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Client Records

Manage your clients in Spatiko — a lightweight CRM for real estate agent contacts, with client history, billing, and reusable editing preferences.

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

What’s on a client record

Each client holds the details you need to reach them and remember how they like to work:

  • Display name, company, email, and phone.
  • Free-form notes for anything else worth keeping.
  • Editing preferences — the client’s standing photo-editing taste (more on these below).
A client's record: contact details, notes, and editing preferences, alongside their order count and revenue at a glance.

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.

Finding a client

The list stays usable as it grows. You can search by name, company, email, or phone, and sort by name, company, signup date, or most recent activity — so the client you booked with this morning is easy to surface.

The Clients list: search, date filters, and sortable columns — sorted here by most recent order so your latest activity surfaces first.

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.

Adding a client by hand: email, name, company, phone, notes, and editing preferences — the same fields a booking would fill in automatically.

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.

Order history and billing

A client’s profile shows their full order history — every shoot you’ve done for them — alongside a billing summary: order and payment counts, total revenue, outstanding balance, aging buckets, a list of overdue orders, and recent payments. It’s the fastest way to see whether an agent is a reliable payer before you book the next job. For how those figures are collected, see getting paid.

Billing figures are visible only to accounts allowed to view invoices — typically an owner or admin, not necessarily everyone on the team. 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.

Two tabs on the same client: order history on the left, and a billing summary — outstanding balance, aging, and unpaid orders — on the right.

The client-facing side

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