The Client Level functionality is a powerful tool that allows you to segment customers into distinct categories (Small, Medium, Large Business) to apply differentiated pricing strategies and track their evolution automatically.

This tutorial covers three main aspects:

1. Configuring sales prices based on client level.
2. Assigning and filtering clients based on their level.
3. Automation of client level assignment based on sales performance.

Before making any settings in iFlows, you must decide how you want to structure your pricing. Answer the following question:

Do you want to sell products at different prices depending on the client level?

There are two main scenarios:

Scenario A: Yes, I want differentiated prices.
This is the case when you want to offer more advantageous prices to strategic clients, those with high order volumes, or reseller partners. If this is the objective, then the Client Level functionality is ESSENTIAL for your business.

For this scenario, the price calculation strategy in iFlows can be:

1. Acquisition Cost + Markup: The selling price is calculated by adding a percentage margin to the product's acquisition cost. The margin varies according to the client level (Small, Medium, Large).
2. Last Entry + Markup: The selling price is calculated based on the cost from the most recent entry document, to which the client-level specific margin is added. This method is ideal if supplier prices change frequently, as it ensures your profit margin is always protected relative to the most recent cost.

Scenario B: No, I will have a fixed price for everyone.
This is the strategy where you sell the same product at the same price to all customers, regardless of the commercial relationship or order value.

If you are in this scenario:

• Setting markup margins for different client levels is not necessary. You will use the Fixed Price option for products.
• The Client Level functionality remains useful, but in a secondary role: for segmentation and filtering. You can, for example, tag clients as Large Business to send them special offers or to analyze sales reports dedicated only to this segment, even if the product price is the same for everyone.

Strategic conclusion: Decide first whether the pricing policy will be uniform or differentiated. This decision will dictate how deeply you will utilize the Client Level functionality.

Once you have clarified your strategy, here is how you can implement it:

1. Navigate to Products and edit the desired product.
2. In the Price section, at the Sales Price Source field, choose one of the options:
   • Acquisition Cost
   • Last Acquisition
3. Fill in the percentage margins in the fields that become active:
   • Large Business Markup (%)
   • Medium Business Markup (%)
   • Small Business Markup (%)
4. If you chose Scenario B (fixed price), select Fixed Price at "Sales Price Source" and fill in the value in the "Fixed Price" field.

1. Navigate to Clients.
2. Edit a client and, in the Billing section, assign them a Client Level (Small, Medium, or Large).
3. Return to the client list and use the Client Level filter above the table to quickly view all clients in a specific category.

Step 3: Automation

This advanced feature allows you to automatically promote or demote clients between levels based on their performance.

1. Navigate to Settings -> Clients -> Level & Status tab.
2. Enable the Automatic Client Level switch.
3. Configure the rules:
   • Day of the month: Set when the check is performed (e.g., day 1).
   • Average Period (in days): Define the order analysis window (e.g., 180 days).
   • Value thresholds: Set the value limits (in EUR or other currency) that define each level.
     • Small Business: under 700 EUR
     • Medium Business: between 700 and 2500 EUR
     • Large Business: over 2500 EUR

Thus, the system will periodically recalculate each client's level, rewarding loyalty automatically.

To understand a client's evolution:

1. Navigate to Clients and open the client details.
2. Access the Client Level History tab.
3. Here you will see a complete log of all level changes, along with the date and order average that caused the change. This provides total transparency over the automated process.

Let's assume we have the following business situation:

• Product: "Ergonomic Office Chair"
• Client A: a new client with low turnover. We will categorize them at the Small Business level.
• Client B: a long-term client with a high and constant volume of orders. We will categorize them at the Large Business level.

Pricing Strategy:
We will use a strategy based on Acquisition Cost + Markup to reward loyal clients with better prices.

Step 1: Configuring the "Ergonomic Office Chair" Product

First, we set the pricing rules for our product.

1. Navigate to Products -> Edit "Ergonomic Office Chair".
2. Establish the acquisition cost:
   • In the Acquisition Cost field, we enter the value 300 EUR. This is the price at which we buy the chair from the supplier.
3. Establish the price source and markup margins:
   • In the Sales Price Source field, we select the Acquisition Cost option.
   • Now we configure the differentiated markup margins:
     • Large Business Markup: 20% (for large clients, we want a smaller margin to be competitive).
     • Medium Business Markup: 40% (for medium-level clients).
     • Small Business Markup: 60% (for small clients with rare orders, the margin is higher).

We have saved the product. Now, iFlows knows how to calculate the sales price for this chair based on the level of the client who orders it.

Scenario 1: Creating an order for Client A (Small Business)

1. Go to Sales and create a New Order.
2. Select the client: A
3. Add the product: "Ergonomic Office Chair".

What happens behind the scenes?
iFlows sees that the client is at the Small Business level. According to the rule set on the product, it must apply a 60% markup to the acquisition cost.

• Price Calculation:
  • Acquisition Cost: 300 EUR
  • Markup (60%): 300 * 0.60 = 180 EUR
  • Final Sales Price (excluding VAT): 300 + 180 = 480 EUR

In the order, the unit price for the chair will be automatically filled with 480 EUR.

Scenario 2: Creating an order for Client B (Large Business)

1. Go to Sales and create a New Order.
2. Select the client: B
3. Add the same product: "Ergonomic Office Chair".

What happens behind the scenes?
iFlows identifies the client as being at the Large Business level and applies the corresponding 20% markup.

• Price Calculation:
  • Acquisition Cost: 300 EUR
  • Markup (20%): 300 * 0.20 = 60 EUR
  • Final Sales Price (excluding VAT): 300 + 60 = 360 EUR

In the order, the unit price for the same chair will be automatically filled with 360 EUR.

Example Summary:

Element	Client A (Small Business)	Client B (Large Business)
Product	Ergonomic Office Chair	Ergonomic Office Chair
Product Acquisition Cost	300 EUR	300 EUR
Applied Markup	60%	20%
Final Sales Price	480 EUR	360 EUR

Even if you have defined a pricing strategy (based on markup or fixed price), iFlows offers you the flexibility to intervene manually in specific cases. This allows you to manage individual negotiations or grant additional benefits without changing the general rules.

There are three main mechanisms to adjust prices:

1. "Editable Price" Option - Total Freedom in Documents

Regardless of the chosen strategy (Acquisition Cost + Markup, Last Entry + Markup, or Fixed Price), you have the possibility to override the automatically calculated price directly in the sales document (offer, order, invoice).

How does it work?

1. Enabling the option on the product:
   • Navigate to the Products section and edit the desired product (e.g., "Ergonomic Office Chair").
   • In the Price section, check the Editable Price toggle.
   • Save the changes.
2. Editing the price in the document:
   • Now, when you add this product to an offer, order, or invoice, iFlows will automatically fill in the price according to the rule (e.g., 480 EUR for the Small Business client).
   • However, thanks to the "Editable Price" option, the price field in the document will be active. You can click on it and manually type another value. For example, if you negotiated a special price of 450 EUR for a specific order, you can enter this value directly, overriding the system-calculated price.

2. Granting One-off Discounts

In addition to editing the price, you can offer a percentage or value discount directly on the product line in any sales document.

How does it work?

1. When you create an offer, order, or invoice, add the product.
2. On the product row, you will find a dedicated column for Discount.
3. You can enter:
   • A percentage value (e.g., 10%).
   • A fixed value (e.g., 50 EUR).
4. The system will automatically recalculate the final line value, applying the discount on top of the selling price (whether automatically calculated or manually edited).

When is it useful? To offer volume discounts, to reward advance payment, or within time-limited promotional campaigns.

3. Special Price Lists ("Discounts" Tab)

For more complex situations, where you want to establish long-term preferential prices for certain clients or groups of clients, you can use special price lists.

How does it work?

1. Navigate to Settings -> Clients.
2. Access the Discounts tab.
3. Here you can configure rules that apply to certain types of clients (e.g., "Final Client", "Reseller") or a specific client. These rules can define specific discounts or fixed prices for certain products or product categories, valid only for that type of client.

When is it useful? This mechanism is ideal for managing strategic partnerships, such as those with resellers. A reseller can have access to a completely different price list than a final client, regardless of their order value.