Client Profiles
The Client Profile is the central record for everything related to one client. Click any client name in the Clients table to open their profile.
Profile overview tab
The overview tab shows a summary card at the top:
| Field | Description |
|---|---|
| Client name and type | With a colour-coded badge (Retail, Wholesale, VIP, Staff) |
| Total revenue | Lifetime sales total for this client |
| Outstanding balance | Sum of unpaid invoice amounts |
| Last order date | Date of most recent sale |
| Account status | Active, On Hold, or Blocked |
| Assigned sales rep |
Below the summary, four stat boxes show:
- Orders this month — count and value
- Average order value — rolling 12-month average
- Most purchased product — top product by total spend
- Days since last purchase — useful for spotting inactive clients
Tabs on the profile
Purchase History
A full list of every order made by this client, sorted newest first.
Columns: Order number, Date, Items, Subtotal, Tax, Total, Status (Paid / Unpaid / Partial / Cancelled)
Click any order to open the full order detail.
Export: Click Export Purchase History to download CSV or PDF.
Invoices
All invoices for this client — same data as Purchase History but filtered to invoiced orders only. From here you can:
- Send or resend an invoice by email
- Mark an invoice as paid
- Record a partial payment
- Download as PDF
Contact History
A log of every interaction with this client:
- Emails sent from StockFlow
- Notes added by team members
- Sales calls logged
- Support tickets linked
See Contact History for full details.
Custom Prices
Products where this client has a special price that overrides the standard pricing tier. See Pricing & Tax.
Files
Upload documents to the client record — signed contracts, credit applications, correspondence. Supports PDF, DOC, DOCX, XLS, XLSX, and images. Max 50 MB per file.
Activity Log
An auto-generated audit trail of everything that has happened to this client record:
- Field changes (who changed what, old value → new value)
- Status changes
- Integration sync events
Client status
A client can be in one of three states:
| Status | Effect |
|---|---|
| Active | Normal — can be added to orders |
| On Hold | Warning shown when creating an order, but the order can still proceed |
| Blocked | Cannot be added to new orders. Existing unpaid orders are unaffected. |
To change status:
- Open the client profile
- Click the status badge at the top
- Select the new status
- Add a reason (shown in the Activity Log)
- Click Confirm
A common workflow: place a client On Hold when they have outstanding invoices past due. Place them Blocked when they exceed their credit limit.
Editing a client profile
- Open the profile
- Click Edit Client in the top-right
- Update any fields
- Click Save
Merging duplicate clients
If you have two records for the same person:
- Open one of the profiles
- Click the three-dot menu → Merge with another client
- Search for and select the duplicate
- Review what data will be merged:
- The kept client’s name, email, and contact details are preserved
- All orders, invoices, notes, and files from the duplicate are transferred to the kept client
- Click Confirm Merge
The duplicate is permanently deleted.
Archiving a client
Archive clients you no longer work with to keep your active list clean:
- Open the profile → three-dot menu → Archive Client
- Confirm
Archived clients:
- Are hidden from the default Clients table (toggle Show archived to see them)
- Cannot be added to new orders
- Retain all historical data
- Can be restored at any time
Client notes (pinned)
Add a pinned note to a client profile that stays visible at the top of the overview tab — useful for important context like “Call on Thursdays only” or “Prefers PDF invoices”.
- Open the overview tab
- Click + Add Pinned Note
- Type your note (max 500 characters, no formatting)
- Click Save
Only one pinned note is shown at a time. You can edit or delete it.