Clients and address book · 3 min read

Managing clients and the address book

How to add a new client by hand or automatically from the ARES register, edit their contact and billing details, and what the client detail shows you — overdue debt, payment behaviour and invoicing history.

Where to find the client address book

You'll find the Clients section in the main menu on the left. It shows a list of everyone you invoice — on desktop in columns for Name / Company, Contact, Company ID / VAT ID (on a wider screen) and Revenue (this year, the last 12 months or all time — you switch it above the table), on mobile as cards with the company ID (IČO) shown under the name. Click a column header to sort the list.

Adding a new client

You can add a new client either in the address book, or straight from an invoice — in the Who you're invoicing section there's a New client link above the client selector. A window opens where entering the company ID is enough (ARES fills in the rest); once saved, the client is already selected on the invoice and the invoice stays as you left it. You can add email, phone and other details later in the address book.

In the Clients section, click the New client button.
In the Identification block, fill in Name / Company — that's the only required field.
If you have a company ID (IČO) (Czech companies and self-employed people, OSVČ), enter it and click the Fill from ARES button next to the field. Taxorio queries the register and fills in the company name, registered address and tax ID (DIČ) — check the loaded details and adjust them if needed. A client without a company ID (an individual, a foreign entity) is simply filled in by hand; the company ID field isn't required.
In the Contact details block, optionally add an email for sending invoices and a phone number.
In the Billing details block, fill in the address that will appear on invoices.
Click Create client.

💡 Tip: When issuing an invoice, just start typing a name into the Client field — Taxorio suggests matches from your address book. If the client isn't in there yet, add them with the New client link above the field.

The client detail — what's on it

Click a row to open the client's detail. It doesn't just show filing-cabinet data — it answers the question "where do I stand with this client".

Receivables in the header

Right in the header of the detail (on the right on a computer, under the client's name on a phone) you see where you stand on money:

Overdue — how much the client owes, across how many invoices, and how long the oldest one has been overdue. The header's row of buttons then also includes Send reminder, letting you send a one-off reminder for an unpaid invoice.
Awaiting payment — the client has unpaid invoices, but all of them are still within their due date.
All paid — nothing is outstanding.
No invoices yet — you haven't invoiced this client yet; the header's main button then reads Issue first invoice.

Three facts about the relationship

How they pay — how many days earlier or later than the due date the client usually pays. Until the first payment has come in, the card honestly says so ("Not known yet").
Total invoiced — the total amount, the number of invoices, the average per invoice, and what share of your invoicing over the last 12 months this client makes up. Next to it is a bar chart showing the trend by month (or by year, for a longer history).
Last activity — when you last invoiced this client.

Below the facts, the Invoices card has two tabs — Unpaid and All — plus a View all link to the full invoice list. Cancelled documents are deliberately left out of it, and out of the numbers above too — they'd just add noise.

In the right-hand column you'll find Billing details (address, email, phone and an Edit button), any saved delivery addresses, an Automatic reminders card (see below) and — if you've filled one in — a Note. The VAT payer pill sits at the top next to the client's name, and only shows up when the client actually is a VAT payer. The New invoice button in the detail header lets you issue this client a new invoice right away.

Automatic reminders for a client

The Automatic reminders card decides whether this client's unpaid invoices join the reminder cascade you've set up for the whole account:

The Include in automation checkbox is on by default for a new client — it's an opt-out switch, letting you exclude a specific client from the automation.
Until you turn on automatic reminders for the whole account, the card doesn't offer a checkbox at all — instead it tells you they're off and offers a Turn on in Settings link (the Settings → Reminders tab). Account-wide automation is a PRO-plan feature.
When a client has no saved email, the switch is unavailable — a reminder would have nowhere to go.

You can always send a one-off reminder by hand with the Send reminder button in the detail header, regardless of this switch.

Editing a client

In the client detail, click the Edit button. Changes take effect on new invoices. Documents already issued keep the buyer data stored on the document, and editing the card does not change them — not even in the VAT return and statements, which take the customer tax ID and country from the document. So a corrected tax ID or country has to be updated on already issued documents, otherwise the control statement and the EC Sales List keep the original data. When you change the name, address, country, company ID or tax ID, the app offers to update the client's unpaid documents as well after you save the card. You update a paid document in its detail with the Use current client details button — the document is updated and its PDF is created again, including your current company details and appearance. This is not possible for a cancelled document, a credit note, a tax document for a received payment, or an advance invoice that already has a tax document or a settlement. The AI assistant and the MCP connector can do the same.

Deleting a client

A client can only be deleted if they have no invoices assigned. The Delete client button sits in the edit form (client detail → Edit), or you can use the trash icon next to the client in the list.

⚠️ Note: If a client has invoices, the delete button is unavailable and explains why on hover — tax documents have to stay in the records. In that case, just leave the client be; there's no harm in it sitting in the list when you invoice.

Filtering and searching

At the top of the address book is a search field — it works across name, email, company ID and tax ID. You can also filter and sort clients:

By invoices — the All / With invoices / Without invoices segments.
By revenue — sorted by highest or lowest total revenue (as well as by name, email, company ID and tax ID).

These filters help you quickly find a specific client, even in a larger address book with dozens of clients.