Clients
Analysing clients and navigating through their information can be challenging. Acting Office simplifies this by allowing you to manage all client information in a single section, ensuring quick and efficient access.
1. Managing the clients section
When a lead is converted into a business, the newly added business will appear in the client list. Each client is assigned a unique Client ID and the business name is hyperlinked which directs you to the business profile section.
The icon adjacent to business number redirects to the company's profile on the Companies House website for quick access.
The client list will also display the type of business, providing immediate context and classification.
The client's vital information will be presented in a tabular format. Users can access further details via embedded hyperlinks.
The search functionality allows you to quickly find a specific client, and the ‘Refresh’ button ensures newly added clients appear in the list.
Filters are available for quick sorting of data. Use the ‘Add Filter’ icon to select criteria and input values from the dropdown menu. This will filter the data, saving time and enhancing convenience.
To manage large amounts of data, Acting Office allows you to customise which columns are to be displayed. Select the most relevant columns for your needs, ensuring that only the necessary information is shown.
Client section
Let’s explore the client profile in more depth.
2. Client profile
Change client status
Upon opening the business profile, you will find the Client ID displayed under the business name. By clicking on the Client ID, you can change the status of the business to either ‘Active’ or ‘Inactive.’ The Client ID can also be edited by clicking the pencil icon adjacent to it.
Link other businesses
To link businesses that are co-related, use the 'Link other business' icon located next to the business name.
Follow these steps:
Click on the 'Add' icon to open a side panel.
Enter the name of the business you wish to link.
Click 'Save' to complete the process.
Once completed, the linked business will appear in the profile section of the original business. A hyperlink will be created, which can be clicked to open the linked business profile.
To link additional businesses, repeat the process by clicking on the 'Add' button. You will also see that the details of the initially linked business appear in the profile section of the other business too.
To enhance client management, several quick action buttons are available:
Quick action buttons
1.
Add note
For future reference, additional notes can be added to the client profile. You can quickly add a note using the shortcut ‘Shift + N,’ which opens a left panel. Select the type of note from the dropdown menu. If needed, admin users can add a new note type using the add icon. Input your note, and if you wish to notify someone through email about the added note, check the ‘Notify’ box and search by the user’s name. Add a story if required, then click ‘Save’ to proceed.
2.
Send email
For detailed information on sending and managing an email, please refer to the dedicated article.
3.
Create new invoice
For detailed information on managing invoices, please refer to the dedicated article.
4.
Create new quote
For detailed information on creating and sending a quote, please refer to the dedicated article.
5.
Create new E-Signature
For detailed information on creating, drafting and sending e-signatures, please refer to the dedicated article.
6.
Create new data request
For detailed information on creating a new data request, please refer to the dedicated article.
7.
Create or view access codes for the clients
Detailed information about managing access codes can be found in the relevant article.
9.
Set private
Certain business information can be kept private and only visible to selected individuals. You can update the business privacy settings by using the designated icon or the shortcut ‘Alt+Shift+P.’ To update the settings, tick the provided checkbox and click ‘Save.’ Once the process is complete, the business information will be visible only to the selected users, and no information related to that client will be accessible to unauthorised users.
10.
Client user
Access to the client portal can be provided to concerned members from the Contacts list. Click on ‘Client User’ to open a side panel. The business name will automatically appear; select the email from the dropdown containing emails of all members added as contacts to the business and click ‘Save.’ This would send an invitation link to the client, allowing the concerned individual to proceed with additional steps.
3. Scrolling the profile section
Assignment
The 'Assignment' section stores crucial organisational details and outlines how clients are managed within the organisation. Users can edit this information using the pencil icon. Clicking on the team name will open a popup displaying all team details.
Basic details
This section contains essential personal information, including the incorporation date, email, phone number, address, default contact, trading address, trading start date, and SIC code. Additionally, users can directly call from the icon located next to the client's phone number.
Observe-
All details can be copied with a single click.
Tax details
Important tax related information for future filings is saved here. Users can request information directly from the client via a data request. Once the client provides the information and the same is approved by the accountant, it is automatically saved to the designated box.
Credentials
In order to make the filings from the system, the credentials would be needed for different services. In cases where the filings need to be made through credentials saved in practice profile, the same would be done automatically. In cases where there are multiple credentials saved in practice profile, the unique key that has been set against each credential can be chosen in this section for any particular client and then software would use that particular credential from the background.
Also, for agent authorisation, an icon 
is available to facilitate this process. On clicking the same, a request is sent directly to HMRC for authorising the practice as agent. HMRC will then send a code to the client, and once the client shares the same, we can enter this code here in this section. All the necessary filings can then be completed acting as client’s agent.
Additionally, in cases where filings have to be made using some other credentials, user ID and password could be entered here.
Subscription
If a client subscribes to services via the subscription model, all related information will be displayed here. This information can be edited using the pencil icon, and users can set up the subscription model from this section.
Services
This section lists services which can be availed by the client. The system includes unique triggers that automatically check the boxes when an invoice is generated, a letter of engagement is signed, or a subscription is set up.
Preferences
If a client requires special mentions, preferences can be set up here. Navigate to the preference setup and input the required preferences. This information is displayed at the top of the client profile, facilitating easier client management.
Story
This section is for saving additional information about the client that might be useful for future reference. While this information may not be required by authorities, it can be valuable for personal references in the future.
Reviews
Client reviews can be recorded in the 'Review' section for future reference. To input a review, provide the name and select the rating from the dropdown menu. If the review is of particular significance, check the 'Important' box. Additionally, input the date the review was provided. You may also include a title and detailed description. Click 'Save' to finalise the entry.
Observe
Important Companies House deadlines are prominently displayed in the left corner of the client’s profile, ensuring you never miss a crucial date. Additionally, you can observe a comprehensive list of all tasks created for the client. To add a new task, simply click on the 'Add' icon. Refer this article to see how tasks can be created.
Hope this is helpful.
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