Clients
Clients are the people and organisations your firm works for. Every matter, invoice, proposal, and document in CaseFlow ties back to a client record.
What you can do
- Create client records for individuals or companies
- Store multiple contacts per client (billing, primary, etc.)
- Organise clients into groups
- Attach notes and documents directly to a client
- Import clients in bulk from CSV
- View a client's full history: matters, invoices, payments, proposals, contracts
The client list
Click Clients in the sidebar to see all your clients. The list shows:
- Company/individual name
- Primary contact name and email
- Phone number
- Active matters count
- Groups they belong to
Use the search bar at the top to filter by name, email, or phone. You can also filter by group using the dropdown.
Client profile
Click any client's name to open their profile. The profile has tabs, and you see a tab only when your role lets you see that kind of record:
| Tab | Contents |
|---|---|
| Profile | The client's details, address, groups and administrators |
| Contacts | All people associated with this client |
| Notes | Internal notes (not visible to the client) |
| Statement | The client's account statement for a period |
| Financial Ledger | The client's financial ledger, which you can filter by matter |
| Client Trust Balance | The money held in trust for this client |
| Invoices | All invoices issued to this client |
| Client Payments | Payment history |
| Legal Proposals | Proposals sent to this client |
| Billing Adjustments | Credit notes issued to this client |
| Fee Estimates | Estimates sent to this client |
| Disbursements | Disbursements recorded against this client |
| Engagement Letters | The client's engagement letters |
| Matters | Linked matters with status |
| Tasks | Tasks linked to this client |
| Documents | Files attached to the client record |
| Reminders | Reminders set on this client |
Who may change a client
Changing a client's details, groups or active status needs the Clients edit permission, or being one of that client's administrators. Deleting a client needs Clients delete.
Being a client's administrator lets a team member open and change that client even without the Clients permissions. Only a team member with both Clients view and Clients edit can assign or remove a client's administrators, on the Profile tab. A team member who adds a client without Clients view becomes its administrator automatically.
A client who signed up through the client portal stays inactive until you confirm the registration. Until then you cannot switch them active.
Switching a client off
The switch in the client list's Active column turns a client off or on. While a client is off:
- It is not offered when you create new records.
- None of its contacts can use the client portal. A contact who is signed in is signed out on their next page, and any device they chose to stay signed in on is forgotten.
- A contact who tries to sign in, enter a two-step code or reset their password is told their account is inactive. No portal invitation, welcome or password-reset email is sent to them, including to a contact you add or give portal access while the client is off.
Switching the client back on reopens the portal to each of its contacts who is switched on and has portal access. Nothing about the contacts themselves changes either way. To invite a contact you added or gave portal access while the client was off, open the contact and use Resend set-password email. A CaseFlow support session cannot switch a client on or off.
Plans and availability
Client management is available on all plans. The client portal (where clients log in to view their own invoices and documents) requires the Growth plan or above.