Welcome aboard!
Welcome to Clientflow – we're glad to have you with us! Before you dive into the work, we want to make sure you get off to a good start. On this page we guide you through the whole onboarding, so you can quickly focus on what matters most: your business. Your onboarding is free and runs in two tracks:
1. We handle it together
The technical bits – data import and your phone number – we handle together with you. You won't be moving your data on your own, and you know where to find us.
2. You handle it yourself
The rest of the setup you take at your own pace. Every step has a short video and a checklist, so you always know what the next move is.
And remember: you're always welcome to call us – before, during and after the setup. +45 35 95 35 08
Your path to being up and running with Clientflow
Together with us
You handle yourself (we guide you with a video for every step)
Ready for the everyday
Stuck? Write to us – we reply quickly, and no question is too dumb.
Phase 1
We handle it together
Data import – we move your customers for you
Got your customers in Previsto, SkvizBiz, a spreadsheet or something else entirely? Send us your customer list and we'll import it for you – correctly, the first time. If you'd rather create your customers yourself, we show you how in the video guide to the customer index.
Phone number and telephony
ProfessionalIf you want inbound and outbound calls and SMS through Clientflow, we move your existing phone number to us (porting). We handle that together – you keep your number, your customers notice nothing. Once the number is moved, you set up your phone menu yourself – see how under module setup (phase 3).
Phase 2
Now let's set up your Clientflow
Take the steps in order – they build on each other. Each step takes 5-15 minutes, and there's a short video for every one. You don't have to do it all in one go.
- 1
Company details
Your CVR number, logo, address and contact details. This is what your customers see on quotes, invoices and in the customer portal – so it needs to be spot on from the start.
Setting up company details · Video coming soon - 2
User settings
Your personal settings: language, password, how your name is displayed. Five minutes and you're home.
Setting up user settings · Video coming soon - 3
Employees
Create your employees with roles, working hours and home addresses. Getting this right matters, because route planning uses working hours and addresses to calculate the best routes.
Setting up employees · Video coming soon - 4
Services
Create what you sell: window cleaning, tile cleaning, algae treatment – with prices and durations. Your services are the building blocks in everything from quotes to invoices.
Setting up services · Video coming soon - 5
Planning settings
Tell the system how you plan: intervals, buffer times and how your calendar should behave.
Setting up planning · Video coming soon - 6
Notifications
Choose what you and your employees want to be notified about – and what you'd rather not be disturbed by.
Setting up notifications · Video coming soon - 7
Email sending from your own domain
For your quotes, invoices and messages to land in the customer's inbox (and not in spam), your email needs a couple of technical settings (DNS records) with your domain provider. If you have a web guy or IT provider, you can pass the task on – and if you get stuck, we're happy to help.
Setting up email (DNS) · Video coming soon - 8
Templates and signatures
Set up your standard messages once – "we're coming tomorrow", "your invoice is ready", your signature – and reuse them forever. Requires your email to be set up (previous step).
Setting up templates and signatures · Video coming soon - 9
Customer portal
Give your customers their own page where they can see appointments, invoices and write to you. It's one of the things that makes your company look like the big players – without creating more work for you.
Setting up the customer portal · Video coming soon - 10
Accounting integration
Connect Clientflow to your accounting software so invoices and payments flow automatically and you skip the double work.
Setting up accounting integration · Video coming soonRead the guide: Integrations and billing - 11
Fleet
Create your vehicles so you can keep track of service, inspections and who drives what.
Setting up fleet · Video coming soon
Phase 3
Module setup – by plan
The sections here require Professional or Enterprise – see the badge on each module. On Starter, you can skip them (or see what you could upgrade to).
Leads
ProfessionalSet up your leads pipeline and connect your ads so new inquiries land directly in Clientflow – ready to be called up. If you run Meta Lead Ads (Facebook/Instagram), follow the guide here.
Telephony in the everyday
ProfessionalOnce your number is ported (phase 1), you set up your phone menu (IVR), e.g. "Press 1 for booking, press 2 for..." – and the phone is ready. See how calls, SMS and call history tie into your customer profiles.
Cleo – your AI assistant
EnterpriseTeach Cleo your business: your services, your tone, your typical replies. The better the training, the more work Cleo takes off your hands.
GPS trackers
EnterpriseFit GPS trackers in your vehicles and get a live overview of the fleet.
Phase 4
Setup's in place – now you just work
The videos here show what a completely ordinary workday looks like in Clientflow: from opening the overview in the morning to routes driven and invoices sent. Watch them in order, or jump straight to the module you need.
The overview
The first thing you see when you log in – and how your morning starts.
Customer index and profiles
Find your way around the index and see the customer's full history in one place.
Search
Search across customers, addresses and invoices – with a few tricks that save time.
Calendar and route planning
Plan a week, watch the route optimize itself and handle recurring appointments.
Bookings and booking portal
How the customer books themselves – and how the booking lands with you.
The communications module
Email and SMS in one inbox – reply with templates in seconds.
The customer portal – through the customer's eyes
Log in as a customer and see appointments, invoices and messages from the outside.
Leads and quotes
ProfessionalFrom a lead coming in to an accepted quote and booking – the whole journey in one flow.
Team – overview and messages
See where the team is, send internal messages and see the field worker's mobile view.
Fleet and GPS
EnterpriseThe everyday fleet overview with live location and history.
Reports
ProfessionalThe reports you should look at every month – and what the numbers tell you.