Client Records

Spatiko keeps a central list of the real estate agents (and other clients) you work for. It’s a client CRM built into Spatiko, not a separate app you have to keep in sync — every order, payment, and preference for a client lives on their record.

Finding a client

The list stays usable as it grows. Search by name, email, phone, or the company name typed on their record, and narrow the list with the Created, Last order, and Company filters — the Company filter shows everyone linked to one company. Sort by name, company, signup date, or most recent order, so the agent you booked with this morning is easy to surface.

Clients linked to a company show that company’s logo next to its name; a company name that was only typed in shows as plain text.

To take a list elsewhere, tick the clients you want and choose Export CSV. The file has each client’s name (also split into first and last), company, email, phone, the date they were added, and their last order date.

How clients get created

Clients appear two ways:

• Automatically, when someone books through one of your order forms. The details they enter become their record.
• Manually, when you add a client yourself — for a phone booking or a repeat agent. You need at least a name, email, phone, or company to start.

Manually added clients are also who you attach when creating an order by hand. And if you’re switching from another system, you don’t have to add everyone one at a time — you can bulk-import your existing clients from a CSV.

The Company you type here, or that an agent types when booking, is saved as text. To group agents by brokerage, link them to a company record from the client’s sidebar — Spatiko also suggests companies from those typed names. See companies.

One agent, one record

Email is unique per business. Spatiko rejects a duplicate email, and a repeat booking matches to the existing client instead of creating a second record. So one agent stays one record over time, with their whole history in one place — no merging cleanup later.

What’s on a client record

The top of the record shows the client’s photo (click it to upload one), name, and title, plus whether they have a Portal account (and an Imported or Synced tag if they came from an import). Email, Call, and Text buttons open your own apps. The ⋯ menu holds:

• Copy referral link — the client’s personal link for your referral program, shown while the program is on.
• Export orders (CSV) — every order for this client, with address, session date, stage, payment status, total, and amount due.

Below that, the sidebar holds:

• Contact — email, phone, and the date they became a client. If your business offers clients more than one language, a Language row sets which one their emails use, or leaves them on Business default. See languages and translations.
• Company — the company they belong to, with their role there. Link, change, or unlink it from this card.
• Public profile — Title, License, and Website, “Shown on this client’s property websites. Their own portal values win over these.” They appear with the client’s photo in the agent block on their property websites. If the agent fills these in from their own client portal, their values are used instead of yours.
• Email recipients — CC and BCC addresses copied on every email Spatiko sends this client: confirmations, reminders, delivery, and receipts. BCC recipients are hidden from everyone else.
• Notes — anything else worth keeping.
• Editing preferences — the client’s standing photo-editing taste (more on these below).

Editing preferences

Editing preferences are a client’s standing instructions for how their photos should look — for example bright & airy, warm tones, sky replacement, declutter, or no heavy HDR. Set them once on the client and they pre-fill on each new order for that client — you can still tweak them for a specific shoot without changing the profile. When an agent always wants the same treatment, that saves a conversation every time.

The record’s tabs

• Overview — headline figures (lifetime billed, orders, outstanding, and credit), then Needs attention for anything waiting on you: overdue orders, change, cancellation, or reschedule requests, and upcoming shoots with no photographer. Upcoming shoots and recent activity follow. As their history builds, Patterns notes things like who they usually shoot with and which services they book. A Referrals row sums up their referrals.
• Orders — every shoot you’ve done for them, filtered by Active, Delivered, or Cancelled, with an address search.
• Billing — what they owe, their credit, and how they pay (below).
• Activity — a timeline you can filter to orders, payments, requests, property websites, or referrals.

The Billing tab

The Billing tab is the fastest way to see whether an agent is a reliable payer before you book the next job — and where you set how they pay.

• Owed to you — their outstanding balance, how much of it is overdue, and how many orders are unpaid. From here you can Send reminder, View invoices filtered to this client, or Bill many orders to put several of their orders on one combined invoice.
• Credit on file — prepaid account credit, with Add credit, Adjust, and History.
• Payment timing — Business default, Upfront, On Delivery, or Invoice. A client’s own setting wins over the order form’s and your business default. Net payment terms aren’t set per client; they come from the order form or your business default. See when clients pay.
• Billing — One invoice per order, Weekly invoice, or Monthly invoice, plus Send automatically to issue and email each period’s invoice on its own instead of leaving a draft for you to review. This appears on plans that include invoicing. See weekly and monthly billing.
• Pricing — whether the client books at standard catalog prices, their company’s price list, or a list of their own. Assign or switch it here. See price lists.
• Unpaid orders and Account activity — each unpaid order with its balance and how overdue it is, then recent account activity — payments, invoices, credits, and refunds.

Those figures follow the invoices. On an order with more than one person, each payer’s Billing tab counts only what’s actually billed to them — a $600/$400 split reads as $600 on the listing agent’s record and $400 on the co-payer’s, not the full total on both. For where invoices come from, see creating and sending an invoice.

The Billing tab and the money figures on Overview are visible only to accounts allowed to view invoices — typically an owner or admin, not necessarily everyone on the team — and changing payment settings needs permission to manage invoices. See team and roles for who sees what. And if you run your marketing or sales pipeline elsewhere, orders and clients can also sync to HubSpot.

The client-facing side

Everything above is your view. The agent’s own view — where they sign in to see their orders, re-download media, and book again — is the separate client portal. To follow an order through its stages, see the order lifecycle.

Go deeper

• Client analytics — repeat rate and top clients — see which agents keep coming back and who your best ten actually are.
• Invoice reminders and overdue balances — what happens automatically when a client’s balance goes past due.
• Roles and permissions in depth — control who on your team can see billing figures.
• Signing in to the client portal — how an agent gets into their own account with a magic link.
• Moving your business to Spatiko — pick the right way to bring your existing clients and history across.