Every client in SemaQuote has a profile that acts as a central hub for everything related to that customer. It's where you'll find their contact details, see your complete history of quotes and invoices, check their lifetime value, and review any notes you've saved.
Understanding how to use client profiles effectively helps you manage relationships, track your business history, and provide better service.
What's in a Client Profile
A client profile brings together several types of information in one place.
Header Information
At the top of every profile, you'll see:
- Client Name: Displayed prominently, often with their initials in an avatar
- Client Since: The date when you first added them, so you know how long you've worked together
- Quick Actions: Buttons to call, email, or text the client directly
Contact Information
This section shows all the ways you can reach them:
- Email Address: Click to open your email app with a new message started
- Phone Number: Click or tap to initiate a call
- Physical Address: Their full address, useful for job planning and navigation
Client Stats
Key metrics about your business relationship:
- Lifetime Value: Total revenue from paid invoices (more on this below)
- Total Quotes: How many quotes you've created for this client
- Credit Balance: Any unused credit on their account
Notes
Your free-form area for important details:
- Communication preferences
- Access codes and special instructions
- Anything else you want to remember
Quote and Invoice History
A chronological list showing:
- Recent quotes with their status and amounts
- Invoices with payment status
- Quick links to view each document
Accessing Client Profiles
On Web
- Navigate to Clients in the main menu
- Click on any client in the list
- Their full profile page opens
You can also reach a profile by clicking a client's name from:
- A quote detail page
- An invoice detail page
- Search results
On Mobile
- Open Clients from the bottom navigation
- Tap any client card in the list
- Their profile screen slides in
From the profile, swipe back or tap the back arrow to return to your list.
Understanding Lifetime Value
Lifetime value (LTV) is one of the most useful metrics SemaQuote tracks for you. It shows the total revenue you've earned from a particular client.
How LTV Is Calculated
LTV includes:
- All paid invoices for this client
- Payments received through any method
LTV does not include:
- Unpaid invoices (even if overdue)
- Quotes (even accepted ones, until they're invoiced and paid)
- Refunded amounts
Making Lifetime Value Work for You
Know your best customers
Sort your client list by lifetime value to see who generates the most revenue. These relationships deserve extra attention.
Make better decisions
When you're scheduling jobs or responding to inquiries, knowing a client's LTV helps you prioritize. A client with $15,000 in lifetime value might warrant a faster callback than a brand-new lead.
Track your growth
Watch how individual client LTV changes over time. Growing LTV means deepening relationships and repeat business.
Inform pricing decisions
Long-term, high-value clients might warrant loyalty pricing or priority scheduling. Their history justifies the investment.
A Quick Example
Client: Sarah Johnson
Paid Invoices: 5
Invoice #001: $500 (paid)
Invoice #002: $750 (paid)
Invoice #003: $300 (paid)
Invoice #004: $400 (paid)
Invoice #005: $200 (unpaid - not counted yet)
Lifetime Value: $1,950
When invoice #005 gets paid, Sarah's LTV will automatically update to $2,150.
Client History: Quotes
The quotes section shows every quote you've created for this client.
What You'll See
Each quote displays:
- Quote Number: Your unique identifier (like QQ-2026-001)
- Status: Where things stand with this quote
- Total Amount: The quote value
- Created Date: When you generated it
Quote Status Guide
| Status | What It Means | Color |
|---|---|---|
| Draft | Not yet sent | Gray |
| Sent | Delivered to client | Blue |
| Viewed | Client has opened it | Yellow |
| Accepted | Client agreed | Green |
| Rejected | Client declined | Red |
| Expired | Validity period passed | Red |
Creating a New Quote
From any client profile, you can start a new quote immediately:
- On Web: Click the New Quote button
- On Mobile: Tap the New Quote button at the bottom
The new quote automatically fills in with the client's information, saving you time. Learn more about creating quotes.
Client History: Invoices
The invoices section shows every invoice you've issued to this client.
What You'll See
Each invoice displays:
- Invoice Number: Your unique identifier
- Status: Payment state
- Total Amount: Invoice value
- Created Date: When you issued it
Invoice Status Guide
| Status | What It Means |
|---|---|
| Draft | Not yet sent |
| Sent | Delivered to client |
| Viewed | Client has opened it |
| Paid | Payment received in full |
| Partial | Some payment received |
| Overdue | Past the due date |
| Void | Cancelled |
Learn more about managing invoices and recording payments.
Quick Actions: Connect Instantly
Client profiles include buttons to reach out immediately.
Call Button
Tap to start a phone call:
- Mobile: Opens your phone dialer with the number ready
- Web: Opens your default phone application (if you have one configured)
Email Button
Tap to compose an email:
- Opens your default email app
- The client's email address is already in the "To" field
Text Button
Tap to send a text message:
- Mobile: Opens your messaging app with the number ready
- Available when the client has a phone number on file
Making Notes Work for You
The notes field is surprisingly powerful for relationship management. Here's how to get the most from it.
What to Include
Access information:
Gate code: 4567
Best parking: Street in front of house
Dog's name: Max (friendly, just loud)
Communication preferences:
Prefers text messages
Best time to call: After 5pm
Email for invoices, text for scheduling
Business context:
Referred by: Sarah Johnson
First job: Kitchen remodel (2024)
Annual maintenance agreement signed
Special requirements:
Requires 48-hour notice for appointments
Always confirm pricing before starting work
HOA approval needed for exterior work
Keeping Notes Current
Make updating notes part of your workflow:
- After completing a job
- When you learn new preferences
- When contact details change
- After any notable conversation
Future you will thank present you for the details.
How Everything Connects
Understanding how clients, quotes, and invoices link together helps you get more from SemaQuote.
The Data Flow
Client Profile
|
|---> Quote (linked to client)
| |
| |---> Accepted
| |
| |---> Invoice (converted from quote)
| |
| |---> Payment
| |
| |---> Updates Lifetime Value
Automatic Connections
When you:
- Create a quote for a client: It appears in their quote history
- Convert a quote to invoice: The invoice links to the same client
- Record a payment: The client's lifetime value updates automatically
Why This Matters
- Complete history in one place: See every interaction without digging
- Accurate metrics: Lifetime value stays current automatically
- Easy navigation: Jump from client to quote to invoice seamlessly
- Professional documents: Client details auto-fill correctly
Getting More from Client Profiles
Before Every Call or Meeting
Review the client profile first:
- Refresh yourself on past work
- Check notes for important details
- Know their lifetime value and history
This preparation helps you provide better service and have more informed conversations.
Spot Follow-Up Opportunities
Use the quote history to find opportunities:
- Sent but not accepted quotes might need follow-up
- Accepted quotes without invoices need billing
- Long gaps since last contact suggest check-in calls
Identify Patterns
Over time, client profiles reveal patterns:
- Seasonal work: Same services every spring or fall
- Growth: Project sizes increasing over time
- Preferences: Certain services they always need
These patterns help you anticipate needs and provide proactive service.
Mobile-Specific Features
Pull to Refresh
On the client profile:
- Pull down to refresh all data
- Updates quote and invoice history
- Syncs the latest changes from web
Tap to Navigate
Tap on any quote or invoice in the history to:
- View the full document
- See all line items and details
- Access document-specific actions (send, edit, convert)
Best Practices
Build Complete Profiles
The more complete a profile, the more useful it becomes:
- Always add contact information
- Include addresses when you know them
- Keep notes updated over time
Review Before Creating Quotes
Before starting a new quote:
- Open the client profile
- Check their recent history
- Read notes for context
This takes just a few seconds and helps you create better, more informed quotes.
Let Client Data Guide Your Business
Put your client data to work:
- Prioritize high-LTV clients when scheduling
- Follow up on open quotes to close more business
- Celebrate milestones with loyal customers
Troubleshooting
History Not Showing
- Make sure quotes and invoices are linked to the correct client
- Check if documents were deleted
- Refresh the page or pull to refresh on mobile
Lifetime Value Seems Wrong
- Remember, only paid invoices count toward LTV
- Check the payment status of invoices you expected to see included
- Unpaid and voided invoices don't contribute
Can't Access a Profile
- Verify the client wasn't deleted
- Check your internet connection
- Try refreshing your client list