---
title: How to Create and Manage Client Records
description: Managing client information in one place is essential for smooth communication and organized project execution. In this article, you’ll learn how to add construction clients to Buildern and manage them efficiently as part of your project workflows.
---

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# How to Create and Manage Client Records

### How to Create and Manage Client Records

Managing client information in one place is essential for smooth communication and organized project execution. In this article, you’ll learn how to add construction clients to Buildern and manage them efficiently as part of your project workflows.

 June 3, 2026

### **About Clients in Buildern**

Clients in Buildern are free users that can be linked to projects, proposals, and invoices. You can store their contact details, track where they came from, and optionally give them access to the Client Portal for collaboration.

### **How to Add New Clients Manually**

To add a client manually:

1. Log in to your Buildern account.
2. Go to Contacts → Clients.
3. Click Add Client.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/9e83cc92-5158-4991-b910-e50c3aef5d82.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122441432/e0d31156abaa04665f61a43bb021/9e83cc92-5158-4991-b910-e50c3aef5d82?expires=1792671300&signature=bcfcb918957cc1089ee1e42e6604c13090ebdeeaaf9ae52c786f726e09adcc47&req=diElFM16nIVcW%2FMW1HO4zcyjMpO320kekuoEXJ3e48dduEFCbcKbNN%2B8wz2n%0AhB8PbLvWQ9C%2BD3C0aYs%3D%0A)

In the client form, enter the required details such as Name and Email.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/fe9f84aa-8f1d-4fca-a18c-b53b7c34f8ba.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122441431/81e098f8d46f36ad33689aa65b1e/fe9f84aa-8f1d-4fca-a18c-b53b7c34f8ba?expires=1792671300&signature=402f9741ff22f06ee099cdaf39e5e7a990bc1460d10348b9ee297aa7fd897cad&req=diElFM16nIVcWPMW1HO4zekOEJD5LzrXye%2Bl0wpvudnkWqse8fEwPsHZRVND%0AY0HTlO81e%2Fsrvfj%2Fgvs%3D%0A)

You can also add optional information, including:

- Phone numbers and address
- Client source
- Associated projects
- Internal notes

### **QBO & Xero Integration**

If you have accounting integrations enabled, newly created clients should be synced with your accounting software.

Buildern supports integration with:

- **QuickBooks Online (QBO)**
- **Xero**

When the integration is active, a **“Sync with QBO or Xero”** tab will appear inside the client profile.

From this tab, you can choose one of the following options:  
​

1\.**Not Matched** - Leave the record to exist only in Buildern without syncing it to your accounting software.

2\.**Create New** - Create a new client record directly in your connected accounting software from Buildern.

3\.**Match with Existing Record** - Select an existing client from QBO or Xero using the dropdown menu to match and sync the records.

Once saved, the client will appear in your client list and can be assigned to projects.

***ℹ️ Note:*** *This is also where you can grant access to the Client Portal and review what permissions the client will have in Buildern.*

You can also create a new client directly from the project creation page by clicking **Add New** in the **Clients** field.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/49e855ac-860d-4c92-8c9b-67e464408dea.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122452973/3b401215f3277f6e798b6b70f4e8/49e855ac-860d-4c92-8c9b-67e464408dea?expires=1792671300&signature=8d16737283dac665ed6fd713883b8890080c544d35cf673dd93afddb59ba3325&req=diElFM17n4hYWvMW1HO4zXOgPwSg9yT1joWJTFO8WqSKbpNja9e2TnH1U3i%2F%0AAJIUGEcf9ctyzzRjnrE%3D%0A)

***👉*** *Learn more about [How to Give Client Access to the Portal](https://help.buildern.com/en/articles/13773939-how-to-give-client-access-to-the-portal?hsLang=en-gb)*

### **Client Sources Explained**

Client sources help you track where your clients come from and organize your contacts more effectively. Selecting a source allows you to analyze lead origins, understand marketing performance, and see which channels bring in the most clients.

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/4bf18100-f265-40cc-8762-f5cee537b129.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122490436/4c90db7fda2e09daa2689dfa9c5d/4bf18100-f265-40cc-8762-f5cee537b129?expires=1792671300&signature=410cbe88baea6a11d074ea4c6bfbc9446b7d0f790a204a9fc36c7aed50f1aa39&req=diElFM13nYVcX%2FMW1HO4zQA86MfYgVcwwhrMY8ikNWritjZ9uZIRbczqUC4J%0AygmEksfu3FnqN21MjJM%3D%0A)

Selecting a source helps you track lead origins, analyze marketing performance, and better understand where your clients are coming from.

The list includes sources like:

- Referral
- Call
- Google
- Social Media
- Ads
- And more

If you use a different system for categorizing clients, you can customize this list from your **Company Settings \> Fiels Settings \> Client Sources.**

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/Screenshot+2026-03-12+at+17_07_16.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2155772752/2cc2d5b6296fdce766ea5f221928/Screenshot+2026-03-12+at+17_07_16.png?expires=1792671300&signature=1b7fb1eab7ee5187c841df633fed176aefdddfafa2f6a441e6578586493f37c7&req=diEiE855n4ZaW%2FMW1HO4zfT2ZrL2QiT5%2FbtrOmpxlfUNhjj7cPOpQOBnqPAf%0ABwLawN7%2Bni9t7HOnWdc%3D%0A)

​  
​  
When you have entered all the required information, click **Save** to add the client to your account.

Once you add new clients to Buildern, they will appear in your contact list. If you want to work with your clients via Buildern, you will need to invite them to the software and grant access to the client portal.  
​

### **How to Import Clients to Buildern**

If you already have a client list, you can import clients instead of adding them one by one.Importing clients saves time and helps you move existing data into Buildern without manual entry.

To import clients:

1. Go to **Contacts → Clients**.
2. Click **Import**.

 

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/368f52e9-f999-42b2-81bf-95331ce4dcb4.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122501447/48b82b6815da8f21eb08b01e3787/368f52e9-f999-42b2-81bf-95331ce4dcb4?expires=1792671300&signature=b277b0f70abb3e000204f0757f5df56172e56ca9e4807f05b8387f55dbf378e3&req=diElFMx%2BnIVbXvMW1HO4zfT%2BJI%2BW3eXqS1RetRjQLUdeEOTAHlJuUyqQw%2BGQ%0AZ7xeMr8HAOfr4f87W50%3D%0A)

Buildern supports importing clients from:

1. Excel / CSV files
2. Buildxact
3. Buildertrend
4. Accounting software (Xero or QuickBooks)
5. And more

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/94c889f3-959e-4d10-a120-5e017248b333.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122504352/8589a56797347d79b56c3fa4852f/94c889f3-959e-4d10-a120-5e017248b333?expires=1792671300&signature=ba04607723861e73c48c9d3aa7cd9f913c550fa3eccd1aea9c4ec5391b693bf0&req=diElFMx%2BmYJaW%2FMW1HO4zUFowt6GsUR6fgr2pzMvKuk0wQfHp8XYDGR0xkI5%0AqU28fxExnlT73XZOIgs%3D%0A)

 

*👉 Learn more about [How to Import Clients by Excel/CSV to Buildern](https://help.buildern.com/en/articles/13774007-how-to-import-clients-by-excel-csv-to-buildern?hsLang=en-gb)*

### **Manage Existing Clients**

You can manage your clients at any time directly from the Clients dashboard.

From the **three-dot menu** next to a client, you can:

1. View client details
2. Edit client information
3. Preview the Client Portal
4. Remove a client

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/1dce374c-1920-45b4-bca8-23a7fbb326fd.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122520380/cf50d078ba3cdd0f244621ca189f/1dce374c-1920-45b4-bca8-23a7fbb326fd?expires=1792671300&signature=9954f29c35132afe7ac8fa81c639800a8451b62a809e98a6f500ea78a0854e43&req=diElFMx8nYJXWfMW1HO4zdCjXlnCaprMx331Q9t%2BpLcmk4HFKXPdFBqjru9e%0Atmy10ZQY4wz%2BtZrI5NM%3D%0A)

### **Edit Client Information**

When editing a client, you can update:

1. Name
2. Email address
3. Phone and mobile numbers
4. Address
5. Client source
6. Associated projects
7. Internal notes

[![](https://help.buildern.com/hubfs/Knowledge%20Base%20Import/9bc68842-5a56-497d-bf5e-2b2cf3286177.png)](https://downloads.intercomcdn.com/i/o/suco1tn6/2122520379/c702cd5e6c1f1bf046ecc1163966/9bc68842-5a56-497d-bf5e-2b2cf3286177?expires=1792671300&signature=8b4d28f9afa18b1db6e67bb0068d9d0e9033c0319ee8a7cbbf688e6f9c8561b3&req=diElFMx8nYJYUPMW1HO4zfXXD0TG0IceXCDFDRv21vO1xNQOLwYkQG5%2BwXkG%0A%2FJUjheQp7oVBS80GiH0%3D%0A)

From here you can also:

     8. Grant or revoke Client Portal access

     9. Assign or change the client’s role

    10. Review and adjust portal permissions

    11. Preview how the portal will appear to the client

To collaborate with clients in Buildern, make sure they are invited and granted access to the Client Portal.

Stay tuned - next, we’ll walk through more Buildern features to help streamline your day-to-day work.  
​  
​  
Happy Building!

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