Clients & Prospects

Creating a Client or Prospect

To create a new client or prospect record:

1. Navigate to Clients or Prospects in the left sidebar
2. Click Add
3. Fill in the required fields (marked with an asterisk *)
4. Click Save

Tip: Only the fields marked with an asterisk are mandatory. You can save the record with minimal information and come back to complete the rest later. Don't let missing details stop you from creating the record.

Commercial Information

The client record includes a Commercial information section with two important checkboxes:

• Group invoices — When enabled, BlueRockTEL consolidates all of this client's folders into a single invoice per billing period. This is useful for clients who have multiple services but want to receive one unified invoice.
• Subject to VAT — When enabled, the current tax rate is automatically applied to all invoiced articles for this client. Disable this only for clients who are exempt from VAT.

Managing Contacts

Each client or prospect can have one or more contacts. To add a contact, open the client record and navigate to the Contacts section.

For each contact, you can set the following options:

• Active — Only active contacts appear in selection lists and receive communications
• Invoice recipient — This contact receives invoices by email
• Client portal access — This contact can log in to the client portal to view invoices, services, and open support tickets

Tip: You can assign different roles to different contacts. For example, a technical contact might have portal access for support, while the finance contact is set as the invoice recipient.

Contact functions (e.g. "Technical", "Billing", "Director") are configurable under Configuration --> Functions in the left sidebar.

Payment Methods

BlueRockTEL supports several payment collection methods. Before configuring client payment methods, make sure your own company's banking information is set up.

Important: You must configure your company's IBAN, BIC, and SEPA Creditor ID under your name (top right) --> Organisation before you can set up client payment methods or generate SEPA collection files.

Recording Client Bank Details

On the client record, navigate to the Payment section to enter:

• IBAN — The client's bank account number for SEPA direct debit
• GoCardless mandate details — If you use GoCardless for payment collection, enter the mandate reference here

Payment methods can also be customised at the folder level. This is useful when a client has different payment methods for different services — for example, one folder paid by direct debit and another paid by bank transfer.

Invoice Delivery Methods

BlueRockTEL offers several ways to deliver invoices to your clients:

You configure the delivery method on the client record. The chosen method applies to all invoices generated for that client.

Notes and Actions

BlueRockTEL provides two tools for team collaboration on client records: notes and actions.

Notes

Notes are visible permanently on the client page. Use them for:

• Important reminders about this client's preferences or requirements
• Historical context that any team member should see when opening this record
• Warnings or special instructions (e.g. "Always CC the CFO on invoices")

Notes remain visible to anyone who opens the client record.

Actions

Actions are future-dated tasks assigned to team members. Use them for:

• Scheduling a follow-up call or meeting
• Reminding a colleague to send a document
• Tracking a pending decision from the client

To create an action, open the client record and click Add action. Set the due date, assigned team member, and description.

Tip: You can view all actions across all clients from the main menu under Events --> Actions. This gives you a consolidated to-do list with calendar navigation, so nothing falls through the cracks.

Converting Prospects to Clients

When a prospect becomes a paying customer, you need to convert them to a client record. BlueRockTEL offers two approaches:

Manual Conversion

1. Open the prospect record
2. Click Convert to client
3. The prospect's information (company name, contacts, notes) is carried over to the new client record

Automatic Conversion with Standard Installations

If your organisation uses the Standard installations module (configured under Configuration --> Standard installations), prospect-to-client conversion can happen automatically when a folder is activated. This is part of a broader workflow automation — see Quotes & Sales Pipeline for details.