Clients, terms, and statements
The Clients directory feeds pricing, credit, invoicing, collections, and reports.
A Cord client is more than a contact. Its record stores reusable commercial and tax identity plus terms that control suggested discounts, due dates, and credit exposure.
Create a client
Open Clients > New client. The name or legal name is the only field required to save (it works for a company or a person), but complete the remaining data before sending a quote that must be collected or invoiced.
| Group | Fields | Effect |
|---|---|---|
| Identity | name or legal name, country, and tax ID | The country decides the tax ID’s name (RFC, EIN, NIF, CNPJ…) and Cord checks its format in the markets it offers; if it doesn’t look right you get a warning, but you can still save. |
| Contact | person, email, phone with country code, and document language | The phone is saved in international format (+1 512 555 0100), which WhatsApp delivery needs. The language decides which one the client receives their documents in (see Document language). |
| Address | address lines, city, state or province, and postal code | Labels follow the country (ZIP code, CEP…); Mexico, the United States, Canada, Brazil, and Spain have a list of states or provinces. |
| Tax details for CFDI | regime and CFDI use | Only when your business invoices in Mexico and the client is Mexican; options are filtered by RFC type (individual or legal entity). |
| Terms | chips Due on receipt, Net 15, Net 30, and Net 60, or Other term (Net 7, Net 45, or Net 90) | Default due date for new client operations. |
| Credit | limit at or above zero | Reference for exposure and over-limit alerts. |
| Price level | Standard, Silver, Gold, or Distributor | Commercial classification and suggested discount. |
Levels initially suggest 0%, 5%, 10%, and 15%. The percentage can be edited from 0% to 100%; the level is a label while the stored percentage is the effective default.
The credit limit is an operating signal, not credit issued by Cord or a payment guarantee. The seller decides whether to keep selling above that exposure.
Client country
A new client starts with your business’s country; change it if the receiver operates elsewhere. Cord accepts receiver countries beyond the 12 markets where the platform is sold (common ones are listed first). A client saved earlier without a country keeps inheriting your business’s country until you edit it.
Changing country adjusts the tax ID’s name and expected format, the phone’s country code, and the address fields, but doesn’t turn a standard invoice into an automatic filing with the receiver’s authority. If your business is in Mexico and the client isn’t, their CFDI is stamped to a foreign resident: see Invoicing.
Document language
In the Contact section, Document language decides the language in which this client receives what you send: the quote and invoice links, the payment page, their portal, the PDF, sending emails, reminders, your workflows’ emails, and AI collections. You can choose Español, English, Português, Français, or Deutsch. The first option, Organization default, uses your account’s language (Settings › General) and follows its changes. The client record shows the chosen language.
- Each document keeps the language it went out in. A quote takes it when sent and an invoice when issued; if you change the record later, only the following documents change. A new version of a quote already sent keeps the original’s language, and a credit note, a debit note, or an invoice that replaces another keeps its original invoice’s language. An invoice created from a quote takes the language the client has when it is issued.
- Dates and numbers follow that language’s conventions.
- The language doesn’t change the currency or the tax: an English-speaking client of a business in Mexico still sees IVA and their document’s currency.
- What you write isn’t translated: descriptions, notes, your own terms, and the email introduction and signature.
- The payment form also appears in that language, and Cord asks the payment processor to use it in the notices it sends your client.
- France: the invoice must be in French. If your business is in France and the client has another language, the invoice PDF comes out in French with the client’s language alongside, and the client form warns you. The quote comes out only in the client’s language.
- What doesn’t follow the client: the stamped CFDI PDF in Mexico (in Spanish), the NF-e DANFE in Brazil (in Portuguese), the data the authority returns in Argentina, Chile, Colombia, and Peru, the notices the law requires in its own language, the e-invoice XML files, and the WhatsApp Business template, which Meta approves in a single language. Each country’s PDF language is in Invoicing by country.
The language can also be set through the API with the language field: see Clients API.
Import clients from CSV
The Clients > Import CSV flow lets you upload a .csv, map columns, preview rows,
and choose whether to update existing matches.
One import accepts up to 2,000 rows. Rows without a company are skipped. The terms
column accepts codes (contado, net7 to net90) or plain text such as “Net 45” or
“45 days”: Cord picks the offered term that does not exceed what was written. “Credit”
without a number reads as net30, and any other text becomes due now.
With Update existing enabled, Cord matches by exact tax ID first and case-insensitive company name second. Matches update contact, email, phone, ID, terms, and limit; other rows create clients. With it disabled, rows are inserted without merging duplicates.
Search, filter, and sort
Filter clients with or without quotes, with a non-standard level, with a credit limit, or with incomplete tax data. Sort by company, closed amount, quote count, recent activity, or credit limit. These controls only change the view.
What a client record shows
Cord calculates quote count, pipeline, closed and collected amounts, average ticket, win rate, average days to close, discounts conceded, 12-month activity, products sold, origin, creation date, and inactive days.
When receivables exist, it also shows one statement across quotes and invoices: open balance, overdue amount, oldest item, and current, 1–30, 31–60, 61–90, and 90+ day aging bands. An invoiced operation appears as an invoice only, avoiding a duplicate balance.
Client portal and automatic payments
In the right-hand column of the profile, the Client portal block gathers the private link where your client sees all their invoices, their balance per currency, and pays several at once:
- Create portal link, Copy, Send by email (if the client has an email), and Open.
- Generate new link invalidates the previous one; Disable link leaves the client without access until you generate another and, if they had automatic payments on, turns them off too.
- Automatic payments: the method your client saved (for example, “Visa •••• 4242”), the next retry if a charge failed, or the reason it stopped. With the Clients permission you can Turn off automatic payments.
See Client portal: invoices and payments and Automatic payments.
Client source
The profile shows under Source how the client arrived:
- Added manually: created from Clients, the quote editor, the CSV import, or the clients API.
- Self-registered: created automatically when a quote came in from your embedded quote builder (or the quotes API) with a new client whose company or email didn’t exist in your directory. The profile marks it with a label.
A self-registered client is never updated automatically: if the same company quotes again from your site, Cord reuses the existing profile without changing its data. Review these clients and complete their information before invoicing them.
Export clients to CSV
- Go to Settings › Advanced › Data & privacy.
- Under Catalog and clients (CSV), click Clients.
- A CSV downloads with the columns empresa, contacto, email, telefono, rfc, terminos, and limite: the same format as the import, to open in Excel or migrate.
To open that screen you need the Settings permission, and to download the file, the Clients permission. On the same screen, All organization data (ZIP) exports, along with the clients, the rest of the organization’s data: one JSON file per table and a manifest with each table’s record count and what is left out and why. It does not include PDF/XML files or credentials. If a read fails, the download ends in an error instead of delivering an incomplete file: export again.
Start a quote from the client
Select New quote in the client record (requires the Clients permission). The editor opens with that client selected and uses its terms as defaults. Always review recipient, currency, tax, discounts, and due date for the current document.
Later client edits don’t silently rewrite issued fiscal documents; those keep the issuer, recipient, line, and amount data they were issued with.
Permissions, limits, and deletion
- Creating, editing, importing, and deleting requires the Clients permission.
- Free supports up to 50 clients and Starter up to 500. Pro, Scale, and Developer have no hard client limit under the current contract.
- Deletion is permanent and recorded in the audit trail. Review associated quotes and statement items first.
Common problems
New client or Import CSV is missing. The member lacks Clients permission.
Import updated a row that should have been separate. Upsert matched its tax ID or company name.
Tax data is incomplete. Review country, ID, address, and document-specific fields.
Balance exceeds the limit. This is an alert; decide whether to change terms, request an upfront payment, or stop new sales.
I can’t find how to export. Export lives in Settings › Advanced › Data & privacy, not in the directory.
The client received a document in the previous language. It was sent or issued before the change: each document keeps the language it went out in. The following ones already use the new one.