Clients & Contacts
Client management, contacts, billing profiles, and prospect conversion
Client Management
Clients are the foundation of all work in AtomicSam. Every job, quote, and invoice belongs to a client.
Creating Clients
- Manual creation — enter name, code, and basic details
- From accounting — import existing contacts from Xero or QuickBooks
- Quick-create from job — create a new client inline when creating a job
- AI Business Lookup — enter a website URL and AI auto-populates business overview, services, target market, and industry sector
Client Profiles
| Field | Description |
|---|---|
| Code | Short identifier used in job numbering (e.g., ACM) |
| Status | Active, Prospect, or Archived |
| Billing Profile | Determines rates, currency, payment terms, and document templates |
| Client Manager | Primary relationship owner |
| Job Manager | Default job manager for new jobs |
| Team | Controls visibility scoping |
| Custom Fields | Up to 4 custom data fields |
Contacts (People)
Each client can have multiple contacts:
- Primary contact designation (auto-enforced — only one per client)
- Roles: billing contact, project contact, decision maker
- Contact details: email, phone, position
- Used in quote and invoice delivery
Prospect-to-Client Conversion
Start clients as "Prospect" status during the sales phase. Convert to "Active" when they become a paying client — all quotes and draft work carry over seamlessly.
Client Completeness Score
A visual indicator showing how complete a client profile is — encourages teams to fill in billing details, contacts, and accounting mappings before work begins.
Archiving
Archive inactive clients with a mandatory reason. Archived clients are hidden from default views but all historical data is preserved. Archiving requires the clients_edit permission.
Avatar & Logo
Clients display auto-generated avatars with unique colour seeds, or you can upload a custom logo for branding in reports and documents.