The Client - Summary tab gives a snapshot of what is happening for a client. This includes client and group information, client details, recent documents and tasks related to each client. This is where you can enter details of phone calls, file notes and meetings for the client.
The following is an example of the Client - Summary.
The following is the Client - Summary for a "Company" Client.
Client Details
The Client Details (on the left-hand side of Client Summary) shows the general information for the client. This includes information such as phone number, mobile number, physical and postal addresses.
The client information is updated and synchronised directly from the information held for that Client in your practice management software.
From Client Details, you can click the Open in PM button to open the client in your practice management software (you may be prompted to log in to your practice management software).
Note: If you need to update client information such as name or address, this must be done in your practice management software.
For practices integrated with Xero Practice Manager, if an Addressee has been entered for a Primary Contact, this information will be displayed in the Client Summary "Contact" field.
The Export Code or Client Code can be used when searching for a client in FYI. Enter all or part of the Export Code or Client Code in the same way as you would enter all or part of the Client Name to find a client.
For "Archived" or "Unmatched" clients only, the Name of the client can be changed (refer to Archived Clients, Resolving Unmatched Clients and Unmatched Client Import). Click the Name field, make the change to the Name and click the Tick icon to save the change (or click the X icon to not save the change). This can be useful when clients are imported as part of the migration and if they have been imported as Unmatched Clients where they have the Client Codes instead of names.
Note: Client Code is not available for UK sites.
Contact
The name of the Contact that is set as the Primary Contact in Xero Practice Manager is shown as the Contact in the Client Summary in FYI.
Client Email
From the Client - Summary, you can click the client's Email link to open the Create Email drawer with the Client and Email address added directly.
Note: If the Client has an email address assigned for the Client Contact Details, this displays as the Email in FYI. If the Client does not have an email address assigned, the email address of the Contact who is set as the Primary Contact is displayed in the Client Summary.
Client Phone or Mobile Number
From the Client - Summary, you can click the Phone number or Mobile number link. If your computer has a phone registered on it, this automatically loads your phone application and makes the connection with the number added directly from the link. It also automatically creates a Phone Call record within FYI and automatically adds to the Create Phone drawer the client and the phone or mobile number that you clicked.
If integrated with Xero Practice Manager, the Mobile number is not part of the general information of the client. In this case, you can add the client's name as one of the primary contacts. The Mobile Number for this contact will then be displayed in the Mobile Number field on the Summary tab. Please note this does not apply to the Phone Number field.
Client Details Sections
You can click to expand the other sections in the Client Details to see additional details for Tax & Company, Physical and Postal addresses, Relationships and Group Members.
Tax & Company
The Tax & Company section holds details from your practice management software such as Business Structure, Tax Number, Account Number. Some of these can be used as Merge Fields.
Refer to Including Merge Fields in Word Templates and Stationery, Including Merge Fields in Email Templates and Signatures and Including Merge Fields in Excel Templates.
Physical Address and Postal Address
The Physical Address sections are used to maintain the addresses for the client. The Address Search field uses the Google Maps API to automatically search for addresses. Click in the field and begin entering an address, autocomplete results will be displayed underneath and continue to be refined as you type more details. Click an address to automatically populate the address fields below.
If the Postal address is the same as the Physical Address, click the Same as Physical Address minus symbol to change it to a tick. The Postal Address fields will be hidden accordingly. When creating documents using the Client Postal Address, the Physical Address will be used instead.
Group Members
The Group Members section displays a list of all the clients that are members of the same Client Group as the displayed client. You can click on a client in the Group Members for quick access to display that client.
Client Interactions
You can enter a record of any Phone Calls, File Notes or Meetings directly from the Client - Summary tab.
Refer to the section Recording Client Interactions.
Documents and Tasks
You can scroll down the Client Summary tab to display the Documents and Tasks with the most recent documents and tasks for that client. You can click on any of these to open Documents and Tasks directly from the Client - Summary.