Good client management is the foundation of a successful service business. Orka helps you track everything from contact details to project history.
Why it matters
Strong client relationships lead to repeat business, referrals, and a better reputation. Orka keeps all your client information organized so you can focus on delivering great work.
Before you begin
Make sure you have:
- An active Orka workspace
- Your team roles configured
- Basic client information (name, email, company)
Step-by-step walkthrough
Step 1: Add a new client
Navigate to Clients and click Add Client. Enter their details:
- Name — Contact person or company name
- Email — Primary contact email
- Company — Business name
- Phone — Optional contact number
- Notes — Any relevant context
Step 2: Set up the client portal
Enable the client portal to give your client a shared view of projects, invoices, and files. Go to client settings and toggle Portal Access.
Step 3: Organize with tags
Use tags to categorize clients:
- VIP — High-value clients
- Retainer — Monthly retainer clients
- New — Recently onboarded
- International — Cross-border clients
Step 4: Track communication
Use the activity feed to track all client interactions. Log meetings, decisions, and important messages.
Step 5: Review client health
Regularly check your client dashboard for:
- Active projects
- Outstanding invoices
- Recent activity
- Payment history
Best practices
- Keep client profiles updated with current information
- Use the client portal for transparency
- Set up automatic payment reminders
- Document important decisions in the activity feed
Common mistakes
- Not adding clients until projects start — add them early for smoother workflows
- Ignoring the client portal — it builds trust and reduces back-and-forth
- Skipping documentation — keep records of agreements and decisions
What's next
Learn about [client permissions](/docs/clients/permissions) and [importing clients](/docs/clients/import-clients) from other tools.