Edit and Update Client Information

Client information changes all the time. Phone numbers get updated, businesses move locations, and you learn new details about preferences and requirements. Keeping your records current ensures your quotes and invoices always look professional and your communication reaches the right place.

This guide covers everything you need to know about updating client profiles on both web and mobile.

Why Keeping Client Data Current Matters

Accurate client information helps you in several ways:

• Better communication: Your messages and documents reach clients at the right number or email
• Professional documents: Quotes and invoices display correct, up-to-date details
• Efficient planning: Accurate addresses help with job site logistics and route planning
• Stronger relationships: Notes help you remember the details that matter to each client

Editing on Web

You have two quick ways to access the edit form on web.

From Your Client List

1. Navigate to Clients in the main menu
2. Find the client you want to update
3. Click on their row to open their profile
4. Click the Edit button in the top-right corner
5. Make your changes
6. Click Save Changes

From a Client Profile

If you're already viewing a client's profile:

1. Click Edit or the pencil icon
2. The form opens with all existing information pre-filled
3. Modify any fields you need to update
4. Click Save Changes

What You Can Edit on Web

The edit form gives you access to all client fields:

Basic Information

• Client Name

Contact Information

• Email Address
• Phone Number
• Preferred Contact Method (Phone or Email)

Address

• Street Address
• City
• State
• ZIP Code

Additional

• Notes

Editing on Mobile

Step 1: Open the Client Profile

Navigate to the client you want to update:

1. Go to Clients from the bottom navigation
2. Search or scroll to find the client
3. Tap the client card to open their profile

Step 2: Access the Edit Menu

Tap the three-dot menu (more options) in the top-right corner of the screen.

Step 3: Select Edit

Tap Edit from the menu. The client form opens with all their current data pre-filled.

Step 4: Make Your Changes

The edit form uses the same card-based layout as the new client form:

• Basic Information Card: Update the client name
• Contact Information Card: Change email, phone, or contact preference
• Address Card: Update street address, city, state, or ZIP
• Notes Card: Add or modify notes

Step 5: Save

Tap Save Changes at the bottom of the screen. You'll feel a haptic tap confirming the update.

Common Scenarios

Updating Contact Information

When a client gives you a new phone number or email:

1. Open their profile
2. Enter edit mode
3. Update the phone or email field
4. Save changes

The new contact information automatically appears on all future quotes and invoices for this client.

Changing an Address

When a client moves or you discover an address was incorrect:

1. Edit the client profile
2. Update all the relevant address fields
3. Make sure the city, state, and ZIP all match

Important: Updating a client's address doesn't change existing quotes or invoices. Those documents keep the address that was current when you created them. Only new quotes and invoices will show the updated address.

Adding Information You Didn't Have Before

As you work with clients, you often learn more about them:

• They share their email address
• You visit their property and get the exact address
• They mention how they prefer to communicate

Add this information as you learn it to build more complete, useful profiles.

Keeping Notes Current

Notes are especially valuable for ongoing information. Consider timestamping important updates:

Original note:
"Prefers morning appointments"

Updated note:
"Prefers morning appointments. Gate code: 5678 (updated Jan 2026).
Has two dogs - always call before arriving."

This way you know when information was added and can judge whether it might be outdated.

What You Can't Edit

Some client data is managed by the system and can't be changed directly:

• Client ID: A unique identifier assigned automatically
• Created Date: When you first added the client
• Lifetime Value: Calculated automatically from paid invoices
• Portal Token: System-generated for client portal access

How Edits Affect Your Documents

Understanding what happens to existing documents when you make changes:

Quotes and Invoices

This design is intentional. Your historical records stay accurate (showing the information that was correct at the time), while new documents reflect current details.

Client History

Don't worry: the client's complete history (quotes, invoices, payments) stays connected to their profile regardless of name or contact changes. All historical data remains associated with the client.

Deleting a Client

Sometimes you need to remove a client entirely, perhaps you created a duplicate entry or added someone by mistake.

On Web

1. Open the client profile
2. Look for the Delete option (usually in a menu or at the bottom of the edit form)
3. Confirm the deletion

On Mobile

1. Open the client profile
2. Tap the three-dot menu
3. Select Delete
4. Confirm by tapping Delete in the dialog

What Happens When You Delete

SemaQuote uses "soft deletion" to protect your data:

• The client disappears from your client list
• Existing quotes and invoices remain intact
• Financial history is preserved for your reports and metrics
• Support can potentially restore accidentally deleted clients

A note on archiving: Deleting is meant for removing mistakes, not archiving inactive clients. Inactive clients don't count against any limits, and keeping them preserves your complete business history. There's no downside to leaving old clients in your system.

Best Practices for Client Data

Review Before You Quote

Before creating a new quote, take a moment to verify client details:

• Is the email still current?
• Is the phone number correct?
• Has anything changed since your last interaction?

A quick review prevents embarrassing mistakes on professional documents.

Update Notes After Jobs

Make it a habit to update notes after each interaction:

• Add access codes you learned
• Record preferences they mentioned
• Note anything useful for next time

Keep Formatting Consistent

Consistency makes searching easier:

• Phone numbers: Pick a format and stick with it, like (555) 123-4567 or 555-123-4567
• States: Always use 2-letter abbreviations
• Names: Use consistent capitalization

Structure Notes for Quick Scanning

Format notes so you can find information fast:

Gate code: 1234
Best time: Mornings before 10am
Referral: John from ABC Company
Special: Requires 24hr notice for appointments

Keep Contact Preferences Accurate

The preferred contact method field helps when:

• You need to reach a client quickly
• You're deciding how to send a quote or invoice
• Someone else on your team needs to contact them

Troubleshooting

Changes Won't Save

• Check that all required fields are filled in
• Look for validation errors (usually shown in red below fields)
• Verify your internet connection
• Try refreshing the page (web) or restarting the app (mobile)

Can't Find the Edit Option

• On web: Look for an Edit button or pencil icon on the client profile
• On mobile: Tap the three-dot menu in the top-right corner

Accidentally Deleted a Client

Contact SemaQuote support as soon as possible. Soft-deleted clients can often be restored within a certain timeframe.