Client Profiles

A client profile is the central operations hub for everything related to a pet owner. It stores contact information, displays a financial summary, and connects to all patients, invoices, reminders, and documents belonging to that client. This guide walks you through every section of the Client Details page.

Opening a Client Profile:

1. In the main side bar, under “accounts”, click on “Clients”
2. Search for the client by name, ID, or phone numbers
3. Use the filters on top of the table; all clients, active clients, and inactive clients
4. The “sort by” filter makes the search easier, as the search can be categorized according to name, ID, or phone numbers
5. When the client is found, click on their information row, so the Client Details page opens.

Page Layout

The Client Details page is divided into a top header and main content displayed in the common area with tabs.

Top header (always visible) contains:

• Client’s photo 
• Client no. (e.g., “Client no. 120”)
• Client’s name
• Status badge: ACTIVE (green) or Inactive
• Financial summary box (dashed orange border) containing:

The financial summary box contains the financial information about the client:

More info about the client can be accessed by pressing on “more details”, then it shows a clickable “less details” to collapse this part

Three-dot menu (top-right of the sidebar) gives you options for the client page: Edit, Merge, Export or Delete.

Tabs across the top of the content area: Patients, Billing, Notes, Reminders, Documents & Attachments.

Patients Tab

The Patients tab lists all animals belonging to this client.

Controls at the top: Sort by dropdown, Search field, Add Patient button (dark, top-right).

Each patient appears as a card showing:

• Pet’s photo
• Pet’s name
• Species and breed
• Status badge (Active in green, Deceased in dark)
• Sex, age and fur color
• Date of patient card creation
• A “view record” button for opening the pet’s card details

Billing Tab

The billing tab has six sub-tabs: All invoices, proforma invoices, open invoices, closed invoices, paid invoices and estimates

Invoices sub-tab

Buttons at the top: Add Invoice and Add Estimate.

Filter tabs: All Invoices, Proforma Invoices, Open Invoices, Closed Invoices, Paid Invoices, Estimates.

Controls: Search field, Descending toggle for date sort.

Table’s Columns:

Credits sub-tab

Title: “Credit List”

Buttons at the top: Add Credit or Search.

Table columns: ID, Date, Total, Balance, Type (badge such as “Deposit”), Source Payment, Applied to, Credit Transfer, Actions (three icons: transfer, apply, delete).

Payments sub-tab

Title: “Payment List”

Buttons at the top: Add Payment and Search.

Table columns: ID, Payment Date, Amount, Total Credit Balance, Payment Method (badge such as “Credit Card”), Reference, Applied to, State (Active badge), Actions (delete).

Account Statement sub-tab

Title: “Account Statement”

Controls: Start date picker, End date picker, Export Excel button, Export PDF button.

Use this to generate a statement covering any date range. The statement shows all invoices, payments, and credits within that period.

Notes Tab

The Notes tab is titled Internal Staff Comments. These are private notes visible only to your team.

Important: Notes on this tab are NOT included when you export a client or patient record. They exist purely for internal communication (e.g., "Owner is difficult to reach by phone, prefers email" or "Payment arrangement agreed on 5 Jan").

Controls at the top: Sort by Created at, Ascending toggle, Search field, Create new button.

Each note entry shows: title, Added at date, file count (e.g., “1 File”), edit (pencil) and delete (trash) icons.

Creating a new note

Click Create new to open the “New comment” modal:

Reminders Tab

The Reminders tab shows all reminders across every patient belonging to this client.

Controls at the top: Sort by Created At, Ascending toggle, Search field, Create new button.

Each reminder entry shows:

• Reminder name with patient name (e.g., “DHPP9, Vaccine.daisy, in 20/01/2026 12:00 am”)
• Type badge (Vaccine, Diet, etc.)
• Added at date
• Edit and delete icons

This tab gives you a single view of upcoming and past care tasks for all of the client’s pets. You can also manage reminders from each patient’s individual profile.

Documents & Attachments Tab

This tab is split into two sections.

Documents section

Documents are generated from templates (consent forms, surgical consent, discharge summaries, etc.).

Controls: Create new button, Sort by dropdown, Search field.

Table columns: Document’s Name, Created by, Type (e.g., “General”), Clinic Name, Date, Actions (download, edit, send to client and delete icons).

Attachments section

Attachments are files uploaded directly (X-ray images, lab PDFs, photos, etc.).

Controls: Created at sort, Ascending toggle, Upload button.

Files appear as cards showing a filename or thumbnail and upload date.

Warning: Deleting a client is permanent and removes all linked data. If a client is simply no longer active, change their status to Inactive instead.

What if something goes wrong?

Financial summary shows unexpected numbers: The summary counts invoices across all clinics in a multi-clinic setup. If you only want to see your clinic’s totals, look at the rows labeled with your clinic name.

Notes not showing in client export: This is by design. Internal Staff Comments are never exported. Use the Documents tab for any records you need to share with the client.

Cannot find a reminder: Reminders are listed here only if they belong to one of this client’s patients. If the reminder was created under a different client, check that patient’s profile instead.

Cannot delete a client with open invoices: Close or void any outstanding invoices before deleting the client record.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.