Managing Clients

Clients represent the organizations you do work for. Every project belongs to a client, connecting your tracked time and expenses to the right billing entity.

Creating a Client

  1. Go to Manage > Clients.

  2. Click New Client.

  3. Enter the client details:

    • Name — The client’s company or organisation name (required)
    • Address — Street address, city, state/province, postal code, country
    • Phone — Contact phone number
    • Currency — The currency used for billing this client

  4. Click Save.

Client Contacts

Add one or more contacts for each client:

  • First name and Last name
  • Title — Job title or role
  • Email — Used for sending invoices
  • Phone numbers — Office, mobile, and fax

Contacts receive invoice emails and are the primary point of communication for billing.

Adding a Contact

  1. Open the client.
  2. Go to the Contacts section.
  3. Click Add Contact.
  4. Fill in their details and save.

Client Currency

Each client has an associated currency that determines:

  • How amounts are displayed on their invoices
  • The currency symbol shown in reports filtered by that client
  • Financial calculations for that client’s projects

Set this when creating the client and it applies to all their projects and invoices.

Editing Clients

  1. Go to Manage > Clients.
  2. Click on the client name.
  3. Update any fields.
  4. Save changes.

Archiving Clients

When you’re no longer actively working with a client:

  1. Open the client.
  2. Click Archive.

Archived clients:

  • Don’t appear in project creation dropdowns.
  • Don’t appear in active client lists.
  • Retain all historical data (projects, time, invoices).
  • Can be restored at any time.

Restoring Clients

To bring back an archived client:

  1. Go to Manage > Clients.
  2. Switch to the Archived view.
  3. Find the client and click Restore.

The client returns to active status and is available for new projects.

Deleting Clients

Clients can only be deleted if they have no associated data (projects, invoices, time entries). In practice, archiving is preferred over deletion since it preserves history.

Clients and Projects

Every project requires a client association. When you create a new project, you’ll select from your active client list. This relationship:

  • Groups projects by client in reports and filters.
  • Determines which client is billed on invoices.
  • Applies the client’s currency to financial calculations.

Tips

  • Set up your client list before creating projects.
  • Use the address field — it appears on invoices.
  • Add contacts with email addresses so you can send invoices directly from Keito.
  • Archive rather than delete when a client engagement ends.