Client Profiles

The client profile is the space where you can find an overview of all the details relating to a particular client. You can view their address information, contacts, assigned users and activity history. You can also create tasks or client requests, send emails and navigate to their insights or organization. It serves as a centralized hub for managing and accessing essential client-related data within Zoho Practice.

Let’s take a quick tour of the client profile and how you’ll be able to manage your client details from this space.

Manage Client Information

You can view the primary information of your clients such as their business name or address details from the left pane.

Adding Contact Persons

A contact person is a designated individual who serves as a point of communication related to tasks or general clarifications with respect to your client. For example, If you need to discuss specific legal details or seek clarifications, you can add the relevant legal consultant of your client as a contact person. This way, you can choose to communicate directly with the designated attorneys of your client.

You can add up to 100 contact persons for a client. To add a contact persons:

Add Contact Persons

Note:For clients with linked organizations, you can add users from the respective organization as the client’s contact persons.

Assigning Users

You can assign users to your client who can manage tasks related to the client’s accounting needs. The assigned users will be able to access the client’s information, collaborate with them through client requests, and view the client organization’s financial insights.

To assign users to a client:

Assign Users

Note: If this option is selected, the assigned user will be added as admin in the client’s organization.

In addition to recording client information, you can also contextually create tasks, client requests and send email notifications to your clients and more - right from the client profile!

Accessing Client’s Organizations

You can access your client’s Zoho Finance organizations with just a single click from within Zoho Practice. Click the required Go to Organization in the top pane of the client’s profile page.

Linking and Unlinking Client Organizations

Linking Other Clients Organizations

To import a client’s organization:

Unlinking Zoho Clients Organizations

Note: This is only applicable for the clients with the Client Type as Zoho Client.

Here’s how you can unlink an organization of a client from their client profile in Zoho Practice:

Note: When you unlink an organization, the Zoho Practice users who were added to your client’s organization will be removed as well.

Activity History

Activity History provides a record of every activity related to your client in Zoho Practice. This includes the details of the activity, the associated user, and the time stamp of when the activity occured. The section serves as a valuable record-keeping section, and can provide insights into the sequence of events relating to the particular client. This is especially helpful during audits.

Activity History

Emails

Prerequisite: Your Zoho Practice organization must be integrated with Zoho Mail. Learn more about integrating Zoho Practice with Zoho Mail.

In this section, you can view the manually sent email notifications and system-generated emails that are sent to your client from Zoho Practice. Once your Zoho Mail account is linked, you can:

Learn more about the Zoho Mail integration.

Tasks

You can create tasks right from the client’s profile. Here’s how:

Client Requests

You can create client requests for your clients right from the client’s profile page. Learn more about client requests.

Note: You will be able to create client requests only for clients whose client type is Zoho Client.

Adding Comments

Each of your clients may have their own way of managing their organization or how they prefer their tasks to be done. One cannot always remember every nitty-gritty detail about a client. This is why it’s crucial that any client-specific information is recorded for the benefit of your team to have all your team members on the same page.

You can add comments to a client’s profile to record any key information or insights about your client. Here’s how:

Note: These comments can be viewed by the users assigned to the client and by users with the necessary permissions.

Viewing Insights

You can navigate to a client’s insights directly from the client’s profile page. Click the insights icon in the top pane and you will be redirected to the client organization’s insights.

In certain instances, when the client’s organization has insight alerts, you will be able to view them directly from the client profile. Once you click the insights icon, the Alerts popup will be displayed. The Alerts popup has insights related to unusual increase or decrease in the general ledger of your client’s organization. You can click View Insights in the top-right corner of the popup to go to the insights page.

Viewing Insights

Contextual Chat

You can use contextual chats to initiate discussions with the users in your client’s organization. Alternatively, you can create a group with only Zoho Practice users as participants to have discussions internally regarding the client.

Here’s how you can create a contextual chat:

Adding documents or files

You can add documents related to a client from their profile page. To do this:

Adding Documents

Note: You can upload a maximum of 25 files with each file size being 5MB or lesser.

Note: If your organization is integrated with Zoho Mail, you can add documents directly from emails.

When you hover over the file, you will find the options to download, remove and delete the file.