Add or update client information

If your firm has enabled the appropriate permissions, you can add or update client information and manage the display of information. Open the Clients screen by selecting Setup > Clients. All clients that you add on this screen are also added to your contacts list.

Add a client

Click Add in the toolbar to add a new client.

The table below describes the various tabs on the Clients setup screen.

Tab Info
General

Enter basic information, such as ID, entity type, and name. The fields that appear in this tab vary depending on the selection you make in the Entity Type field.

Staff with sufficient permissions can designate clients as confidential. Access to confidential clients' data can be restricted using permission groups.

Notes

  • We don't recommend the use of special characters (anything other than letters and numbers) in the ID or name fields if you will import information from Onvio to UltraTax CS.
  • To change the way a client's name is displayed, click the Edit Edit icon next to the name at the top of the page.
  • You can upload a photo of the client by clicking the circle to the left of the client's name at the top of the screen.
  • You must enter both a client ID and a name before you can save the client.
  • By default, all clients that you add are marked Active. If you mark them as Inactive or On Hold, you will be unable to enter time for them.
  • To enable a client to register for Client Center, you must enter a primary email address. If the client is not an individual, you must also add a relationship to an individual on the Relationships tab, and enable Client Center for this contact.

Use the Status switch to distinguish between a current client (Active), former client (Inactive), or a client who's On Hold, such as one whose account is delinquent. No new time can be entered for a client with a status of On Hold.

Use the Class field to distinguish clients created for various purposes.

  • Client is the default setting and applies to your firm's clients generally.
  • Administrative enables you to bill time and expenses that are not associated with a client. You can create administrative clients for any such purpose.
  • Prospect is for potential clients who are not yet doing business with your firm, yet you want to keep track of them in Onvio. You cannot bill time to prospects or generate invoices for them.
Client Center Access

Enable registration for Client Center for clients with the entity type Individual, and for any contacts with relationships to the client. For more detailed information about enabling registration and resending registration messages, see Give clients access to Client Center.

On this tab, you can also view Client Center from the perspective of a registered client or contact.

Click the View Settings button under Multi-Factor Authentication to see if the client has set up MFA and to learn how to generate a temporary access code for use in place of an app.
Relationships

Add contacts or select existing contacts who have some relationship to the client, such as spouses, legal representatives, and tax matters contacts.

Because relationship types can be confusing, Onvio provides text describing the relationship you select, so you can verify that it's the one you meant to create.
Periods Define the fiscal year end for contacts that have a relationship with the client. For more information, see Periods overview.
Projects Add projects on which your firm does work for the client. You can generate the next instance of selected projects by clicking Generate Next Generate Next. For more detailed information, see Generate the next occurrence of a project.
Services Add services relevant to the client. For more information, see Add a service for a client.
Billing Select a parent client to whom bills for this client will be sent. Select default invoice and statement formats, which will override the firm-wide default formats. Specify the number of days until a client's invoice is due. Select a late fee, which will override the firm-wide default fee. Add client-specific billing instructions.
Document Delivery Select a default document delivery method for the client. This selection overrides the firm-wide default.
Fixed Fees Add a fixed-fee for the client. For more information, see Add fixed-fees for clients.

Edit one or more clients

Click the Edit Edit icon next to a name in the list to modify an existing client. You can also edit some information for multiple clients at once. Mark the boxes next to the clients' names and click the Edit Edit icon in the toolbar.

Note: Any updates that clients make through Account Information in Client Center won't be reflected anywhere else in Onvio. A staff member must make the same changes in the Clients screen or the Contacts screen.

Manage the display of client information

Use buttons in the client grid and toolbar to manage the display of information on the Clients list.

Client grid

View Dashboard: Click the View Dashboard button in a client's row in the grid to view the Client Dashboard for the client.

Show Details: Click the Show Details button in a row to expand the row and display any contacts who have relationships with the client, such as billing contact, tax matters contact, or spouse.

Toolbar

Change column display: Click the Show/Hide Columns Show/Hide Columns button and mark the box next to each column you want displayed on the list.

Group clients: Click the Show Group Panel Show Group Panel button to open the grouping area. Drag column headings to the grouping area to group clients by entity type, status, or other criteria.

Use filters: Click the Show Filter Panel  Show Filter Panel button to further manage what information is displayed.

Add a client in Onvio ( 3 minutes)

The availability of some or all of these features depends on the applications your firm has licensed and the permissions your firm’s administrator has enabled for you.

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