Clients & CRM

Clients are the foundation of your Kiaro workspace. Every project, invoice, and contract is linked to a client.

Adding a client

There are three ways to add a client, each with different policies so the workflow matches the situation:

• Clients → New Client (the full form) is for clients you plan to invoice. It requires a name, a contact person, an email address, and a complete billing address (address line 1, city, postal code, country). These fields are what every invoice needs, so we collect them up front rather than letting you save an incomplete profile you’ll have to come back to.
• Clients → Quick add is for capturing a lead before you have any other details. It only requires a name. The client lands in Lead status and waits for you to fill in the rest when the engagement becomes real.
• AI command bar (/client Acme Corp or a natural sentence like “add Acme to my clients”) also creates a lead-stage client with just the name, and extracts any other fields you happen to mention. Fastest path for ad-hoc capture.

Backfill prompt for legacy clients

If you open a client that predates the required-field policy and is missing any of the invoice-ready fields, you’ll see an amber banner at the top of the client detail page listing exactly which fields are missing, with an Add details button that opens the Identity card for inline editing. The banner disappears once all required fields are saved. Existing clients are never auto-blocked or deleted, just nudged the next time you touch them.

Client fields

• Name, The company or individual name
• Email, Used for sending invoices and portal access
• Phone, Contact phone number
• Contact person, The primary person you work with at the client
• Industry, The client’s industry (optional, useful for filtering)
• Billing address, Required for new clients. Rendered on every invoice sent to this client. Includes street, city, state/region, postal code, and country (searchable picker — type the country name, Kiaro stores the ISO-3166 code behind the scenes)
• Billing currency, Optional override that changes the default currency used when creating invoices, projects, or quotes for this client. Leave empty to use the workspace default. Once an invoice is issued, its currency is locked; changing this setting later does not affect existing invoices
• Status, One of: Lead, Active, Inactive, or Past
• Value, Lifetime or contract value for this client
• Start / End date, When the engagement began and ended
• Notes, Free-text notes visible only to your team

Client statuses

Use statuses to organize your pipeline:

• Lead, A prospective client (default for new clients)
• Active, Currently working with this client
• Inactive, Paused or dormant relationship
• Past, Engagement has ended

Client detail page

Click any client to view their detail page. From here you can see all related data in one place:

• Projects linked to this client
• Invoices and payment history
• Contracts
• Knowledge Base articles linked to this client
• Contact details and notes

Editing client information

The client detail page displays information in cards: Identity, Contacts, Billing Address, Portal Settings, and Notes. To edit any card, click the pencil icon in its top-right corner. The card enters edit mode and you can update the fields. Click Save to confirm your changes. Only the card you are editing enters edit mode; the rest of the page remains read-only.

Multiple contacts

Each client can have multiple contacts. Contacts are managed in the Contacts card on the client detail page. Click the pencil icon on the Contacts card to add, edit, or remove contacts. Every client must have at least one contact; Kiaro will not let you delete the only contact on a client.

Each contact has:

• Name, The contact’s full name
• Email, Their email address
• Phone, Their phone number
• Job title, Their role at the client organization
• Role, Decision Maker, Project Manager, Finance, Technical Lead, or Other

One contact is marked as Primary. The primary contact is who receives proposals and invoices by email.

When you create a new client with contact information, that contact is automatically created as the primary contact.

AI re-engagement

When a client’s status is Inactive or Past, a Draft Outreach button appears on their detail page. Click it to have the AI draft a re-engagement email based on the client’s history, previous projects, last contact date, and industry context. Review the draft and send it from your email.

Portal access

Each client can be given access to the Client Portal. Toggle Portal Enabled on the client record to allow them to log in and view their projects, deliverables, and invoices. The client needs an email address on file for portal access to work.

Searching and filtering

Use the search input on the clients list page to quickly find a client by name. You can also filter by status and sort by name, revenue, or last activity.

CSV export

You can export your full client list as a CSV file from the clients list page.