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Clients: How to Create, Edit, and Manage Clients in Diamond Operations Pro

The "Clients" module allows you to manage the people or companies that receive services, pay invoices, or have associated properties within Diamond Operations Pro. For new users, this module is often the commercial and operational starting point. Before creating properties, jobs, invoices, or bookings, a client usually needs to be properly registered in the system.

Before you start
  • Have a Diamond Operations Pro account
  • Have administrator permissions

Who should use this module?

This article is intended for:

  • Administrators
  • Sales team members
  • Coordinators
  • Support users
  • Operations or finance staff who need to review client information

The goal is to help you create, edit, review, and maintain complete client records while reducing errors related to properties, billing, jobs, and communications.

When to use Clients


Use the **Clients** module when you need to:

  • Register a new client.
  • Update an email, phone number, billing name, or internal notes.
  • Associate properties with a client.
  • Review jobs, invoices, batches, or transactions related to a client.
  • Manage a client’s access to the system.
  • Review reports, history, or payment methods.

Key concepts

Before working with clients, it is important to understand these concepts:

Client
A person or company that receives services, has associated properties, or has operational and financial history in Diamond Operations Pro.

Billing name
The name used for billing purposes. It may be different from the client’s main name.

Client profile
A consolidated view where you can review the client’s general information, properties, jobs, invoices, batches, transactions, and other available actions depending on permissions.

Property
A location associated with the client. A client may have one or multiple properties.

User access
An access account that allows the client to log in to the portal, if applicable.

Tags, reminders, and notices
Internal tools used to classify clients, follow up on pending actions, and leave visible notes for other users.

Before creating a client


Before adding a new client, first check whether the client already exists in the system.

You can search by:

  • First name
  • Last name
  • Email
  • Billing name
  • Company name

Creating duplicate clients may split the client’s history, properties, invoices, and associated jobs. This can cause operational or financial errors.

How to create a client

  1. Open the "Clients" module from the main menu.
  2. Select the action to create a new client.
  3. Complete the first name, last name, or company name, depending on the case.
  4. Add the "billing name" if it will be different from the main name.
  5. Enter the email address and available phone numbers.
  6. Complete the lead source, if the form requires it.
  7. Add useful internal notes for operations, sales, or billing.
  8. Enter the billing address, if applicable.
  9. Save the client.
  10. Confirm that the client appears correctly in the list.

How to edit a client

  1. Search for the client in the "Clients" list.
  2. Open the edit action or go into the client profile.
  3. Update the necessary information, such as: - Contact information - Billing name - Address - Internal notes - Billing details
  4. Review whether the change may affect invoices, communications, or history.
  5. Save the changes.
  6. Confirm that the updated information appears correctly in the profile.

How to use the client profile


The "Client Profile" centralizes the most important information about the client.

From the profile, you can review:

  • General client information
  • Associated properties
  • Jobs
  • Invoices
  • Batches
  • Transactions
  • Available actions depending on permissions

When you need to answer a question about a client, it is recommended to open the client profile first. This allows you to quickly understand the client’s complete relationship with the company: which properties they have, which jobs have been completed, which invoices are pending, and which recent actions exist.

How to manage client properties

  1. Open the client profile.
  2. Go to the properties section.
  3. Add a new property or edit an existing one.
  4. Complete the address and relevant details.
  5. Save the changes.
  6. Confirm that the property is associated with the correct client.

Important: Always verify that the property is associated with the correct client before creating related jobs, bookings, or invoices.

How to manage client access


Some clients may have access to the portal, depending on the company’s configuration.

To review or manage access:

  1. Open the client record or profile.
  2. Check whether a linked user already exists.
  3. Create or edit the access user, if applicable.
  4. Send the invitation when the process requires it.
  5. Review the connection or access status.
  6. If necessary, log out the connected user.

Internal follow-up with tags, reminders, and notices


Diamond Operations Pro allows you to use internal tools to improve client follow-up.


Tags

Use "tags" to classify clients by type, status, priority, or any internal company criteria.

Reminders

Use "reminders" to schedule future actions, such as calls, payment follow-ups, data updates, or property reviews.

Notices

Use "notices" to leave internal messages visible to other users. This helps the team maintain context without depending on external conversations.

Common issues


I cannot find a client

Search by first name, last name, email, or billing name. Also check whether any filters are active in the list before creating a new record.

The client has duplicate information

Before deleting or modifying a duplicate profile, verify which record contains real history, such as jobs, invoices, properties, or transactions.

Do not delete records with history without reviewing the operational and financial impact.

The client is not receiving communications

Review the following:

  • Registered email address
  • Linked user
  • Invitation status
  • Company communication settings
  • Client contact information


The invoice shows the wrong name

Review the **billing name** and the client’s billing information before resending or correcting an invoice.

Best practices

  • Always search for the client before creating a new one.
  • Avoid duplicates.
  • Keep the email, phone number, and billing name updated.
  • Use clear and useful internal notes.
  • Verify the property before associating jobs or invoices.
  • Review the full profile before responding to client-related questions.
  • Use tags, reminders, and notices to maintain internal context.

Expected result

After completing this process, you should be able to:

  • Create clients correctly.
  • Edit contact and billing information.
  • Associate properties with the correct client.
  • Manage portal access when applicable.
  • Review operational and financial history from the profile.
  • Reduce errors related to invoices, jobs, properties, and communications.