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Managing clients

Clients are the top of Gigtime's hierarchy: projects belong to clients, time entries roll up to them, and invoices are addressed to them. You'll want at least one client before you do much else.

Creating a client​

On the Clients page, click New Client. Only the name is required — everything else can be filled in whenever you have it:

  • Name — the client or company name.
  • Email and Phone.
  • Default Hourly Rate and Currency — used when a project doesn't set its own rate. Ten currencies are supported (USD, EUR, GBP, CAD, AUD, JPY, CHF, CNY, INR, BRL).
  • Language and Date Format — see per-client localization below.
  • Include general entries in invoices — when on, time logged for this client without a project is pre-selected when you create an invoice.
  • Address — a collapsible section with structured fields: street address (two lines), city, state, zip code, and country.

Click Add Client to save.

The client detail page​

Click any client to open its detail page, which has four tabs:

  • Overview — stat cards (total hours, active projects, total invoiced, outstanding balance) above an editable form with the client's contact info, address, and billing details.
  • Projects — the client's projects, each with its tasks nested underneath, plus an Add Project button.
  • Billing — the client's invoices (with billed/paid totals and a Create Invoice button) and its contacts.
  • Activity — tasks and notes for this client.

Changes on the Overview tab are saved with the Save Changes button at the bottom.

Tax IDs​

If your client needs a tax identifier on invoices — a VAT number, EIN, ABN, and so on — set it on the client. There are two fields: Tax ID Label (what to call it) and Tax ID Number (the value). Both print on invoices for that client.

When you pick a country, Gigtime suggests the usual label for you: EIN for the United States, VAT Number for the UK, USt-IdNr for Germany, GSTIN for India, and so on. You can always type your own.

Per-client localization​

Each client has its own Language and Date Format, independent of your app settings. These control the client-facing side of invoicing: invoices and invoice emails sent to that client use the client's language (English, Spanish, French, or German) and their date format (MM/DD/YYYY, DD/MM/YYYY, YYYY-MM-DD, or DD.MM.YYYY).

So you can run the app in English while a client in Berlin receives invoices in German with dates like 04.07.2026. Set it once and forget it.

The client's Currency works the same way — rates and invoice totals for that client display in their currency.

Archiving and deleting​

When you stop working with a client, archive them rather than deleting: open the client's action menu (the "⋯" button) and choose Archive. Archived clients disappear from the default list view — switch the status filter to Inactive or All to find them again, and choose Activate to bring one back. Archiving keeps all the client's history: entries, invoices, and projects stay intact.

Delete is for clients you never should have created. It asks for confirmation ("This cannot be undone") and means it — the client and its data are gone for good. If a client has any real history, archive instead.