Setup & Onboarding Guide

Welcome to ClientLoop

ClientLoop gives you one place to bill your clients, collect payments, and see exactly who owes you what — without chasing spreadsheets or email threads.

Your account already has invoicing and payments built in and ready to use. This guide walks you through the foundational setup (so your invoices and messages reach clients reliably), how to send invoices and payment links, and how your account automatically tracks every invoice from sent to paid.

The Essentials

These foundational settings make sure your invoices look polished and actually reach your clients — by email and text. Set them up first.

1. Your Business Profile

Your business name, logo, and contact details appear on every invoice you send — set them once and they pull in automatically everywhere.

1. Go to Settings → Business Profile.
2. Upload your logo and confirm your business name, address, email, and phone.
3. Click Update Information.

2. Add Your Team

If others on your team will send invoices or manage billing, give each of them their own login.

1. Go to Settings → My Staff.
2. Click Add Employee and enter their name, email, and phone.
3. Click Save.

3. Set Up Your Phone Number

A dedicated number lets you text clients, send Text-to-Pay links, and let ClientLoop send automatic payment reminders by SMS.

1. Go to Settings → Phone Numbers.
2. Click Add Number → Add Phone Number.
3. Click Filter, enter your area code, set “Match To” to “first part of number,” and click Apply.
4. Choose a number and click Proceed to Buy.
5. Click the pencil icon to set Forward Calls To your main line, then Save.

Complete A2P Verification

Before you can text clients or send Text-to-Pay links, U.S. regulations require a one-time registration called A2P. This keeps your messages from being filtered and is required for SMS payment reminders and payment links.

1. Go to Settings → Phone Numbers → Trust Center.
2. Click Start Registering Now and follow the prompts.

4. Set Up Your Sending Email Domain

Invoices are emailed to your clients — a dedicated sending domain dramatically improves whether they land in the inbox instead of spam. Set this up before sending real invoices.

1. Go to Settings → Email Services.
2. Click Create Dedicated Domain.
3. Enter a sending subdomain — something like mail.yourbusiness.com.
4. Click Add & Verify, then Continue.
5. Add the DNS records (or let the wizard configure them), then click Verify Domain.

5. Review Your Products & Services

Saving the services you bill for lets you drop them onto an invoice in seconds instead of typing them each time.

1. Go to Payments → Products.
2. Add each service you bill, with a name and price.
3. Click Save — these become reusable line items on any invoice.

Sending Invoices & Payments

With the essentials in place, payments are ready to go. Here are the three ways to get paid.

6. Send an Invoice

1. Go to Payments → Invoices and click New Invoice.
2. Choose the client, add your products or line items, and set the due date.
3. Click Send — your client gets a clean, branded invoice they can pay online.

7. Request a Payment by Text (Text-to-Pay)

Requires A2P to be approved (Part 1, Step 3).

1. Open the client's conversation and choose Request Payment.
2. Add the amount, generate the link, and send it in the text thread.
3. The client taps the link and pays from their phone.

8. Take a Payment in Person (Tap-to-Pay)

1. Open the mobile app and tap the payment icon.
2. Enter the amount or choose a product, then tap Charge.
3. The client taps their card or phone to yours — no extra hardware needed.

How Your Invoices Are Tracked

Every invoice you send is tracked automatically on a board, so you always know who owes you what — at a glance.

As an invoice moves through its life, ClientLoop moves it across these stages for you. You never update it manually — sending and getting paid does it automatically.