Clients

Record clients correctly

Client details are reused in projects, invoices, VAT choices and overviews. A tidy client record prevents errors later in the workflow.

Open clients

How it works

From new relationship to project and invoice.

1 Create the client before creating a project or invoice. This lets details be copied automatically.
2 Choose whether it is a business or private client. A business client usually has a VAT number.
3 Enter email and, if needed, invoice email. Invoice email is useful when invoices go to an administration address.
4 Enter address, postal code, city and country carefully. These details appear on invoices.
5 Check the country and VAT ID for foreign clients. For ICP, check the VAT ID in VIES yourself and retain the result; UurKlus does not perform a VIES check.
6 Use client details to find projects and invoices and check history.

Important fields

These details are reused later.

Name

Use the name as you want it to appear on invoices. For companies, use the legal or trading name.

Client type

Business or private affects which details make sense, especially VAT number and invoicing.

General contact address for the client. Useful for communication and searching.

Invoice email

Use this if invoices must go to another address than the normal contact address.

Address

Address details appear on invoices and can be important for foreign clients.

VAT number

For business clients, especially within the EU, this is important for correct VAT treatment.

Where is client data used?

A client record affects multiple places.

Projects

Projects are linked to a client. This lets you follow work, hours and costs per relationship.

Invoices

Name, address, country, email and VAT number are reused for invoices and sending.

History

Client details show linked projects and invoices, useful for follow-up and checking.

What to watch

These checks prevent invoice errors.

Check spelling of company names before invoicing.

Use invoice email when administration uses another address than your contact person.

Check country and VAT number for EU clients before reverse charging VAT.

Update client details before creating a new invoice, so the invoice uses current data.

Retain client and invoice records for as long as tax retention duties apply. No longer using a client is not a reason to delete the accounting records.

Frequently asked questions

How do I add a note to a client?

Go to Clients, open the client and choose Edit. Enter your note in Notes and save the client. You can also use Assist: type 'Add a note to client Smith: Call back on Friday'. Select the correct client if asked, then review the note before confirming.

What is the difference between email and invoice email?

Email is general contact. Invoice email is specifically for invoices, for example accounting@company.com.

When do I enter a VAT number?

Enter a VAT ID where the treatment requires it, for example ordinary intra-EU business supplies. Check it in VIES yourself and retain evidence. A business client may also exist without a VAT ID; entering a number does not automatically establish the correct VAT route.

Why is country important?

Country can affect VAT choices, invoice details and reporting.

Can I simply delete a client?

Be careful. Clients can be linked to projects, invoices and history.

VAT, returns and document retention Read the tax guide on VAT profiles, KOR, EC Sales Lists, annual review and return reconciliation, with Tax Administration sources.