Client finance records
A client billing profile is the single, static reference card that holds the facts that almost never change between invoices: the client's exact legal name, the address an invoice must be billed to, their tax or company registration ID, whether they require a purchase order before they'll pay, the payment terms you both agreed to, and where they should send the money. Cash Workspace gives you one record per client to hold exactly these fields, so when you sit down to invoice you copy from a trusted source instead of guessing or digging through old emails. This page is about the identity-and-terms reference only. How you actually deliver each invoice lives in your invoicing instructions, who approves and pays sits in your billing contacts, and running totals belong in the account summary — keeping those separate is what stops this record from turning into a cluttered catch-all. Cash Workspace is free, and it organizes records: it does not sync with your bank, it does not read or auto-fill these fields from your documents, and nothing here is tax or legal advice.
The problem
When a client's billing facts live scattered across a signed contract, a Slack message, and your memory, small errors creep into invoices and slow down payment. A wholesale buyer rejects an invoice because the legal entity name is "Northgate Trading Ltd," not the trading name you've been using. A long-standing client quietly moved their accounts-payable address a year ago and you only find out when post bounces. You bill Net 14 out of habit when the agreed terms were Net 45. A B2B account won't pay because there's no PO number on the invoice — and you didn't know they required one. None of these are accounting problems; they're filing problems. One reliable profile per client removes the guesswork.
How it works
A profile takes a few minutes to set up once and then becomes your single source of truth. You type the fields in yourself — Cash Workspace stores and organizes them, it does not extract them from a contract for you. Here's a practical order to follow.
Make a Clients folder and add a record named for the client's billing identity, for example 'Northgate Trading Ltd — Billing Profile'. One record per legal entity keeps the master facts in a single findable place. For a client that bills under several branches, see the multi-location page instead.
Enter the exact legal name as it must appear on an invoice, the bill-to address (separate from any delivery address), and the tax or company registration ID the client requires on invoices — for example a VAT number, EIN, or company number. Type these from the source document you trust, such as the signed agreement.
Note the agreed payment terms (Net 30, Net 45, 50% deposit, etc.) and set a clear PO-required flag — 'PO required before payment: Yes' or 'No'. If yes, that flag is a reminder; the operational tracking of which PO covers which job lives on the PO-required tracker page.
Record where this client should send payment and any reference they must quote. Attach the signed contract, onboarding form, or terms email to the record so anyone reviewing can see where each field came from. Update the profile whenever a fact changes, and run a yearly pass to catch stale fields.
Record structure
These are the static identity-and-terms fields that belong on the master profile. They're the facts you reuse on every invoice, not anything that changes per invoice or gets calculated. Capture them once, keep them current.
Example setup
A clean structure puts one master profile record per client inside a Clients folder, with the source document attached. Here's a layout that scales from a handful of clients to a full B2B book.
Master record: legal name 'Northgate Trading Ltd', bill-to '4 Canal St, Unit B', VAT GB123456789, PO required: Yes, terms Net 45, remit reference 'NT-' + invoice no. Attached: signed supply agreement (PDF).
Master record: legal name 'Bright Coffee Co LLC', bill-to '120 Market Ave', EIN on file, PO required: No, terms Net 30, currency USD. Attached: onboarding form (PDF).
Master record: name 'Maria Verde t/a Verde Studio', bill-to home-office address, no registration ID required, PO required: No, terms 'due on receipt'. Attached: signed quote acceptance email.
An empty record you clone for each new client: blank fields for legal name, bill-to, tax ID, PO flag, terms, remittance, currency, and source/last-checked date — so every profile is captured the same way.
Common mistakes
How it helps
Keep each client's static billing facts in a single dedicated record inside a Clients folder, so you copy from one trusted place every time you invoice.
Pin the signed contract, onboarding form, or terms email to the profile so every field traces back to where it came from.
Clone an empty profile record for each new client so the same fields are captured consistently across your whole client book.
Cash Workspace is free and organizes your records. It does not sync with your bank, does not auto-extract fields from documents, and gives no tax or legal advice.
Related
The operational how-to-invoice playbook per client: delivery channel, portal URL and login, required reference fields, and accepted format — the procedure your static profile deliberately leaves out.
The accounts-payable people per client: who approves invoices, who pays, and who to escalate to for non-payment, kept separate from the profile fields.
A current per-client one-pager of total billed, outstanding now, terms, and key contacts — the computed snapshot the static profile doesn't hold.
A yearly pass to refresh stale master-data fields like address, terms, and tax ID so each billing profile stays accurate.
Track which clients mandate a valid PO before paying and store the current PO document per job — the operational side of the profile's PO flag.
Organize one client whose branches bill separately, each location carrying its own bill-to and details.
The full hub of finance and client record templates and workflows in Cash Workspace.
FAQ
Cash Workspace helps you organize client billing details into records; it is not accounting, tax, or legal software and does not provide tax, legal, or accounting advice. It does not sync with your bank, does not read or auto-extract fields from your documents, and does not validate tax or registration IDs. You enter and confirm every field yourself, and you remain responsible for the accuracy of what appears on your invoices. Cash Workspace is operated by HELPERG LLC — questions: info@helperg.com.
Set up a Clients folder, add one billing profile per client, and attach the contract behind each one. Cash Workspace is free — create your workspace and give every invoice a trusted source for the facts that never change.