Clients
Purpose
Single source of truth for every customer our consultancy serves. Stores contact details, default billing settings (hourly rate & currency), and high-level financial roll-ups (lifetime revenue, unpaid balance). Child records such as billable hours, invoices, projects and expenses all link here.
Fields
| Type | Field | Key Options / Formula | Notes |
|---|---|---|---|
| Client Name | — | Primary display name. Keep it short for nicer concatenations in other tables. | |
| — | Used by automations to send invoices / hour logs. | ||
| Phone | — | Optional. International format recommended. | |
| Address | — | “Street × City × Country” all in one line; feeds the AI-split fields below. | |
| Hourly rate | Precision 0 | Default rate applied to new Billable hours entries via lookup. | |
| Currency | ▫︎ EUR ▫︎ CZK ▫︎ USD | Pick the same currency as the hourly rate; critical for correct conversions downstream. | |
| Language | ▫︎ English ▫︎ Czech | Drives the language of email templates. | |
| Billable Hours Email Notification | — | When checked, daily automation emails a summary of new hours to the client. | |
| Address line 1 | Prompt: “Extract Address Line 1 from {Address}” | Auto-splits Address. Re-run if the master address changes. | |
| Address line 2 | Prompt: “Extract Address Line 2 from {Address}” | Returns empty if none. | |
| City | Prompt: “Extract City from {Address}” | Good for grouping/reporting by geography. | |
| State | Prompt: “Extract State from {Address}” | Blank for non-federal countries. | |
| Country | Prompt: “Extract Country from {Address}” | Good for grouping/reporting by geography. | |
| Invoices | — | Links to Invoices; multiple links allowed. | |
| Billable hours | — | Links to Billable hours; multiple links allowed. | |
| Billed projects | — | Links to Billed projects; multiple links allowed. | |
| Expenses | — | Links to Expenses; multiple links allowed. | |
| Billable hours (total) | Aggregation: SUM(values) on the Hours field | ||
| Billable hours (unpaid) | Filter: link not tied to a Paid invoice | ||
| Projects (revenue) (total) (USD) | Rollup of Price (USD) in child table | Values already converted to USD in the child table. | |
| Revenue (total) (USD) | {Billable hours (revenue) (total) (USD)} + {Projects (revenue) (total) (USD)} | Lifetime gross billings. | |
| To be paid (USD) | {Billable hours (unpaid) (USD)} + {Projects (unpaid) (USD)} | Outstanding balance visible to the AM team. | |
| Logo | — | Add client logo once; mail-merge uses it on invoice PDFs (aim for < 200 KB SVG/PNG). |