Creating and Managing Clients

TekToro uses a guided, six-step process to create comprehensive client records. Each step can also be edited after creation.

Step 1: Basic Information

• Company name (required)
• Primary contact — name, email (required), and phone number
• Website — validated URL
• Client code — a unique three-letter identifier for the client (e.g., "ACM"), used in invoice numbering
• Address — street, city, state, county, and postal code
• Industry — select from your workspace's configured industry categories

Step 2: Business Details

• Company size — select a range (1-10, 11-50, 51-200, 201-500, 500+)
• Annual revenue — select a range (under $1M, $1-5M, $5-20M, $20-100M, $100M+)
• Tax ID / EIN — optional tax identification number
• Primary service type — select from your workspace's configured service types
• Current systems and technologies — free-text description of the client's existing infrastructure
• Technical requirements — free-text description of specific technical needs
• Compliance requirements — select applicable standards (e.g., ISO 9001, EPA, OSHA, SOC 2)

Step 3: Service Rates

Add position-based billing rates used when generating client invoices:

• Position name (e.g., "Senior Engineer", "Project Manager")
• Regular rate — the standard hourly rate
• Overtime rate — an optional rate for overtime work

You can add multiple rate entries and remove them as needed.

Step 4: Additional Contacts

Add contacts beyond the primary contact:

• Name, email, phone, and title for each contact
• Contacts can later be invited to the client portal

Step 5: Documents

Upload files related to the client — contracts, agreements, specifications, or any supporting documentation. Supported file types include PDFs, images, Word documents, and Excel spreadsheets.

Step 6: Settings

• Email notifications — enable or disable email notifications for this client
• Quarterly reports — enable automatic quarterly report generation
• Auto-invoicing — enable automated invoice generation
• Internal client — mark if this client represents your own company (used for internal billing entities)

Editing Clients

Click any client to open its detail view, then switch to edit mode. The same six-step form appears with all fields pre-populated for modification.

Viewing Client Details

The read-only client view provides tabs for quick access to all related information:

• Details — all company and business information
• Contacts — primary and additional contacts
• Service Rates — billing rate table
• Documents — uploaded files with download links
• Compliance — assigned compliance standards
• Projects — linked projects with status and budget information
• Invoices — issued invoices with status, period, and amount
• Activity — a chronological timeline of every event (creation, updates, status changes, documents, projects, invoices)

Client Overview Metrics

At the top of the client view, summary metrics are displayed:

• Active projects count
• Total revenue (from paid invoices)
• Total invoices issued
• Paid invoices count

Changing Status and Deleting

• Change status — use the dropdown on the client card to switch between Active, Inactive, and Pending.
• Delete — remove a client record entirely (requires confirmation and the clients.delete permission).