Email-Based Matching

The system uses the client email address as the unique identifier for matching orders to clients. When you create or edit an order:

1. 1. The system searches for a client with the provided email address
2. 2. Email comparison is case-insensitive and whitespace-trimmed
3. 3. If a match is found, the order is linked to that client via clientId field
4. 4. If no match is found, behavior depends on auto-creation settings

The clientId Field

Each order has an optional clientId field that references the client record:

• • With clientId: Order is linked to a client; stats are tracked
• • Without clientId: Order is standalone; no client statistics updated
• • Auto-Generated: System sets this field automatically during order creation/editing

When It Happens

A new client record is automatically created when ALL these conditions are met:

1. 1. You're creating a new order (not editing)
2. 2. Client email field has a value (not empty)
3. 3. No existing client with that email is found
4. 4. Auto-creation is not explicitly skipped

What Data Gets Copied

When auto-creating a client from an order, these fields are transferred:

• • Name: From order's clientName field
• • Email: From order's clientEmail field (lowercase, trimmed)
• • Phone: From order's clientPhone field
• • Address: Complete address (street, city, state, postalCode, country)
• • Messaging Platform: From order's messagingApp field
• • Notes: From order's extraNotes field
• • Company: If provided in additional client fields (optional)
• • Preferred Language: If provided (optional)
• • Tags: If provided (optional)

Creation Notification

When a client is auto-created, you'll see two success messages:

Using the Client Dropdown

The fastest way to link to an existing client is using the client selection dropdown:

1. 1. Open the New Order or Edit Order modal
2. 2. Click the "Select Existing Client" dropdown at the top
3. 3. Search or browse for the client
4. 4. Click to select - all client fields auto-populate
5. 5. Complete the rest of the order form
6. 6. Save the order - it's automatically linked

Manual Email Entry

If you type a client's email manually instead of using the dropdown:

• • Email Matches: Order links to that client, but fields aren't auto-filled
• • Email Doesn't Match: New client created with the information you enter

Automatic Recalculation

When an order is created, edited, or deleted, the linked client's statistics are automatically recalculated:

• • Total Orders: Count of all orders linked to the client
• • Completed Orders: Count of orders with "Completed" status
• • Total Spent: Sum of all completed order totals
• • Average Order Value: Total spent divided by completed orders
• • Last Order Date: Date of most recent order

Which Orders Count

Not all orders affect client statistics the same way:

• • Total Orders: All orders regardless of status
• • Revenue Calculations: Only orders with "Completed" status
• • Cancelled Orders: Count toward total orders but not revenue
• • Pending/Processing: Count toward total orders but not revenue (yet)

Reassigning an Order

To move an order to a different client:

1. 1. Click the yellow edit icon on the order
2. 2. Change the client email to the new client's email
3. 3. Update client name and other fields if needed
4. 4. Click "Update Order"

When you change the client email, the system:

1. 1. Searches for a client with the new email
2. 2. Updates the order's clientId to the new client (or null if not found)
3. 3. Recalculates statistics for BOTH the old and new clients
4. 4. Logs the change to activity history

Unlinking an Order

To remove an order's client link entirely:

1. 1. Edit the order
2. 2. Clear the client email field (leave it empty)
3. 3. Save the order

Result: The order becomes standalone with no clientId, and the previous client's statistics are updated to exclude it.

Notes Appending

When you create an order for an existing client (matched by email) and include extra notes:

• • The order notes are appended to the client's existing notes
• • Format: "[Order: Order Title] Note content"
• • Maintains a log of order-specific notes in the client record

Other Fields

For existing clients, the auto-creation process does NOT overwrite:

• • Name
• • Phone number
• • Address
• • Messaging platform
• • Company, language, or tags

To update these fields for an existing client, use the Clients page to edit the client record directly.