Getting started with Clientflow
Welcome to Clientflow — your all-in-one platform for managing field service work. This guide walks you through everything from your first login to your first scheduled task.
What is Clientflow?
Clientflow is a Danish platform built for trade and service businesses. It brings customer management, task planning, route planning, invoicing, communication and much more together in one system — so you no longer have to juggle spreadsheets, phone notes and paper calendars.
Clientflow is built for:
- Window cleaning and cleaning services
- Plumbing and electrical
- Garden services and lawn care
- Pest control
- And every other service business with people in the field
Overview of the system
When you log in, you land on an overview with access to every part of Clientflow via the main menu:
| Menu item | What you'll find |
|---|---|
| Calendar | Week view with every team member's tasks, route optimization and live map |
| Contacts | Your customer index — all customer details, addresses and history |
| Leads | Kanban board of new inquiries and sales opportunities |
| Subscriptions | Recurring service jobs |
| Communication | Inbox for email, SMS and internal notes |
| Team | Internal messaging and activity feed |
| Reports | Revenue, statistics and team performance |
| Settings | Services, team members, fleet, integrations and setup |
What does the dashboard show?
At the top of the dashboard you'll find a row of key metrics (KPI cards):
| Card | What it shows |
|---|---|
| Customers | Total number of active contacts of type "customer" |
| Leads | Number of open leads (not converted or lost) |
| Converted | Leads that became customers in the selected period |
| Conversion % | Share of closed leads that became customers |
| Recurring revenue (MRR) | Monthly revenue from active subscriptions — shows subscriptions only, not one-off jobs |
| Lead status | Distribution of every lead by pipeline stage (always across the full period) |
Tip: The period selector in the top right of the cards controls which leads and customers are counted — pick e.g. "Last 7 days" to see activity from the past week.
Step 1: Configure your business
Go to Settings (gear icon) and fill in:
- Company name — the name customers see
- CVR number — enter your CVR and the system automatically pulls the legal name and address
- Logo — upload your company logo (shown in emails, quotes and invoices)
- Email logo — a separate logo optimized for email signatures
- Time zone — pick your time zone (default: Europe/Copenhagen)
- Language — choose between Danish and English
Tip: Your CVR number is also used for your accounting integration (invoicing), so make sure it's correct.
Step 2: Create your services
Services are the offerings your business provides. Go to Settings → Services and create your services:
- Service name — e.g. "Window cleaning — Standard" or "Garden service — Hedge trimming"
- Estimated time — how long the task typically takes (in minutes)
- Price — default price for the service
Services are used as building blocks when you create tasks, subscriptions and quotes. You can always adjust the price on the individual task afterwards.
Step 3: Add team members
Go to Settings → Team members and create your team:
Profile
- Name, job title and profile picture
- Email and phone number
- Home address — important! This is used for route planning, so make sure it's correct
Role
Pick a role that suits the team member:
| Role | Access |
|---|---|
| Administrator | Full access to everything, including settings |
| Office staff | Access to tasks, customers, communication and reports |
| Field worker | Access only to the Day Plan app with their own tasks |
Working hours
Set working hours for each weekday (e.g. Mon–Fri 07:00–15:30). Days with no hours = day off.
Field workers: Extra settings
For team members in the field you can fine-tune:
- Can see prices — whether the worker sees prices in the Day Plan
- Can edit tasks — whether the worker can change task details
- Navigation type — "Route" (full route from home address) or "Address" (direct navigation to the customer)
Step 4: Create your first customer
Go to Contacts and click Create contact:
- Name — the customer's name (or company name + contact person)
- Email and phone
- Address — use the address lookup that automatically finds Danish addresses via DAWA
- Notification settings — choose whether the customer should receive SMS or email before a task
Tip: You can create customers as either individuals or companies. Companies have an extra CVR field and a contact-person field.
Step 5: Create your first task
You can create tasks from several places:
- The calendar — click an empty slot
- The contact's page → "Tasks" tab
- The task list → "Create task"
Fill in:
- Customer — pick an existing customer
- Address — pick from the customer's saved addresses
- Services — pick one or more services
- Team member — assign a worker
- Date and time — pick a date and time window
- Locking — choose whether the task should be locked to a date, time or team member (so route optimization doesn't move it)
Click Save — and the task shows up in the calendar!
Step 6: Run route optimization
Once you've created tasks for a week, you can optimize the routes:
- Go to the Calendar
- Navigate to the week you want
- Click Run planning in the top menu
- The system calculates the most efficient routes for every team member
What happens?
- Tasks without locking can be moved to a different day or time
- Tasks with locking are respected (e.g. "locked to date" = can be moved within the day, but not to a different day)
- Team members' home addresses are used as the start and end point
- You can see the saved minutes on each moved task
Step 7: Connect communication
Go to Settings → Integrations and set up:
- Add your domain and verify the DNS records (DKIM/SPF)
- Create email addresses that connect to your inboxes
- Set up email signatures for your team
Telephony and SMS
- Request setup via Settings → Integrations → Communication
- Clientflow contacts you with setup guidance
- We handle number porting and SIM card delivery
Next steps
Now you have the basics in place. Explore these guides to go further:
- Subscriptions and recurring customers — set up recurring tasks
- Leads and the sales pipeline — handle new inquiries
- Communication and inbox — bring all customer conversations together
- Reports and insights — understand your business's key metrics