Adding Clients

Briefly, there are two ways:

1. Manual Addition (+ New Client): We will detail this in depth.
2. Import from File: For large volumes of data, using the iFlows template.

Press the "+ New Client" button to open the form.

A. Section: CONTACT – Primary and Communication Information

Here you establish the basic identity of the client and the main communication channels.

1. Automatic Import:
   • Selector (Company / ANAF):
     • Why is it important? It saves time and reduces human error during data entry.
   • Text field (CIF / CNP):
     • This is the unique tax identifier. Its accuracy ensures the validity of tax documents and the success of the automatic import.
   • "Import" Button:
     • What does it do? Triggers the query to the ANAF (National Agency for Fiscal Administration) database.
     • Expected result: Name, Address (Country, County, Locality, Street, Number), CIF/CNP, VAT Status, Trade Register Number, CAEN Code, and Object of Activity fields will be filled automatically if the company is found and the data is public and available.
2. Name (mandatory field):
   • Why is it important? It is the official legal name used on all tax documents (invoices, proformas) and contracts.
   • System impact: This name will be the primary reference in lists, reports, and searches.
3. Alias:
   • Why is it important? Facilitates quick and intuitive identification of the client by your team, especially if the legal name is long, hard to remember, or if the client is known by a brand name.
   • Concrete example: The company "Advanced Technologies for the Processing Industry SRL" can have the alias "TechInd" or "BrandX". Thus, in quick searches, the team can type "BrandX" instead of the full name.
   • System impact: Does not appear on official tax documents but is visible internally and can be used in search filters.
4. Phone / Mobile Phone:
   • Why are they important? Essential channels for quick communication. "Mobile Phone" is particularly important if you enable SMS notifications.
   • Concrete example: For a quick delivery confirmation or an urgent issue, the mobile number is vital.
5. Account Manager:
   • Why is it important? This field is useful for internal organization and accountability.
     • Accountability: Clearly establishes who in your team handles the relationship with that client.
     • Workflow Filtering: Allows each account manager to filter the list of orders, tasks, or activities to see only those related to clients in their portfolio. Concrete example: If Andrei is an account manager, he can filter the "Workflow" in iFlows to see only orders from his assigned clients, focusing on his priorities without being distracted by other colleagues' orders.
     • Performance Reporting: Allows generating sales or activity reports for each account manager.
     • Internal Communication: In case of a problem or client request, the internal contact person is quickly known.
     • Commissions: If the commission system is linked to sales per client, this field is essential.
   • How to fill it in? Select the responsible employee (or employees) from the dropdown list.
6. Primary Email:
   • The official address for correspondence. If you activate the adjacent toggle, it becomes the main channel for automatic system notifications (invoices, order status, etc.).
   • Toggle (right):
     • Active (green): The client automatically receives invoices, order confirmations, delivery notifications, etc., at this email address.
     • Inactive (gray): Automatic notifications are not sent to this primary email.
7. "+ New Contact" Button:
   • Why is it important? Most companies have multiple people with different roles. Adding them here allows for targeted and efficient communication.
   • Concrete example: For "ALPHA CONSTRUCT SOLUTIONS SRL", you can add:
     • Contact 1: Ana Popescu, Job Title: Procurement Manager, Email: ana.popescu@ ..., Phone: ... (receives offers, discusses orders).
     • Contact 2: Ion Barbu, Job Title: Accountant, Email: ion.barbu@ ..., Phone: ... (receives invoices, discusses payments).
     • Contact 3: Mihai Radu, Job Title: Warehouse Manager, Email: mihai.radu@ ..., Phone: ... (discusses deliveries, goods reception).
   • Email Marketing Toggle: For each secondary contact, decide if they will be included in marketing campaigns. Example: Ana Popescu (Procurement) might be interested in newsletters with new products, while Ion Barbu (Accountant) probably would not.

The accuracy of this data is vital for the legality of transactions and the smooth running of the commercial relationship.

1. Country, County, Locality, Street, Street Number, Additional Information, Zip Code:
   • Why are they important? These constitute the client's official fiscal address, which must appear correctly on all invoices. Errors here can lead to issues in e-Factura. If you used "Automatic Import", these fields should already be filled. Check them carefully!
2. Client Type (mandatory):
   • Helps segment the portfolio and apply different commercial policies.
   • Concrete example: A "Reseller" might be offered special prices (dedicated price lists) and longer payment terms than an "End Client". A "Public Institution" may have specific procurement procedures.
3. Client Level (mandatory):
   • Why is it important? ESSENTIAL for dynamic pricing strategies, personalized marketing, and resource allocation.
     • Prices and Discounts: You can configure different price lists or automatic discount rules in iFlows based on the client level. Concrete example: A "Large Business" client could automatically benefit from a 15% discount on all products, while a "Small Business" might not. This is configured in the "Products" and/or "Discounts" module but relies on the level set here. Also, if the sales mode is Acquisition Cost + Markup, or Last Acquisition + Markup, markups will relate to the client level.
     • Marketing: You can create specific marketing campaigns for each level (e.g., exclusive offers for "Large Business" clients).
     • Prioritization: You can decide to allocate more resources or a higher level of support to high-level clients.
     • Automation: If you set the automatic level calculation in "Settings > Clients > Level & Status" (based on the average order value over a period, e.g., last 6 months), iFlows can automatically move a client from "Medium" to "Large" if they reach the value threshold, instantly applying the associated benefits (e.g., better prices).
   • First setting: When adding a new client, an initial estimate is usually made, and then the system (if configured) or a periodic manual review adjusts the level. If the automatic option is not activated, the system will never change the client's level.
4. CIF/CNP, VAT Payer, Registration No.
5. Bank, Bank Account
6. Payment Term (days):
   • Why is it important? Establishes the due date for invoices. A payment term correctly set here will be automatically applied to every invoice issued for this client, saving time and ensuring consistency.
   • Concrete example: If you set 30 days, an invoice issued on June 1st will have a due date of July 1st.
   • Impact: Affects cash flow and reports of unpaid invoices.
7. Payment Method:
   • Informational, helps understand client preferences and can be useful for the finance department.
8. Client Status:
   • Why is it important? Reflects the client's life cycle in the relationship with your company.
     • Prospect: Has not purchased yet. Important for the sales team.
     • Active: Has purchased. The iFlows system will automatically change from "Prospect" to "Active" at the first order.
     • Inactive: Has not purchased for a while. This period is set in "Settings > Clients > Level & Status". Example: If you set 180 days, a client who hasn't ordered in 181 days will automatically switch to "Inactive".

1. Shipping Payment (Supplier/Client):
   • Clarifies who covers the logistics costs.
2. "Add New Address" Button:
   • Why is it important? Many clients have their registered office in one location and multiple delivery points (warehouses, shops). This functionality allows centralized management of all these addresses.
   • "Location name" field (mandatory):
     • Concrete example: For a client with several pharmacies, you could have: "Unirii Pharmacy", "Dristor Pharmacy", "Central Warehouse".
   • "Default" Toggle:
     • Why is it important? When you generate an AWB (transport document) for an order, the delivery address marked as "Default" will be preselected, reducing the risk of sending goods to the wrong address and speeding up the process. It is recommended to set a default address if most deliveries go to a specific location.

1. Fax, Website: Complementary information about the client.
2. Client Source:
   • Why is it important? To understand the efficiency of marketing and sales efforts.
   • Concrete example: If at the end of the month you see in reports that most new clients came from the "March Facebook Campaign" or "Referral Client X", you know where to allocate more budget or what strategies are working. If the source is "Unknown" for many clients, you lose valuable information.
3. CAEN Code (Classification of Activities in the National Economy), Object of Activity:
   • Why are they important? Allow for finer segmentation of clients by industry, useful for personalized offers or market analysis. Example: You can create a special campaign for all clients with a CAEN code in the construction sector.
4. Tags: (video tutorial available here: https://www.youtube.com/watch?v=QSu0B6sXNzg)
   • Why are they important? Provide a maximum level of granularity in client classification, beyond Type and Level.
   • Concrete example: "Webinar X Participant", "Horeca". These tags allow the sales or marketing team to personalize their approach. You can filter the client list by one or more tags for specific actions.
5. Latitude & Longitude:
   • Why are they important? They are automatically populated after saving the address and are used to display client locations on interactive maps in the Reports module. This helps with:
     • Visualizing the territorial distribution of clients.
     • Route planning for sales agents or service teams.
     • Identifying areas with growth potential.
6. SMS Notification / Email Notification (toggles):
   • Why are they important? Control automatic transactional communications. Enabling them ensures the client is promptly informed about order status, invoices, etc. Disabling them might be necessary at the client's request.

• Account: Essential if you offer clients a B2B portal. Here you create their access. The client will receive an email with the access link.
  • Why is the client portal important? Reduces the number of calls to your company for information about orders and invoices. The client has autonomy and 24/7 access to their information.
• Documents: A complete history of all documents (invoices, receipts, proformas, contracts).
• Notes: Here you can record all interactions with that client. Concrete example: An agent notes: "05/15/2024 - Phone call with Ms. Popescu. Interested in product Y, but waiting for budget approval. Follow up on 05/25/2024." A reminder can be set for the follow-up.
• Client Level History: If you use automatic levels, here you can clearly see how the client fluctuated between "Small", "Medium", "Large" and what the average order value was that triggered the change. Useful for understanding purchasing behavior.
• Marketing: See exactly which email campaigns the client received.
• Client Sheet: A financial balance for the client. Quickly see issued invoices, payments made, and current balance.
• Standardized Documents: If you have standard contracts or other repetitive documents, you can find them here, automatically personalized with the client's data.