Clients, contacts and leads
- Free
- Solo
- Team
Once you connect an AI app to Kiaro, you can ask it about your clients and leads and have it keep them up to date. It works with your data as you: it sees what you can see in Kiaro and follows the same plan limits.
What you can ask
| You say | What happens |
|---|---|
| ”Which clients have gone quiet?” | Lists active clients with no recent activity, quietest first |
| ”Catch me up on Northwind” | Shows the next suggested action, open tasks, money owed and the last meeting |
| ”Add Acme Ltd as a client, contact Ann at ann@acme.com” | Creates the client with Ann as primary contact |
| ”Send Acme’s invoices to their finance person, Raj” | Adds Raj as a contact who receives invoices |
| ”I just called Acme, remind me again next month” | Logs the follow-up and schedules the next one |
| ”What’s in my pipeline?” | Lists your open leads, with their confidence and expected close date |
| ”Add a lead: Bright Studio, about 5,000 euros, from a referral” | Creates a lead with its deal |
| ”We won Bright Studio” | Makes the lead an active client and creates its first project |
| ”Bright Studio went with someone else on price” | Marks the lead as lost, with the reason |
Leads are listed together with your clients. Your AI app finds them by filtering the client list by lead status.
Actions that need your approval
These never happen straight away. Your AI app gives you a link; open it in Kiaro, check exactly what will happen, then approve or reject it. See Approvals.
- Removing a contact from a client
- Deleting a client. This also deletes its contacts, projects, tasks, time, deliverables, milestones, invoices (paid ones included), payment links, contracts, proposals, meetings, knowledge articles, checklist items and ended retainers, together with the files attached to them (contract documents, signed contract PDFs, deliverable files and knowledge article files). The approval page shows how many of each, with paid invoices counted separately. If another client’s time or milestones were billed on one of this client’s invoices, they are not deleted: they go back to uninvoiced so you can bill them again.
Kiaro refuses to delete a client, and tells your AI app why, in these cases:
- It has projects that are planning or in progress.
- It has a retainer that isn’t ended. End this client’s retainer before deleting the client. Ended retainers are deleted along with the client.
- Records belonging to another client, or to no client, are linked to this client’s projects, agreements or retainers. This includes another client’s invoice that bills this client’s time or milestones. Move or unlink them first.
Everything else on this page (creating and editing clients, contacts and leads, and logging follow-ups) happens directly, and you can change it back in Kiaro at any time. If you only want a client out of the way, ask for it to be marked inactive or past instead of deleted.
Good to know
- Plan limits apply. On the Free plan you can have 3 active clients. That limit covers everything your AI app does: creating a client, changing a client’s status to active (including reactivating one), and marking a lead as won. Leads do not count, so your AI app can still add them.
- Read-only clients stay read-only. On the Free plan, past, inactive and lost clients can’t have their details changed until you reactivate them.
- Portal access is managed in Kiaro. Your AI app cannot add or edit portal access, or change the email address of a contact who has it. A client or lead created by your AI app starts with portal access off for its contact. Workspace owners and admins manage portal access in Kiaro.
- Follow-up dates use your timezone. The quick follow-up options (1 week, 2 weeks, 1 month and 3 months) and the check for which follow-ups are due or overdue are worked out in your timezone, so they land on the day you expect.
- Duplicate names are refused. If a client or lead with the same name already exists, your AI app is told so rather than creating a second one.
- No emails are sent. Nothing on this page emails your clients. Choosing who receives invoices only decides who gets them when you send one.