Add a Client
The Clients module stores every person or business you sell to. A complete client record gives you a full view of their contact details, purchase history, outstanding balances, custom pricing, and communication history — all in one place.
Creating a client manually
- Go to Clients in the left sidebar
- Click + Add Client
- Fill in the form (see field reference below)
- Click Save Client
Field reference
Contact details
| Field | Required | Description |
|---|---|---|
| Full name | Yes | Person’s name or company trading name |
| Company name | No | Legal company name (if different from trading name) |
| No* | Used for invoices, notifications, and portal access. *One of email or phone is required. | |
| Phone | No* | Stored in E.164 format (e.g. +14155552671). *One of email or phone is required. |
| Mobile | No | Secondary phone number |
| Website | No | |
| ABN / Company number | No | Printed on tax invoices where required |
| Tax ID / VAT number | No | Printed on invoices for EU/UK clients |
Address
| Field | Required | Description |
|---|---|---|
| Street address | No | |
| City | No | |
| State / Province | No | |
| Postcode / ZIP | No | |
| Country | No | Defaults to your account’s country |
| Billing address (if different) | No | Toggle to add a separate billing address |
Account settings
| Field | Required | Description |
|---|---|---|
| Client type | No | Retail, Wholesale, VIP, or Staff — determines default pricing tier |
| Currency | No | Defaults to account default currency |
| Payment terms | No | Net 7, Net 14, Net 30, Net 60, or COD |
| Credit limit | No | Maximum outstanding balance allowed before orders are blocked |
| Tax exempt | No | If checked, tax is not applied to this client’s orders |
| Assigned sales rep | No | Links this client to a team member for reporting and commission |
Custom fields
Admins can create up to 20 custom fields per client in Settings → Client Custom Fields. Common examples:
- Industry
- Referral source
- Annual contract value
- Account manager contact
- Internal account number
Importing clients from CSV
- Go to Clients → Import
- Download the CSV template
- Fill it in — required columns:
name, plus at least one ofemailorphone - Upload the file
- Map any unrecognised columns to StockFlow fields
- Click Run Import
Existing clients matched by email address are updated (not duplicated) if you check Update existing clients.
Importing from a CRM or other system
StockFlow has direct import connectors for:
| Source | How to import |
|---|---|
| HubSpot | Settings → Integrations → HubSpot → Sync Contacts |
| Salesforce | Settings → Integrations → Salesforce → Import Accounts |
| Xero | Settings → Integrations → Xero → Import Contacts |
| QuickBooks | Settings → Integrations → QuickBooks → Import Customers |
After the initial import, contacts are synced automatically (new contacts created in the CRM appear in StockFlow, and vice versa).
Duplicate detection
Before saving a new client, StockFlow checks for potential duplicates based on:
- Exact email match
- Similar name + same country
If a potential duplicate is found, a warning is shown. You can:
- View the existing client — to confirm it’s a true duplicate
- Continue anyway — to create the new client regardless
- Merge — if you have an existing client that should be updated
What’s created after saving
- A client profile page at
/clients/[id] - An entry in the Clients table with the current date as Created date
- A blank Purchase History tab
- A blank Contact History tab
- Eligibility for the Client Portal (if enabled) — the client can be invited separately