Adding clients is your first step toward organized, professional quoting and invoicing. Once you have your clients set up, you'll be able to create quotes in seconds, track your business history, and build stronger customer relationships.
This guide walks you through creating client profiles on both web and mobile, so you can choose whichever works best for your workflow.
What You'll Need
Before you start, it helps to have this information handy:
- Client name (this is the only required field)
- Contact details like email and phone number
- Physical address for job sites and invoicing
- Any notes about how they prefer to communicate
Don't worry if you don't have everything right now. You can always update client details later.
Adding a Client on Web
Navigate to Your Client List
From your dashboard, click Clients in the main navigation menu. This opens your client list, where you can see everyone you've worked with at a glance.
Start a New Client
Click the New Client button in the top-right corner. You'll see a simple form with just the fields you need.
Fill in the Basics
Here's what each field does:
Client Name (required)
Enter the full name or business name. A few tips for keeping things consistent:
- For residential clients, use "First Last" format (like "Sarah Johnson")
- For businesses, use the company name (like "Johnson Construction LLC")
Your client's email address. When you add this, you'll be able to send quotes and invoices directly to their inbox.
Phone
Their primary phone number with area code. SemaQuote accepts any format, so enter it however you like.
Preferred Contact Method
Choose between Phone or Email. This helps you remember how each client likes to be reached.
Add Their Address
Having a complete address makes your quotes and invoices look more professional. It also helps when you need to plan routes between job sites.
- Street Address: The house number and street name
- City: City or town
- State: Use the two-letter abbreviation (TX, CA, NY)
- ZIP Code: Standard 5-digit or ZIP+4 format
Add Notes for Future Reference
The notes field is your secret weapon for great customer service. Consider recording:
- Gate codes or special access instructions
- When they prefer appointments
- How they found you (great for tracking referrals)
- Any special requirements or agreements
Save Your New Client
Click Create Client and you're done! SemaQuote takes you straight to their profile, where you can create your first quote right away.
Adding a Client on Mobile
The mobile app is designed for quick entry when you're out in the field. The card-based interface makes it easy to add clients between jobs or right after meeting a new prospect.
Open the Clients Section
Tap Clients in the bottom navigation bar, or find it in the main menu.
Tap the Add Button
Look for the + floating button in the bottom-right corner of your screen.
Complete the Form Cards
The mobile form organizes everything into expandable cards:
Basic Information
- Enter the client name (this is the only required field)
Contact Information
- Email address
- Phone number
- Preferred contact method (tap to select)
Address
- Street address
- City
- State (automatically formats to the 2-letter code)
- ZIP code
Notes
- Any additional information you want to remember
Save and Continue
Tap Create Client at the bottom of the screen. You'll feel a quick haptic tap to confirm everything saved successfully.
Pro tip: If you're a Pro subscriber, you can also create clients using voice input. Just tap the microphone icon and speak naturally. Learn more about voice client creation.
Don't Worry About Duplicates
SemaQuote watches your back when it comes to duplicate entries. As you type, the system automatically checks for potential matches based on:
- Name similarity: Catches different spellings like "Jon Smith" vs "John Smith"
- Phone number: Matches numbers regardless of formatting
- Address: Identifies clients at the same location
If you see a duplicate warning, you can view the existing client or proceed with creating a new entry (useful when you have multiple contacts at the same company).
Tips for Building a Great Client Database
Pick a Naming Convention and Stick With It
Consistency makes searching easier down the road:
- Residential: First Last (Sarah Johnson)
- Business: Company Name (ABC Plumbing)
- Multiple contacts: Company Name - Contact Name (ABC Plumbing - Mike Davis)
Always Add at Least One Contact Method
Clients with both email and phone give you flexibility in how you communicate. Email is great for sending documents, while phone or text works better for quick scheduling.
Don't Wait on Addresses
Even a partial address helps. If you only know the city or neighborhood, add that now. You can fill in the details after your first site visit.
Make Your Notes Work for You
Good notes save time and help you provide better service. Record things like:
- Where the referral came from
- Specific requirements or preferences
- Any pricing agreements you've discussed
What Comes Next?
After creating a client, you're ready to:
- Create a quote directly from their profile
- Add more details as you learn them
- Track their complete history through quotes, invoices, and payments
Your new client will automatically appear in dropdown menus whenever you create quotes or invoices, making it easy to associate work with the right customer.
Having Trouble?
Can't save the client?
- Make sure you've entered a name (that's the only required field)
- If you added an email, double-check the format
- Verify your internet connection
Form won't submit on mobile?
- Scroll down to make sure you can see any validation errors
- Dismiss the keyboard if messages are hidden behind it
Getting a duplicate warning you think is wrong?
- Take a moment to review the potential match
- If it's definitely a different person, go ahead and create the new entry
- Consider adding something distinguishing in the name or notes