The Client Card is your central hub for managing everything related to a specific client - from tasks and billing to documents and communication. All client information, contact details, and quick links to reports are accessible from the right sidebar, while the main tabs give you organized access to tasks, plans, billing, projects, and more.
Introduction
Managing client information shouldn't mean jumping between multiple screens or searching through endless files. The Uku Client Card is designed as your one-stop workspace where everything about a client lives together - their tasks, billing details, documents, communication history, and essential contact information.
Whether you're checking on task progress, reviewing invoices, or updating client details, the Client Card provides quick access to everything you need. The interface is divided into two main areas: navigation tabs across the top for different types of work, and an information sidebar on the right that follows you wherever you go within the client's profile.
This guide walks you through every component of the Client Card, so you can make the most of this powerful feature in your daily accounting work.
Accessing the Client Card
To open a client's profile:
Navigate to Clients from the main menu
Click on any client name in the list
The Client Card opens with the Tasks tab active by default
Navigate between clients: Use the arrow buttons at the top of the Client Card to move between client profiles without returning to the client list. The navigation respects any filters you've applied in the client list view.
Client Card Navigation Tabs
The top of the Client Card features eight main tabs that organize different aspects of your work with each client.
Tasks Tab
The Tasks tab is your default view when opening a client's profile.
Here you can:
View all current, upcoming, and completed tasks for this client
Filter tasks by date range, status, topic, or assigned member
Use quick date filters like "This month", "Next month", "Last month"
Add new one-time tasks directly to the client
Start timers and track time on tasks
Sort/Group tasks by status, topic, or period for better organization
Navigation: Client profile → Tasks tab
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Plan Tab
The Plan tab displays the client's recurring work schedule - the tasks that repeat monthly, quarterly, or annually.
What you can do:
View all recurring tasks set up for this client
Edit the client's work plan by clicking "Edit Plan"
Add or remove recurring tasks from the plan
Adjust task frequencies, deadlines, and assignments
Apply workflow templates to standardize processes
Important: Changes to the plan affect future tasks. Existing one-time tasks remain unchanged.
Navigation: Client profile → Plan tab
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Billing Tab
Access all invoicing and contract information for the client in one place.
Three main sections:
Invoices - View all client invoices (draft, sent, paid, unpaid)
Contracts - Manage active and pending service contracts
Settings - Configure billing preferences for this specific client
Key features:
Create manual one-time invoices
Review auto-generated invoices from time tracking
Monitor payment status
Set up client-specific pricing and products
Navigation: Client profile → Billing tab
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Budgets Tab
Available on Elite plan
Monitor spending against agreed-upon limits for this client.
Budget management features:
Set budgets by client, topic, or project
Track actual time/cost versus budget
Receive alerts as you approach limits
View budget utilization percentages
Budgets help you manage scope creep and ensure profitability on fixed-price engagements.
Navigation: Client profile → Budgets tab
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Projects Tab
Manage special projects and one-time engagements separate from recurring work.
Project capabilities:
Create projects for onboarding, audits, or special services
Use project templates for consistent workflows
Track project progress and completion
Assign project tasks to team members or groups
Set project-specific deadlines and dependencies
Projects work alongside your regular client tasks but remain organized separately for clarity.
Navigation: Client profile → Projects tab
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Communication Tab
View all email correspondence related to this client in one place.
What's included:
Emails sent from Uku to the client
Client replies to your emails
Email automation status (sent, failed, pending)
Task-related email threads
Visual indicators in the Task tab:
Green icon = email sent successfully
Red icon = email failed to send
Gray icon = email pending
Each email shows which task it belongs to
Navigation: Client profile → Communication tab
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Documents Tab
Access all files associated with this client, automatically collected from tasks and workflows.
Document organization:
All files uploaded to client tasks appear here
View document upload date
No more hunting through individual tasks to find client files - they're all gathered here.
Navigation: Client profile → Documents tab
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Overview Tab
The Overview tab is your team's shared notebook for this client, organized into four sections: Notes, Documents, Email, and Billing.
Notes Section
Add important information that your team needs to know about this client:
Special agreements - "Fixed price agreed for Q1 2025"
Communication preferences - "Send reminder letters only on Wednesdays"
Contact instructions - "If Harry is sick or away, contact Cindy instead"
Client-specific procedures - "Always CC legal@client.com on tax matters"
Access credentials - Passwords and login information
Important reminders - Key dates, preferences, or requirements
Key features:
Add hyperlinks to external resources
Attach files and documents
Format text for clarity
Pin important notes - Click the pin icon to make a note visible in the client sidebar across all tabs
Document Section
Save important client documents that need quick access:
Contracts and agreements
Signed engagement letters
Authorization forms
Reference materials
Email Section
Store copies of critical email communications:
Important client decisions
Approval confirmations
Special instructions received via email
Template responses for this client
Billing Section
Record billing-specific notes and agreements:
Special pricing arrangements
Discount agreements
Payment terms and conditions
Billing cycle preferences
Why use Overview notes? When team members need to cover for each other or new staff join an account, these notes ensure everyone has access to critical client information without hunting through old emails or asking around.
Navigation: Client profile → Overview tab → Notes/Document/Email/Billing
Client Overview Panel (Right Sidebar)
Quick Access Links:
The top of the sidebar features shortcut links to key reports:
Summary report - Opens a detailed view of time spent and work completed
Task report - Shows all tasks with filtering and analysis options
Time report - Displays all time entries for detailed review
Email outbox - View all emails sent to this client
Audit log - Current day activity log included in the Team package. 100 days of activity logs available in the Elite package..
Click any link to open the report in a new view with the client pre-selected in the filter.
Pinned Notes Section
Keep important client information front and center.
Features:
Add notes that stay visible across all tabs
Attach files to notes for easy access
Pin multiple notes for different purposes
Expand or collapse the section to save space
Add hyperlinks within notes
Common uses:
Client preferences and special instructions
Important deadlines and reminders
Access credentials (for password-protected custom fields)
Links to external resources
How to add a pinned note:
Click the + icon in the Pinned notes section
Type your note content
Optionally attach files
Click on "pin" icon
Click Save
The system remembers whether you prefer to see pinned notes expanded or collapsed.
Client Company Details
This section displays all essential client information in an easy-to-scan format:
Standard fields:
Client name - The company or individual name
Country - Client's location (affects currency, date formats, holidays)
Active client - Status indicator (Active/Inactive)
Financial year end - Important for planning year-end work
Client groups - Categories for organizing your client base
Client code - Your internal reference number
Language - Determines invoice and communication language
Parent company - If this is a subsidiary, shows the parent organization
Client code uses:
Reference in your own systems
Sort and filter clients
Match with external databases
Include on invoices and reports
Parent company functionality:
Link subsidiaries to parent companies
Consolidate billing under parent company
Organize related entities
Generate combined reports
Edit client details:
Click the Edit button (pencil icon) next to the client name at the top
Modify any fields
Click Save to update
Navigation: Client profile → Right sidebar → Client company section
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Contacts Section
Manage all contact persons associated with the client.
What you'll see:
Contact name with role badge
Email address (click to copy to clipboard)
Language preference
Client portal access status
Primary contact marked with a star ⭐
Client portal indicators:
"Client portal invite sent on [date]" - Invitation has been sent
RESEND INVITE button - Resend portal access
"Client portal invite has not been sent" - No invitation sent yet
SEND INVITE button - Send first-time invitation
Copy contact email: Click the copy icon next to any email address to quickly copy it to your clipboard - useful for composing emails or updating other systems.
Navigation: Client profile → Right sidebar → Contacts section
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Client Portal Section
Control your client's access to their dedicated portal where they can view tasks, upload documents, and communicate with your team.
Portal management:
Enable or disable portal access for the client
Navigation: Client profile → Right sidebar → Client portal section
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Members Section
See and manage which team members have access to this client.
Member roles:
Administrators - Full access to all client information and settings
Members - Can view and work on tasks but cannot change plans or certain settings
Owner - Has complete access (cannot be removed)
Why this matters: Only team members listed here can see this client in their Uku account. This ensures confidentiality and keeps everyone focused on their own client portfolios.
Navigation: Client profile → Right sidebar → Members section
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Custom Fields and Additional Information
Beyond the standard fields, you can add custom fields to capture client-specific information unique to your practice.
Custom field types available:
Text fields
Number fields
Date fields
User/member selections
Yes/No toggles
Choice fields (single selection)
Multi-choice fields (multiple selections)
URL fields (validated links)
Password fields (hidden by default)
Custom fields appear:
In the Client company section of the sidebar
Only when they contain data (keeps sidebar clean)
With tooltips for long values
In client lists as optional columns
In imports/exports for bulk updates
Setting up custom fields:
Navigate to Settings & Apps → Clients app
Click Custom fields
Create your needed fields
Fields automatically appear on all client profiles
Navigation: Settings & Apps → Clients app → Custom fields
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Frequently Asked Questions
How do I switch between client profiles quickly?
Use the arrow buttons at the top of the Client Card to navigate to the next or previous client in your filtered list. You can also hold Command (Mac) or Ctrl (Windows) and click client names to open multiple profiles in separate tabs.
Can I customize which information appears on the sidebar?
The core sidebar sections are standard, but you can add custom fields that will appear in the Client company section. You can also collapse sections you don't frequently use. The system remembers your preferences for expanded/collapsed sections.
How do I know if a client has portal access?
Check the Contacts section in the sidebar. You'll see either "Client portal invite sent on [date]" with a RESEND INVITE button, or "Client portal invite has not been sent" with a SEND INVITE button for each contact.
What's the difference between Admin and Member roles for clients?
Admins can perform all activities related to the client including changing plans, information, and notes. Members can work on tasks and track time but cannot modify the client's plan, information, or certain settings.
How do I link a subsidiary to a parent company?
In the client's edit view, use the "Parent company" field to select the parent organization. This enables consolidated billing and helps organize related entities.
What happens when I deactivate a client?
The client profile remains in your system but won't appear in default views. You can still access deactivated clients by adjusting filters in the client list. All historical data, tasks, and time entries are preserved.
How do I copy multiple contact emails at once?
Currently, you need to copy each email individually using the copy icon next to each address. For bulk operations, consider exporting the client contact list from the Clients menu.
Can clients see the pinned notes on their profile?
No, pinned notes are internal and visible only to your team members. Clients do not see these notes in their client portal.
Getting More Help
Need assistance with the Client Card?
Visit the Uku Help Center for more articles
Contact support at uku@getuku.com
Check the Uku Updates page for the latest features
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