Adding a Client

This guide walks you through creating a new client in FlowForth.

Before You Begin

You need the Organization Admin role to create clients. If you don't see the option to add a client, ask your administrator for access.

Step-by-Step

1. Navigate to the Clients page from the main navigation.
2. Click the Add Client button in the top-right corner.
3. An inline form will appear with the following sections.

Basic Information

• Company Name (required) — The name of the client's business or the client's full name.
• Contact Person Name — The primary contact person at this client.
• Contact Email — Email address for the contact person.
• Billing Contact Email — The email address that receives all invoice and credit-note emails — invoice delivery, payment reminders, and credit notes. You can leave it blank when creating the client, but it must be filled in before you can send any invoice or credit note. Existing clients were pre-filled from their Contact Email so their sending keeps working.
• Contact Phone — Phone number for the contact person.

Business Address

• Street Address — The street name and number.
• Address Line 2 — Apartment, suite, or additional address info.
• Postal Code — The postal or ZIP code.
• City — The city name.
• Country — Select from the dropdown list of supported countries.

Business Type

For Business clients, you can choose a business sub-type that controls how invoices are delivered:

Business Type	Delivery	Numbering
Traditional (default)	Sent via the Peppol network, with email fallback	Business INV- series
Free Profession	Sent by email only — not on the Peppol network	Business INV- series

Free Profession is for individual businesses such as doctors, lawyers, notaries, and physiotherapists. They are legally businesses (they have a VAT number and stay on the business INV- series), but they are not on the Peppol network, so their invoices and credit notes are dispatched by email — using the same email-only controls as Individual clients. When you choose Free Profession, the PEPPOL ID field is hidden (it is never used); the VAT Number field stays.

The business type only applies to Business clients; it is not shown for Individual clients.

E-Invoicing

• VAT Number — The client's EU VAT number. When you enter a VAT number, FlowForth will show the expected format for the selected country (e.g., BE 0123.456.789 for Belgium).
• PEPPOL ID — The client's PEPPOL network address, used for electronic invoicing. Hidden for Free Profession clients.

Default Tax Settings

You can give a client its own default tax category and VAT percentage that pre-fill new invoice lines for that client:

• Default Tax Code — The Peppol tax category applied to new invoice lines (e.g., Standard, Exempt). Leave it on Use organization default to inherit your organization's default tax code.
• Default VAT % — The VAT rate used when the default tax code is Standard. Only editable for the Standard tax code; non-Standard codes always resolve to 0%.

These are defaults only — every invoice line can still be changed individually. They are useful when a client always bills under one category. For example, a VAT-exempt medical free-profession client can set its default tax code to Exempt (E) so every new line defaults to exempt, without touching the organization default. See Creating an Invoice for how the line, client, and organization defaults combine.

Very Important Client

• Very Important Client (optional) — Turn this toggle on to mark the client as always-important. New activities for any of this client's locations are then marked as very important jobs by default, inheriting the attention-grabbing highlight shown across the calendar, planners, and route dashboard. You can still un-flag an individual activity when you create it — the client setting is a default, not a lock. See Creating an Activity for how the highlight appears.

note

The option to also update a client's existing activities only appears when editing an existing client (there are no activities yet on a brand-new client). See Viewing & Editing Client Details.

Notes

• Internal Notes — Free-text notes about this client. These are only visible to your team.

4. Click Create Client to save.

The new client will appear in your clients list immediately.

What's Next?

After creating a client, you'll typically want to:

• Add locations — Create one or more locations where you perform work for this client. See Locations Overview.
• Set up notifications — If you use WhatsApp notifications, configure the client's notification preferences.

tip

If you have many clients to add, consider using the bulk import feature to create them from a CSV file.