Client Records

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).

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.

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.

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 billed, outstanding balance, aging buckets, a list of unpaid orders, and recent payments. It’s the fastest way to see whether an agent is a reliable payer before you book the next job.

Those figures follow the invoices. On an order with more than one person, each payer’s summary 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.

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.

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.

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.