Clients & Relationships
Client Status Pipeline (Lead/Active/VIP/Completed/On Hold/Archived)
Classify your freelance relationships using status stages from initial discovery lead to high-value VIP and archived accounts.
Not all clients are at the same stage of engagement. Some are prospects reviewing a proposal, others are active retainers, while some are high-value VIP accounts that deserve priority response times. Flanceflow provides a structured status pipeline to track client momentum.
How to manage client status
- Open the Clients page from the left sidebar navigation.
- Click on any client card to open their detailed profile modal.
- Locate the "Client Status" badge near the top of the profile overview.
- Select a status from the dropdown menu: Lead, Active, VIP, Completed, On Hold, or Archived.
- Add an optional status note explaining the shift (e.g., "Contract signed for Q3 retainer" or "Waiting on client budget approval").
- Click "Save". The client list will immediately reflect the updated status tag and filter accordingly.
Client pipeline stages explained
| Status stage | Badge color | When to use this stage | System behavior |
|---|---|---|---|
| Lead | Blue / Slate | Prospective clients who requested quotes or discovery calls | Excluded from revenue forecasts until project starts. |
| Active | Emerald | Current paying clients with active projects or upcoming deliverables | Highlighted on dashboard with active project counts. |
| VIP | Purple / Gold | Top 10% high-revenue retainers or trusted repeat partners | Priority flags in reminders, topbar quick search, and reports. |
| Completed | Green / Teal | Past clients whose projects were successfully finished and paid | Retains full historical records for future reactivation. |
| On Hold | Amber | Clients paused due to delays, internal client restructuring, or budget freezes | Freezes project reminder alerts until reactivated. |
| Archived | Muted gray | Inactive clients or churned accounts you rarely contact | Hidden from active dropdowns while preserving tax history. |
Pipeline management best practices
- Nurture your leads: Filter your client list by "Lead" every Monday morning to follow up on pending proposals before they go cold.
- VIP recognition: Mark clients with recurring monthly retainers as "VIP" so your collaborators know to handle revisions with top priority.
- Reactivating archived clients: If an old client returns after a year, open the Archived filter tab, click their profile, and switch their status back to "Active" with one click.
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