1. About Clients & Where They Come From
A client is a person (and, usually, their company) you do business with. Each client record holds their contact details, company information, address, status and the client letters you have generated for them.
Why this matters
Clients are the people your proposals, deals and letters are about. Keeping their details accurate here means everything generated for them, letters and documents, is correct too.
Note
Most clients are created automatically. When you sync a customer from a Deal (Deals → open a deal → Enable Client Sync), Proffa creates the client record for you. The Clients menu is then where you view and maintain those records. See the Deals manual for the sync step.
2. The Client List
The Client List shows all your clients in a table, with a Total count at the top. From here you can search, sort, filter, export, and open any client to view or edit them.
2.1 The columns
| Field / Control | Description |
|---|---|
| Client Name | The client’s full name. Shown as a blue link, click it to open the client record. |
| Company Name | The client’s business name. |
| The client’s contact email address. | |
| Phone | The client’s contact number. |
| City / Country | Where the client is based. |
| Created At | The date the client record was created. |
| Status | Active (green) or Inactive (red). |
| Action | View, Edit and Delete buttons for each client (see 2.4). |
Tip
You may not see every column at once. Use the Columns button to show or hide columns to suit you.
2.2 Finding clients, search, sort, filter & group
- Search, type in the “Search clients” box to find clients across the table.
- Sort, click a column header to sort by it; hold and click another to sort by several columns.
- Filter, use the filter row beneath the headers, or a column’s header-filter, to narrow the list (e.g., only Active clients, or one city).
- Group, drag a column header into the group panel to group clients (for example by Country or Status).
- Page size, show 15, 25, 50 or 100 clients per page using the pager at the bottom.
Tip
Proffa remembers your layout (columns, sorting and filters) on this device, so the list looks the same next time you open it. Use Reset View to return to the default.
2.3 Toolbar: Refresh, Columns, Export & Saved Views
| Field / Control | Description |
|---|---|
| Refresh | Reload the list from the server to pick up the latest changes. |
| Reset View | Clear your sorting, filters and column changes back to the default. |
| Columns | Choose which columns are shown or hidden. |
| Export Excel | Download the current list to an Excel file. |
| Saved view (dropdown) | Apply a layout you saved earlier. |
| Save New View | Save the current columns/sort/filters as a named view to reuse later. |
| Update Selected | Overwrite the selected saved view with the current layout. |
| Delete View | Remove the selected saved view. |
Tip
Saved Views are great for recurring needs, e.g., a “Clients by City” or “Active Clients” layout you can switch to in one click.
2.4 Opening, editing & deleting from the list
| Field / Control | Description |
|---|---|
| View (eye icon) | Open the client record to read their details. |
| Edit (pencil icon) | Open the client record to change their details. |
| Delete (bin icon) | Remove the client. Proffa asks you to confirm first. |
You can also click the client’s name (the blue link) to open them directly.
Note
View, Edit and Delete appear based on your role’s permissions. If you don’t see Edit or Delete, your role does not allow it (Settings → Roles).
3. Opening a Client Record
Opening a client shows their record with two tabs, Client Info and Client Letters. The record opens in View mode (read-only) or Edit mode (changeable) depending on which action you used.
3.1 Client Info tab
Holds all the client’s details, grouped into three sections. In View mode the fields are read-only; in Edit mode you can change them and Save.
Personal Information:
| Field / Control | Description |
|---|---|
| First / Middle / Last Name | The client’s name. |
| Salutation | How you address them, e.g. “Dear John”. |
| Addressee | The formal addressee for letters, e.g. “Mr. Smith”. |
| The client’s email address. | |
| Client Phone No. | The client’s contact number. |
| Status | Active or Inactive, use Inactive for clients you no longer work with. |
Company Information:
| Field / Control | Description |
|---|---|
| Company Name | The client’s business name. |
| Company Phone | The business phone number. |
Address Information:
| Field / Control | Description |
|---|---|
| Address | Street address. |
| City | Town or city. |
| State / Region | State or region. |
| ZIP / Postcode | Postal code. |
| Country | Country. |
How to edit a client
- 1Open the client (use Edit on the list, or open it and switch to Edit).
- 2On the Client Info tab, update any of the fields above.
- 3Set the Status to Active or Inactive as needed.
- 4Click Save. Proffa confirms the update.
Tip
Client details are also used on letters and documents, so keeping the name, addressee and company correct here keeps those documents correct too. If the client is linked to a Deal, updating the deal’s contact also keeps this record in step.
3.2 Client Letters tab
Why this matters
This is where you produce a client’s letters from your saved templates, without retyping. Proffa merges the client, company and onboarding details into the template automatically, so each letter is personalised and consistent.
On this tab you can:
| Field / Control | Description |
|---|---|
| Generate from a template | Pick one of your Client Letter templates (set up in Settings → Client Letters); Proffa fills in the client’s details automatically. |
| Edit the letter | Adjust the wording in the editor before saving. |
| Save | Store the generated letter against this client. |
| Download | Download the letter (e.g., as a document) for your records. |
| Send | Email the letter to the client. |
| Notes | Add internal notes against a letter, and remove them later. |
| Delete | Remove a generated letter. |
- 1Open the client and go to the Client Letters tab.
- 2Choose a letter template. Proffa generates the letter with the client’s details merged in.
- 3Review and edit the wording if needed.
- 4Click Save, then Download or Send to the client as required.
Note
If no templates appear, set them up first in Settings → Client Letters (see the Settings manual).
4. Adding a Client
In day-to-day use, clients are created for you when you sync a customer from a Deal, so you rarely add one by hand. The recommended flow is:
- 1Open the relevant Deal (Deals menu).
- 2Click Enable Client Sync on the Deal. Proffa creates the client record.
- 3The new client now appears in the Client List, where you can open and complete any remaining details.
Tip
Creating clients through Deals keeps the client and the deal linked, so their details stay consistent across the two. See the Deals manual, “Sync the Customer”.
5. Deleting a Client
- 1On the Client List, click the Delete (bin) icon on the client’s row.
- 2Confirm when Proffa asks “Are you sure?”.
- 3The client is removed and the list refreshes.
Important
Deleting a client cannot be undone. If you simply no longer work with them, set their Status to Inactive instead of deleting, this keeps their history.
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