Before You Begin
There are no prerequisites for creating clients. However, it is recommended to have your company profile set up so that invoice-related defaults (currency, payment terms) are in place.Accessing the Client List
There are two ways to get to clients:- Sidebar navigation — Click Clients in the sidebar menu
- Dashboard quick action — Click Create Client in the top bar for immediate creation
Step-by-Step: Creating a New Client
1. Navigate to the Clients Page
From the sidebar, click Clients. This opens the client list where you can see all your current clients.2. Start Client Creation
Click the New Client button (or use the dashboard quick action). This opens the client creation form.3. Enter Client Details
Fill in the following information:- Name — The client’s company name or individual name. This appears on invoices and throughout Aourly.
- Email — The client’s primary email address for general communication.
- Invoice Email — A separate email for receiving invoices (e.g., faktura@client.se). When left blank, invoices are sent to the primary email.
- Organization Number (organisationsnummer) — The client’s Swedish business registration number. Appears on invoices.
- VAT Number (momsnummer) — The client’s VAT registration number. Important for EU reverse charge invoicing.
- Country — The client’s country. Affects VAT rules on invoices.
- Address — Street address, postal code, and city. Appears on invoices as the billing address.
- Phone — The client’s phone number for reference.
- Contact Person — The individual you work with at the client company.
4. Set Payment Terms and Currency
- Payment Terms — The number of days the client has to pay an invoice (e.g., 30 days). This default applies to all invoices for this client.
- Currency — The invoicing currency for this client (defaults to SEK).
- Currency Markup % — An optional percentage added to cover exchange rate fluctuations when invoicing in a foreign currency.
- General Markup % — An optional percentage added on top of expenses for profit margin.
5. Save
Click Create to save the client. Aourly automatically assigns a customer number — a sequential identifier used on invoices and for internal reference.The Client List
The client list page displays all your clients in a searchable table. You can:- Search — Type in the search bar to filter by client name, email, or organization number
- Sort — Click column headers to sort by name, customer number, or other fields
- Click to edit — Click any client to open their detail page
- Delete — Remove clients that have no associated gigs or invoices
Editing a Client
To update a client’s information:- Click the client’s name in the client list
- Edit any fields on the detail page
- Click Save to apply changes
Tip: Changes to client details affect future invoices. Previously sent invoices retain the client details they were created with.
Client Data on Invoices
The following client information appears on invoices:- Company name
- Organization number
- VAT number (if provided)
- Address (street, postal code, city)
- Country
- Contact person (if set)
- Customer number
Auto-Generated Customer Number
When you create a client, Aourly automatically assigns a sequential customer number. This number:- Appears on invoices for reference
- Is unique within your company
- Cannot be changed manually
- Increments with each new client
Fortnox and Visma Integration
If you have connected Fortnox or Visma as your bookkeeping integration, clients sync between the systems. Creating a client in Fortnox will make it available in Aourly, and vice versa. This eliminates the need for manual data entry across systems.Best Practices
Set up clients before gigs
Create your client records first, then build gigs linked to them. This ensures a clean hierarchy: Client -> Gig -> Time/Expenses -> Invoice.Use invoice email when appropriate
Many companies have dedicated invoicing departments or email addresses (e.g., faktura@company.se). Using the invoice email field ensures invoices reach the right people without changing your primary contact email.Keep details current
When clients change their address, organization number, or contact information, update their record in Aourly. This keeps future invoices accurate.Add organization numbers for Swedish clients
For B2B transactions in Sweden, having the client’s organization number on invoices is standard practice and sometimes legally required. Always request it when onboarding a new client.Set the correct country for international clients
Setting the correct country is critical for VAT handling:- Sweden — Standard Swedish VAT (moms) applies
- EU countries — Reverse charge VAT may apply when the client has a valid VAT number
- Non-EU countries — VAT is typically not charged on exports
Who Can Manage Clients
- Owners — Full access to create, edit, and manage all clients
- Coordinators — Can create and edit clients
- Performers — Cannot access the client management section (they see client names on their gigs but cannot modify client records)
Customer numbers are auto-generated by Aourly. You do not need to manage numbering manually.
Frequently Asked Questions
Can I have clients in different countries?
Can I have clients in different countries?
Yes. Aourly supports multi-currency invoicing. Set the client’s country and preferred currency, and invoices will be generated accordingly. VAT rules also adapt based on country (domestic, EU reverse charge, or export).
Can I import clients?
Can I import clients?
There is no manual bulk import feature currently. However, if you connect Fortnox as your bookkeeping integration, clients will sync automatically between the systems.
Can I delete a client?
Can I delete a client?
Clients with associated gigs or invoices cannot be deleted to preserve data integrity. You can archive or deactivate them instead.
Can Performers see the client list?
Can Performers see the client list?
No. Only Owners and Coordinators can view and manage clients. Performers see client names on their assigned work but cannot access the client management section.