One workspace for everything you do with a client

Creating a client workspace

1. 1
   Click New Client from the client list or dashboard.
2. 2
   Enter the client's company name. This is the primary label used everywhere in the app.
3. 3
   Add the primary contact name and email. This email is used as the default To: address for proposals and invoices.
4. 4
   Upload a client logo (optional). The logo appears in the workspace header and can appear on proposals.
5. 5
   Save. The workspace is created with all modules ready to use — Time Tracking, Tasks, Messages, Tickets, CRM, and Invoicing.

Configuring workspace settings

After creating a workspace, open its Settings tab to complete the setup.

• Client name and logo — update anytime if the client rebrands or you want to correct a typo.
• Contact details — add all the people at the client company in the CRM section. The Settings page holds the primary billing contact used for invoice generation.
• Industry/type — optional but useful for filtering clients in reports.
• Notes — internal notes about the client relationship that appear at the top of the workspace for any team member who opens it. Use for standing context: "Only contact Sarah — James is no longer involved." or "Client prefers email over portal messaging."

Services and rates

Services are the types of work you do for this client. They appear in the Time Tracking dropdown when logging timers or manual hours. The rate set here is used when calculating invoice totals.

1. 1
   Open Settings → Services inside the workspace.
2. 2
   Click Add Service.
3. 3
   Name the service — UI Design, Development, Strategy, Copywriting, SEO, etc.
4. 4
   Set the hourly rate. This is the rate charged when this service type is invoiced. You can set different rates for different services — a client might pay $150/hr for design and $200/hr for development.
5. 5
   Save. The service is available immediately in Time Tracking for this client.

Billing settings

1. 1
   Open Settings → Billing inside the workspace.
2. 2
   Tax rate — set the applicable tax rate for this client. This is applied automatically when generating invoices. Set to 0 for tax-exempt clients.
3. 3
   Monthly block hours — if this client is on a support retainer that includes a set number of hours per month, enter that number here. WorkRate tracks included time against this block.
4. 4
   Manual payment link — if you're not using Stripe Connect, add a payment URL here. This link prints on every PDF invoice for this client.
5. 5
   Save.

Archiving a workspace

When a client engagement ends, archive the workspace rather than deleting it. Archiving removes it from your active client list without losing any history.

1. 1
   Open Settings inside the workspace.
2. 2
   Scroll to Danger Zone and click Archive Client.
3. 3
   Confirm the archive. The workspace moves to your Archived list and is hidden from the main client view.
4. 4
   To restore an archived workspace, go to Archived Clients, open the workspace, and click Unarchive.

Tips & best practices

• Create the workspace before the first meeting. Set up the workspace as soon as a deal closes so you can start logging time and taking notes from day one.
• Set up services and rates before logging any time. You'll have to go back and correct entries if you log hours before rates are set.
• Use workspace notes for standing context. Anything a team member needs to know before opening this workspace — communication preferences, stakeholder notes, contract caveats — put it in the workspace notes field.
• One workspace per client company. If you do multiple projects for the same company, use one workspace with task boards for each project. Don't create separate workspaces for the same client.