Client Management

The client record is at the heart of everything in Sodium. It's the single place your team goes to understand a client relationship -and from it, everything else connects.

From each client record you can view invoices pulled from your accounting software, check their AML status, manage documents, pin notes, see associated clients, and much more. Track client status as relationships develop - from Prospective through to Active, Completed, or Lost - and store VAT numbers, company registration numbers, UTR references, and your own internal codes.

Assign responsibility at three levels (Partner, Manager, and Associate) so it's always clear who owns the relationship, who's doing the work, and who's overseeing it. These labels are fully customisable — rename them to match your practice, for example "Director" instead of "Partner", or "Junior" instead of "Associate".

Sounds like too much? Don't worry - each of the three fields can be turned off individually, so if your practice only uses a Client Manager you'll never see the other two. The same goes across the platform: the highly configurable settings section lets you turn off features you don't use, so Sodium stays as simple or as powerful as your practice needs.

Each client can have multiple contacts - primary, secondary, accounts, tax, or any other role you need. Store full contact details including email, phone, mobile, and postal address.

Contacts can be associated across multiple clients, so if one person is the director of several companies, you only need their details once. If a contact is also a client in their own right, you can click straight through to their individual client record. Search and sort contacts across your entire practice, and manage email preferences per contact so communications always go to the right person.

Finding the right client is fast and intuitive. Filter your client list by status, manager, partner, associate, team, or the services they subscribe to. Full-text search works across client names and details, so you can find what you need in seconds.

Recently viewed clients are always available for quick access, and sortable columns let you organise clients however makes sense for your workflow. The columns themselves are fully configurable - choose exactly which ones are shown in the client list, add the data points you care about, hide the ones you don't, rename the column headings, and drag them into whatever order you like.

Found a filter you'll use again? Save it as a view. Saved views remember your filters and sort order, and each view can have its own columns - customise which columns are shown for that view independently of your main client list column settings.

Getting your clients into Sodium is straightforward. Bulk import from CSV files with intelligent field mapping that guides you through matching your columns to Sodium's fields. And it's not just for new records - the same import can update existing clients in bulk, so it's a handy way to make sweeping changes to data you already hold. Export your client list to CSV at any time for reporting or backup.

You can also sync clients directly from your accounting software - Xero, QuickBooks, FreeAgent, or Sage - so your client list stays aligned across platforms without manual re-entry.

Attach and manage documents against each client record. Optionally store files in your own cloud storage - Google Drive or OneDrive - with an organised folder structure that keeps everything tidy.

Pin important notes to client records so critical information is always visible.

Every practice is different, and Sodium lets you capture the information that matters to yours. Add as many custom fields as you need to client records, with a range of data types to suit any use case:

• Text
• Number
• Date
• Yes / No
• Dropdown
• Multi-select

Fields are organised into groups, and each group appears as its own card on the client page. Groups can contain sub groups for further organisation. Your team always has the full picture without switching between systems or maintaining separate spreadsheets.

Custom fields aren't just for display. Date-type custom fields can drive recurring task schedules, and all custom field values are available as dynamic variables in your proposals, engagement letters, and emails — so the data you capture is put to work across the platform.

Track the status of HMRC agent authorisations directly on each client record. See at a glance which 64-8 authorisations have been requested, granted, or are still missing - based on the services the client is taking.

Learn more about Agent Authorisations →

Clients aren't isolated records - they're at the centre of everything in Sodium. From a client record, you can:

• Assign services and pricing
• Create and send proposals
• Track prospects through your sales pipeline
• View and manage tasks
• Track workflow progress
• Track agent authorisations
• Set up Direct Debit mandates
• Send professional clearance letters
• Issue engagement letters
• Look up Companies House data

Everything flows from the client record, so your team always has the full picture in one place.