Every project, booking and invoice in Xota eventually traces back to a company — your word for a client. It's the first thing you'll want to set up after inviting your team, because nothing else can exist without one.
🎥 Watch the walkthrough:
Where companies live
From the sidebar, click Companies. You'll see two tabs at the top:
-
Live — clients you're actively working with.
-
Archived — past clients you want to keep for history but out of the day-to-day view.
Both are empty to start with. The Add Company button in the top-right is how you create a new one.
Adding a company
Click Add Company. The form has a few fields — only Name is required, everything else is optional:
-
Client Name — what shows up on the schedule, in reports and on invoices.
-
Email and Phone — the main contact details for the company. These flow through to bookings and documents later, so it's worth getting them in up front.
-
Industry — a dropdown with common categories. This is handy for filtering and reporting. Pick "Other" if nothing fits and enter your own.
-
Website
-
Address — where the team is heading when they're booked onto a job for this client.
-
Notes — anywhere-else-to-put-it information.
Hit Add Company at the bottom of the form and the new client appears in your Live list straight away.
What happens after you create them
Click the row to open the client's page. You'll find:
-
A header showing the details you entered — email, phone, website, industry, address — plus a status pill (Live or Archived) next to the name, and a slot to upload a company logo.
-
Three tabs underneath:
-
Contacts — the named people you deal with at the client (site manager, office contact, finance person). See Adding contacts to a company.
-
Documents — anywhere-to-store-it files you want to keep against the client.
-
Projects — every job you're doing for this client. A single company can have many projects running in parallel.
-
Archiving — not deleting
When you stop working with a client, you don't delete them — you archive them. That way you keep the full history (every project, booking, and invoice they were involved in) but they drop out of your Live list.
To archive:
-
Open the client's page.
-
Click Edit Company in the top-right.
-
Change Status from Live to Archived.
-
Update Company.
They'll now show up in the Archived tab. To bring them back, edit again and switch Status back to Live. There's no hard delete by design — your audit trail stays intact.
Next up
Head to Adding contacts to a company to add the people you actually deal with at this client.