.
  6. Confirm the role and delivery preferences match the client's communication requirements.

Roles and delivery preferences are set per client, so the same person can be the billing contact for one client and a secondary contact for another. More than one contact can receive invoices or statements when the corresponding preferences are enabled.

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