Clients:Summary Tab

Client Management
Summary Tab | Profile Tab | Users Tab | Contacts Tab | Products/Services Tab | Domains Tab
Billable Items Tab | Invoices Tab | Quotes Tab | Transactions Tab | Tickets Tab | Emails Tab | Notes Tab | Log Tab |

The Summary tab contains an overview of the client's details, billing and service statistics, quick links to many common management actions, and a list of all their services, domains, and addons.

You can access this tab when you view a client's profile at Clients > View/Search Clients.

Client Summary Tab

Summary Actions

The top-left corner of the page displays the client's unique ID number and name. To the right, summary actions allow you to manage billing-related settings.

Click the click Yes (green) or No (red) to instantly toggle the status of these options:

• Exempt From Tax — Do not charge tax, even if the client has a tax rule.
• Auto CC Processing — Automatically charge the client's stored credit card on invoice due dates.
• Send Overdue Reminders — Send overdue reminder emails when the client's invoices become overdue.
• Apply Late Fees — Charge a late fee when the client's invoices become overdue.
  Late Fees
  You must activate and configure late fees in Configuration () > System Settings > Automation Settings or, prior to WHMCS 8.0, Setup > Automation Settings and in the Invoice tab at Configuration () > System Settings > General Settings or, prior to WHMCS 8.0, Setup > General Settings.

Client's Information

This section displays the client's contact information and the Reset & Send Password and Login as Owner links.

Phone Numbers

In WHMCS 7.4 and later, you can easily enter and store international phone numbers.

This system ensures a consistent and uniform phone number format combining the country prefix and phone number:

+ [Country Code] . [Phone Number]

In WHMCS 7.4 and later, this feature is enabled by default. The system will save the client's phone number in the database and automatically prefix it with the international country dialing code.

To disable this, uncheck Phone Numbers in the Localisation tab at Configuration () > System Settings > General Settings or, prior to WHMCS 8.0, Setup > General Settings. When you disable this feature, the system will not add the prefix in the database but will display it in the Admin Area and Client Area.

Automatic Number Formatting

The pre-selected country will default to your WHMCS system default country. The system will update the selected country whenever you change the client's physical address. This change will occur even if the phone number is currently empty.

Users can also begin typing a phone number that begins with a country code in the format +XX and the system will update the country.

The update process will automatically convert existing client phone numbers when they display in a phone number field. The phone number value will update in the database the first time that an admin or client saves the phone number.

Order Forms

For example:

Reset & Send Password

Click to generate a new Client Area password for the client and email it to them.

Clients can also request a password reset by clicking Forgotten Password on the login form. After entering their email address, if there is a set security question and answer, the system will prompt them to supply the answer. Then, they will receive an email with a confirmation link, to ensure that they are the person who requested the password reset. The link is valid for two hours from the time of request.

• If there is not a set security question and answer, the system sends the email immediately when the client enters their email address.
• When they click the link in the email, clients will go to the password reset validation page, from which they can set a new password. They can then log in immediately using the new password. If the client didn't request the reset, they can ignore the email.

WHMCS 8.0 and later
To reset the user's password in WHMCS 8.0 and later, use the client profile Users tab.

Login as Owner

Click to view the Client Area exactly as the account's owner would see it. Clicking the linked text will open the Client Area in your current tab, or you can click the window icon to open the Client Area in a new tab.

When you access the Client Area in this way, you can also perform actions on the account owner's behalf, like placing orders or opening tickets. When you are finished, click Return to Admin Area in the top-right corner to return to the Admin Area.

Prior to WHMCS 8.0, this was Login as Client.

Contacts/Sub-Accounts

This section lists the client's contacts or sub-accounts. Click a name to edit that record in the Contacts tab.

Add Contact

Click to create a new contact or sub-account for this client.

Pay Methods

Displays an overview of the client's current registered payment methods in WHMCS.

The default Pay Method will always be displayed at the top of the list, and be indicated via an icon.

Adding a Pay Method

You can add a new payment method by clicking Add Credit Card or Add Bank Account. These links are only available when there is an appropriate activated module.

These options will only display if you have activated an appropriate payment gateway. If you do not have either an active merchant gateway and/or bank account module, then no options to add payment methods will be displayed.

When multiple payment gateways are active, and include a combination of both local card storage and tokenized payment gateway modules, upon selecting to add a credit card, you will be prompted for the storage method you wish to use. Essentially, you need to tell WHMCS if the card should be tokenized with your desired payment gateway, or stored locally and encrypted in the database. In most cases if you have a tokenization payment gateway in use, you will probably want to use this.

Managing Pay Methods

You can manage a pay method by clicking on it in the list.

View Locally-Stored Credit Card Numbers

To view the associated locally-stored credit card number (local encryption), click the lock icon and enter your Credit Card Encryption hash (in configuration.php).

For tokenisation gateways, viewing the full card number is not possible because WHMCS does not store the details. You can only view the respective token and the last four digits of the card number.

Removing Card Details

Click Delete to remove the card's details from the client and WHMCS.

If an error occurs deleting a remote payment method, or if the gateway that a remote payment method is associated with has been deactivated, WHMCS will be unable to delete the record. When this happens, a message will be shown displaying the error that occurred and providing an option to ignore and force delete the payment method.

Forcibly deleting a payment method will not run anything on the remote gateway system. Manual removal of any records in a gateway account would need to be done manually if required, when force deleting from WHMCS.

Invoices/Billing

In this section quick invoice and billing statistics are displayed; the number of invoices in each status along with the total value of each in brackets:

• Paid — The number of invoices and their total invoice amount in the Paid status.
• Draft — The number of invoices and their total invoice amount in the Draft status.
• Unpaid/Due — The number of invoices and the total amount due in the Unpaid status. The total is the outstanding amount of the invoices.
• Cancelled — The number of invoices and their total invoice amount in the Cancelled status. The total does not include any payments that the client has already made.
• Refunded — The number of invoices and their total invoice amount in the Refunded status. The total does not include any payments that the client has already made.
• Collections — The number of invoices and their total invoice amount in the Collections status. The total does not include any payments that the client has already made.

In the Income sub-section, the statistics are calculated as follows:

• Gross Revenue statistic shows the total of all transactions paid by the client
• Client Expenses is the sum of transaction fees and refunded transactions
• Net Income is the Gross Revenue - Client Expenses
• Credit Balance shows the current amount of credit available to the client to spend

Create Invoice

Click Create Invoice to create a custom invoice. This immediately creates an empty invoice that you can add line items to. Clicking will not send an email to the client.

For steps for the remaining process of adding a custom invoice, see Invoicing.

Create Add Funds Invoice

You can create invoices in this way to allow a client to deposit funds to their account, or to charge a specific amount from a clients credit card. A popup will appear allowing the amount of credit to be specified. The customer will receive an email for the invoice that the system generated with a link to pay it.

For more information, see Add Funds and Invoicing.

Generate Due Invoices

Click here to generate any invoices due for the client's services, billable items, domains or addons. Useful if one of the aforementioned items has been modified and a new invoices needs to be generated without the need to run the entire automation cron job. A popup will appear asking whether you wish to send the invoice notification email.

Add Billable Item

This link will take you directly to the Add Billable Item interface. For more information, see Billable Items.

Manage Credits

Displays a popup displaying the client's credit history; how credits were earned and spent. Credit can also be manually added and removed using the appropriate buttons. You also have the option to delete entries if you wish and they will then be deducted from the credit balance.

For more information, see Managing Credit.

Create New Quote

This link will take you directly to the Quote creation interface. For more information, see Quotes.

Other Information

In this section, miscellaneous information is displayed; the client's status, their client group, signup date, length of time since signup and the IP address, hostname, and time of their last login.

Products/Services

In this section the numbers all the services, domains quotes, support tickets and affiliate signups for this client are displayed. The active service count is displayed first, with the total - including services in suspended, terminated and cancelled statuses - in brackets.

View Orders

Click this link to see a list of all orders placed by this client. For more information, see Order Management.

Add New Order

This link will take you to the admin order form. This allows orders to be placed on behalf of the client, and for products and promotional codes to be used in combinations not possible on the public order form.

Files

The files section in a client's summary allows you to upload files specific to that customer.

• This can be used for documents, agreements or other downloads specific to the individual
• Files can be set as Admin Only to only be viewed by admins, otherwise they show on the Client Area homepage for the client to be able to download
• Files are uploaded to the /attachments directory and can be added and managed from the client profile Summary tab in the Admin Area.

Recent Emails

Displayed here are the last five emails sent to the client by WHMCS. You can view a longer email history in the client profile Emails tab.

Other Actions

Within this section are a number of miscellaneous links which perform a variety of tasks.

View Account Statement

This displays a statement of account for this client accounts between a date range. It includes the type (add funds, transaction, invoice), date, description, credits, debits, and a running balance.

Open New Support Ticket

This link enables you to open a support ticket under the client's account. This is useful for initiating correspondence with the client and keeping a full record of the conversation.

View all Support Tickets

Click here to see see a list of all support tickets assigned to the client in the departments to which your administrator account is assigned. If the client had tickets in departments of which you are not a member, they would not be displayed here.

Activate as Affiliate

If enabled clients can join the affiliate program from within the client area. Staff members can also add the client to the affiliate program by clicking this link.

View Affiliate Details

Once the client has been activated as an affiliate, the 'View Affiliate Details' link will be displayed in its place. Click it to see the client's referrals, commissions pending and paid, as well as your payments to them. For more information, see Affiliates.

Merge Client Accounts

Merging clients combines two separate client accounts in WHMCS into one. This merges everything relating to the two separate entities into one including but not limited to products, invoices, transactions, or tickets.

Merge Clients Popup

To do this:

1. Go to the client profile for the first client that you want to merge.
2. Click Merge Client Accounts.
3. Enter the other client's client ID. If you don't know the client's ID, enter their name, company or email address in the Search field. Click the client's name and the system will automatically fill in the ID.
4. Choose which profile you want to keep (the client you want to merge the other client's data into).
5. Click Submit.

Close Clients Account

Closing a client's account will prevent them from being able to log in to the client area. This link will also change the status of unpaid invoices to cancelled, and all services to cancelled. It will not run any module termination functions.

Delete Clients Account

To remove a client, click this link. If you also want to remove any associated users that aren't associated with other client accounts, check the checkbox. Then, confirm the deletion. The client will be removed and you will be returned to the Clients list.

Deleting a client removes everything related to that client from the WHMCS database, with the exception of transactions. This is because transactions are considered income that isn't being refunded when the client is removed. If you want to also remove the client's transactions, do this in the Transactions tab before you delete the client.

Export Client Data

Click to go to the Client Data Export report at Reports > More.... The system will preselect the current client. From this report, you can download selected client data as a .json file.

For more information, see Reports.

Send Email

Use this menu to send email to clients. You can send General email templates or compose custom messages for the individual client.

To send a client-related email message using an existing email template, select that template from Send Email and click Send.

For custom emails:

1. Select New Message from Send Email.
2. Click Send.
3. Compose your message.
4. If you want to use the message again in the future, check Save Message.
5. Click Send Message.

For more information, see Messages/Emails.

Admin Notes

Here staff can enter private notes about the client.

Separate notes sections are available under the Products/Services, Domains, and Notes tabs.

Filtering Products

Product Filtering

There may be situations in which it's desirable to filter the client's Products/Services tab to only display items in certain statuses. For example, if a client has a large number of old cancelled services, you may wish to only display the active, pending, and fraudulent products, hiding the cancelled ones.

To do this, click Status Filter under the Admin Notes section. A prompt will appear allowing you to select which statuses to display.

• After the filter is applied, the button will be green.
• This filter will apply across all clients until you close the browser.

Services, Addon, Domains, Quotes

The Services, Addons, Domains, and Quotes lists provide a comprehensive list of all the client's services and include information like the price, signup date, status, and next due date.

The lists are ordered based upon the item's ID number. Click the ID number of the Edit icon to see the full details of the item from where you can make changes.

The Current Quotes section displays quotes with a Valid Until Date up to and including today's date. After this date, you can view them in the Quotes tab.

Mass Updating Services/Addons/Domains

Mass Update Panel

The mass update options enable you to make changes to more than one of a given clients products, add-ons and domains at a time. This is useful for making bulk changes to a clients products and services.

Supported fields you can change in a mass update include:

• Status
• Payment Method
• Override Auto-Suspend
• Pricing
• Billing Cycle
• Next Due Date

You can also perform all the core module commands:

• Create
• Suspend
• Unsuspend
• Terminate
• Change Package
• Change Password

To use the feature, follow the steps below:

1. Check the checkboxes next to the products, services, addons, and domains you want to update.
2. Under Bulk Actions, click Advanced Options.
3. Make your changes and selections. Leave any fields that you don't wish to change blank.
4. Click Apply.

Due Date Changes Prorata Calculation

When making a change to the Next Due Date of products and services, you also have the option to bill for the days between the current next due date and the target next due date you set. This is useful for synchronising multiple different products to a single common due date each billing cycle.

To do this, follow the steps below:

1. Check the checkboxes next to the products, services, addons, and domains you want to update.
2. Under Bulk Actions, click Advanced Options.
3. Enter the desired Next Due Date.
4. Check Create Prorata Invoice.
5. Click Apply.

The page will reload with confirmation of the changes and that an invoice has been generated.

An invoice will only be generated if the differences for all products result in an amount being due. If the total differences result in a credit then no invoice will be generated and no credit will be issued.

To add a credit for the difference, see Credit/Prefunding.

Invoice Selected Items

In WHMCS 8.8 and later, you can enable and configure on-demand renewals to allow customers to renew services early, before invoice generation, from within the Client Area. For more information, see On-Demand Renewals.

There may be times where a client asks for you to invoice them for the next renewal date early. To do this, check the checkboxes for the desired products, services, addons, and domains and then click Invoice Selected Items.

• This may create multiple invoices if the due dates and payment methods differ. This is because this process continues to obey the usual invoicing rules.
• You cannot generate another invoice if an invoice has already been made for the next due date.

If you select multiple items with the same Next Due Date and Separate Invoices is enabled in the client's profile or client group, it will not apply and all possible items will be invoiced together. To split them, edit the resulting invoices and use the Split Invoice function.

Delete Selected Items

Check the checkboxes next to the services, domains, addons, or quotes that you wish to remove and click Delete Selected Items to delete multiple items at the same time.

This will remove the record from WHMCS but will not trigger any module commands (for example, the hosting account for a service will stay on the server).