Clients

Clients

Overview

Actions

Field Descriptions

Client Profile

Address & Phone

Billing

Firm

Sub-panels/Related Information

Availability
  • Standard
  • Professional
  • Enterprise

Overview

Use the Clients module to create and manage client relationships for your organization. Each Client can be associated with other records such as Opportunities and Contacts.

Actions

Field Descriptions

Fields that have an asterisk (*) are required; you must enter data in the field to save the Client record.

Client Profile tab

Campaign

If the client is associated with a campaign, click the campaign on the Campaign List (displays upon clicking the selection arrow) or the list of campaigns matching the character(s) you enter in the text entry box.

Client Name

Enter the name your organization will use to refer to this client relationship.

Assigned to

By default, the record is assigned to the creator of the Client's record. To change the assignment, click the user on the Users Popup List View (displays upon clicking the Selection arrow) or the list of users matching the character(s) you enter.

Client Salutation

Enter the salutation to be used in reports and mail merges; e.g., "Jack and Mary.”  The word "Dear" should not be entered.

Office

Click the physical office location with which this client is associated from the Office List (displays upon clicking the selection arrow) or the list of office matching the character(s) you enter in the text entry box.

Report Name

Enter the name of the client as it will appear in reports and on envelopes; e.g., "Mr. and Mrs. John Doe".

Client Type

Click the category that describes this client from the Category List (displays upon clicking the selection arrow) or the list of categories matching the character(s) you enter in the text entry box.

Primary Contact

Click the person who will most often communicate with the client from the Contact List (displays upon clicking the selection arrow) or the list of contacts matching the character(s) you enter in the text entry box.  

Status

Click the current status of this client relationship from the dropdown; e.g., Active, Terminated, or Deceased.

Co-Client

Click an additional person associated with the client on the Contact List (displays upon clicking the selection arrow) or the list of contacts matching the character(s) you enter in the text entry box. This is usually the spouse, significant other or adult child of the primary contact.

Priority

Click the priority level of this client relationship from the dropdown, e.g., High or Low.

Client Since

On the Date Selector click the date the client relationship began; i.e., the date the first contract was signed.

Client Reference

Enter an internal organizational designation used to identify this client; e.g., a file number.

Relationship Type

Click the type of relationship that binds the contacts who form this client relationship. For example, the client relationship may represent a family, a married couple, or a professional association.

Planning Phase

Click the client’s current planning phase on the dropdown; e.g. Accumulation, Distribution, or Preservation phase of life.

Review Group

If your organization conducts periodic reviews, click a review group to organize the clients into batches.

Primary Client

Click the checkbox if this is the primary client.

Investment Client

Click this checkbox if this client has assets managed by the firm.

Tax Year End Date

Click on the calendar popup to choose the end date of the client’s tax year

Document Path

Enter the file path to the folder in which  you store client documents; e.g., "P:\ProTrackerWeb\Clients\Doe".

Description

Enter additional details about the client.

Teams*

By default, your private team is assigned as the primary team.

To change the primary team assignment, click the team on the Teams List (displays upon clicking the selection arrow) or the list of teams matching the character(s) you enter in the text entry box. To assign additional teams to the client, click add (+) and click the team. For more information on assigning teams, see Assigning Users and Teams to Records.

Address & Phone tab

Click Address & Phone and enter the following information in the Address & Phone tab.

Preferred Communication

Click the communication type the client prefers from the dropdown.

Preferred Document Submittal

Click the type of document delivery the client prefers from the dropdown.

Preferred Calling Time

Enter the time the client prefers to be called.

Preferred Meeting Time

Enter the time the client prefers to meet.

Mobile Phone

Enter the client’s mobile phone number.

Work Phone

Enter the client’s work phone number.

Home Phone

Enter the client’s home phone number.

Fax

Enter the client’s facsimile number.

Email Address

Enter the client’s email address for your clients and campaign targets within the organization. To add an additional email address, click the Add icon. You can add multiple email addresses.

If the client has more than one email address, click the plus sign next to the primary email address.

If you sent out campaign emails this client chose to opt-out of receiving them, click Opted Out.

Click Invalid to indicate an incorrect email address.

Mailing Address section

Address:

Enter the primary mailing street address.

Website

Enter the URL for the client’s website.

Billing Address section

Enter the client's billing address

Click the checkbox to copy the Mailing Address into this Alternate Address section.

Billing

Click Billing  to display the Billing tab, and enter information for the following fields.

Billable Client

Click the checkbox if this client is billed by the firm. Examples of clients who may not be billed include non-profit organizations for whom you do work, children of clients, or Irrevocable Life Insurance Trusts (ILITs) that are part of a larger client relationship.

Accounting ID

Enter the unique identification used by the organization’s billing software to identify this client. For example, a Primary Client who pays a fee generally has an Accounting ID that is the Client’s last name, or a last name and first name combination. You may wish to enter the same Accounting ID for children of Primary Clients who have their own Client profile for investment management purposes, tax purposes or estate planning purposes. By using the same Accounting ID as their parents, other software programs may aggregate various Client accounts together as a household on one invoice. Be aware that if you use the same Accounting ID for the Primary Client and the children of that Primary Client, you should only click the Billable Client checkbox for the Primary Client. If you plan to import billings from billing software, such as Sage, QuickBooks, or other billing software, the accounting code for the Client in the Accounting ID field must match the Accounting ID used for the Client in the billing software.

Send Bill To

Click the option from the dropdown. Click Custodian if fees are debited from an account, or click Client if the client is billed directly.

Billed Custodian

Click the custodian that processes fee requests from the Companies List (displays upon clicking the selection arrow) or the list of companies that match the character(s) you enter in the text entry box.

Billing Group

Click a billing group to organize clients to avoid sending all invoices at the same time.

Billing Frequency

Click from the dropdown how often this client is billed

Billing Type

Click the type of contract this client has with your organization such as Retainer, Percentage of Assets, or Fixed Fee.

Rate Schedule

Click the specific schedule used to calculate client fees. An example rate schedule is “1% on assets up to $1 million, 0.5% on assets above $1 million."

Billing Rate

If the client is billed for hourly work, enter the default hourly rate

When Billed

Click Advance or Arrears

Annual Revenue

Enter the estimated annual revenue received from this client

Billing Description

Enter additional details about the client’s billing policy

Billing Exceptions

Enter any exceptions to the client’s billing policy, such as exempt accounts or holdings.

 

Firm tab

Click Firm  to display the Firm tab and enter information in the following fields.

Terminated

Click the checkbox if the client relationship has been terminated.

*Termination Date

On the Date Selector click the date the client relationship was terminated.

*Termination Reason

Enter the reason why the client relationship was terminated.  A termination reason is required by regulators.

Successor Advisor

Enter the name of the advisor who will replace the currently assigned employee in the event of disability, retirement, or death.

Successor Transfer Date

On the Date Selector click the date the client was transferred to the successor advisor. This field is useful during the phase-out process of a specific firm employee to identify when a client has been totally transferred to the Successor Advisor.

Succession Info

Enter notes relative to the planned succession or the completion of the succession transfer.

Successor Fee

 

For financial advisors:

Enter the Fee negotiated between the Successor Advisor and the Firm Contact when a triggering event occurs.

 

Last ADV Offer

Click on the Date Selector the date of the last ADV offer.

Last Contract Date

Click on the Date Selector the date of the last contract.

Last Privacy Notice

Click on the Date Selector the date the last privacy notice was sent.

Last Suitability Check

Click on the Date Selector the date of the last suitability check.

Sub-panels/Related Information

Client sub-panels include:

Account Histories

Accounts

Activities

Business Insurance

Cashflow

Contacts

Disability Insurance

Documents

Estate Documents

Final Arrangements

Firm Gifts

Gifting

Gift Tax Credits

Goals

Groups

Health Insurance

History

Homeowners Insurance

IPS

IRD

Life Insurance

Long Term Care Insurance

Medicare

Net Worth History

Vehicle Insurance

Wills

Pensions

Professionals

Projects

Questionnaires

Relatives

Retirement Projections

Reviews

Scoring

Service Team

Services

Social Security

Suitability

Tags

Tax Estimates

Tax Returns

Trusts

Umbrella Insurance

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