How to Add and Manage Clients in OpslyFlow
Seven minutes to a client record that pays you back on every job. One screen holds their contact info, their money picture, and every estimate, work order, and invoice you have ever run for them.
Every job starts with a name. This is where the name lives.
An estimate quotes a client, a work order serves a client, an invoice bills a client. The client is the thread that ties the whole pipeline together. Get this record right and everything downstream autofills, links up, and rolls into one tidy history. Skip it — or scatter the same customer across three half-finished entries — and you spend the rest of the year asking "wait, is this the same Riverside?"
One record, every job
Contact info, address, and history in one place. Pick the client once on an estimate and it carries through to the invoice.
Their money picture at a glance
Lifetime value, open balance, and average pay time sit at the top of every client. Know who pays fast and who owes you before you call.
The whole history, one screen
Tabs for invoices, estimates, work orders, and recurring schedules. Every record this client ever touched, without leaving the page.
Reach out without leaving
Email and Call buttons sit right on the record. No copy-pasting an address into your phone or your mail app.
Before you start
- You're logged into OpslyFlow as Owner, Admin, or Office Manager.
- Have the client's basics handy: a name, and at least a phone or an email.
- Address, PO habits, and gate codes are nice to have, but you can add them later — don't let missing details stop you from creating the record.
What you'll do
- 1Open the Clients moduleA searchable list on the left, the record on the right
- 2Add a clientName, contact, and address in one short form
- 3Find anyone in secondsSearch by name, email, phone, or city
- 4Open the 360 viewHeader, quick actions, and a tab for everything
- 5Read the four vitalsLifetime value, open balance, pay time, invoice count
- 6See every linked recordInvoices, estimates, work orders, recurring
- 7Keep notes that stickGate codes, AP contacts, preferences
1Step 1 of 7Open the Clients module
Open the Clients module
Click Clients in the left sidebar. Unlike Estimates or Invoices, this module isn't a stack of cards with Activity and All tabs — it's a list-and-detail layout. The left column is a searchable list of every client with a running count at the top; the right side is where a client's full record opens once you pick one.
Until you select someone, the right side shows a Select a client prompt. The blue Add client button lives in the top-right corner.
Clients
5 clients
Maria Gonzalez
maria.gonzalez@gmail.com · (512) 555-0112 · since 2026
The search box matches name, email, phone, and city all at once. You don't have to remember which field you stored something in — just type any of them.
Add a client
Click Add client. The form has two short sections. Contact wants a Name, a Phone, and an Email. Mailing address takes the street, city, state, and zip. The only thing OpslyFlow truly needs to save the record is a name plus a way to reach them — a phone or an email.
Fill what you have and click Create client. The new record opens immediately, ready for its first estimate or job. Everything you skipped — a second address line, the zip, a PO habit — you can add later from the record's Details tab.
Add client
Spell the business name the way you want it on paper. It prints on every estimate, work order, and invoice PDF that goes out the door, so "Riverside Property Holdings LLC" beats "riverside props" when the client is reading the bill.
Find anyone in seconds
With more than a handful of clients, scrolling gets old. Click into the search box above the list and start typing. The list filters live as you type, matching across name, email, phone, and city — so a partial company name, an area code, or a town all narrow it down.
Searching by city is a quick way to batch a route. Type the town, see everyone you serve there, and you've got a tidy list before you plan the day's stops.
Open a client's 360 view
Click any row and the full record opens on the right. The header carries the avatar, the client's name, a one-line summary (email · phone · since-year), and two quick actions: Email and Call. The three-dot menu next to them holds record-level actions.
Below the header sits a strip of tabs and, on Details, the editable cards: Contact and Mailing address, each with its own Edit button. There's a Billing address too — it can mirror the mailing address or stand on its own when the bill-to differs from the service address.
Maria Gonzalez
maria.gonzalez@gmail.com · (512) 555-0112 · since 2026
Email and Call work straight from the header — no copy-pasting into your phone or mail app. The address on the record is the same one that drops onto every document, so fix it here once and it's right everywhere.
Read the four vitals
Across the top of every client record sit four numbers. Glance at them before you quote, schedule, or pick up the phone:
- Lifetime value.
- Everything you've billed this client over time. A fast read on how much the relationship is worth.
- Open balance.
- What they owe you right now. It turns red with a small dot when an invoice has gone overdue — money on the street, made visible.
- Avg pay time.
- How long they typically take to settle up. Your early-warning system for the slow payers.
- Total invoices.
- How many you've sent and how recently, so you know whether this is a one-off or a regular.
A red Open balance is worth a look before you book more work. There's nothing wrong with serving a client who owes you — but you want to know it walking in, not find out at invoice time.
See every linked record in one place
The tab strip on the record is the client's full paper trail. Invoices, Estimates, Work orders, and Recurring each carry a count and open that client's records right inside the page — no jumping to another module and filtering.
Each row shows the date, the title, and a meta line (record number, status, assigned tech). It's the fastest way to answer the question every office gets: "have we done work for these folks before, and how did it go?"
When a repeat client calls, open their record and skim the tabs first. You'll walk into the conversation already knowing what you quoted last time and whether the last invoice got paid.
Keep notes that stick
Open the Notes tab to write Client notes — the running context that should outlive any single job. Gate codes, the AP contact's name, "prefers email," "don't call before 9." The same note also shows up in the Quick notes card on the side of the record, so the important stuff is always one glance away.
Write the one thing the next person needs to know. Six months from now, when someone else in the office takes the call, that single line about the gate code or the picky AP contact saves a phone call and a wasted trip.
The whole thing, on one page
Pin it above the office monitor. Hand it to a new hire on day one.
Common questions
Do I have to fill in the whole address to save a client?
No. A name plus a phone or an email is enough to create the record. You can add the address, a second street line, or a PO habit later from the Details tab — don't let missing details stop you from getting the client on file today.
What's the difference between Client notes and the Quick notes box?
They're the same note. Client notes live on the Notes tab; the Quick notes card on the side of the record is just a pinned view of that text so the important context is always visible. Edit it in either place.
Why does a client show a red open balance?
It means they have an unpaid invoice, and the red dot signals one has gone overdue. Click the Invoices tab on the record to see exactly which one and how late it is.
Can a client have a separate billing address?
Yes. The record has a Mailing address and a Billing address. Billing can mirror the mailing address or be set on its own — useful when the bill-to is a property manager or head office different from the service location.
How does a client connect to estimates, work orders, and invoices?
Every estimate, work order, and invoice picks a client when you create it. Those records then appear under the matching tab on the client's 360 view and roll up into the vitals — so the more you run through OpslyFlow, the richer each client's history gets, with no extra bookkeeping.
Now put the client to work
With the client on file, the rest of the pipeline is a dropdown pick. Open the Estimates module, click Select Client, type their name, and quote them — then it's estimate → work order → invoice, every step linked back to this record and rolling into the vitals you just learned to read.
Keep reading
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