# Client records & history > One record per contact with addresses, ID and bank details, tags, consignments, bids, invoices and a complete activity history shared by the whole team. - URL: https://www.selloff.auction/features/client-records - Language: English - Domain: CRM - Last updated: 2026-10-07 - Français: https://www.selloff.auction/fr/fonctionnalites/fiches-clients.md ## At a glance - Prospect, client and supplier records, with automatic conversion of prospects into clients - Activity feed of calls, meetings, notes, documents, emails and system events - Consignments, appraisals, bidder numbers, invoices, balances and shipments on the same record - ID documents, bank details, contact-specific buyer's premium and purchase limits - Duplicate merging, address labels and one-click PDF letters ## One record, the whole relationship A collector can be a buyer in one sale, a consignor in the next and the heir to a collection a few years later. Selloff keeps all of it on a single contact record: prospect, client or supplier, active or inactive, recognisable at a glance by the colour of the record header. A prospect becomes a client automatically as soon as they bid, consign, receive an invoice or are linked to an opportunity. The record holds the details an auction house actually needs: title and salutation, company and VAT number, language for documents, several phone numbers, additional addresses for invoices or shipments, identity document and bank details, a contact source and remarks. Tags in grey, orange or red flag important clients or payment issues where no one can miss them. ## Every interaction in one activity feed Staff log calls, meetings, notes and documents; Selloff adds the rest itself: every email sent with its content, invoices printed, PDF letters, logins to your website or live bidding, lots viewed online. Emails from your own mailbox can be filed too, by forwarding them to the contact's inbound address. See [email tracking](https://www.selloff.auction/features/email-tracking.md). ## Auction, consignment and accounting data side by side Sections of the record show the contact's receipts and consignments, appraisals, cases where they act as representative or broker, collecting areas with amounts bid and spent, opportunities and campaigns, bidder numbers and sales still to invoice, invoices and account balances per branch and currency, shipments and shipping preferences. Special conditions set a contact-specific buyer's premium and a default purchase limit for their bidder registrations, and website login details control access to your online account pages. ## Keeping the database clean Merge duplicates while choosing which activities to keep, print an address label, copy the address, or generate a [PDF letter](https://www.selloff.auction/features/letter-templates.md) from a template in one click, which is filed on the record automatically. ## Works with - [Mailchimp](https://www.selloff.auction/integrations/mailchimp.md): Keep your Mailchimp audience in step with Selloff: subscribed clients sync with their language, country and collecting areas, and campaign lists become Mailchimp segments. - [Brevo](https://www.selloff.auction/integrations/brevo.md): Sync your subscribed clients to a Brevo list with their language, country and collecting areas, and send Selloff campaign lists to Brevo as segments. ## Related features - [Segmentation & smart lists](https://www.selloff.auction/features/segmentation-smart-lists.md): Classify contacts with tags and collecting areas, then save dynamic lists that update themselves from bids, invoices, consignments and activities. - [Email tracking](https://www.selloff.auction/features/email-tracking.md): Every email Selloff sends is logged on the contact with its content, attachments and delivery status, from queued to delivered, opened or bounced. - [Dashboard & tasks](https://www.selloff.auction/features/dashboard-tasks.md): A home dashboard with your tasks, offers to review and sales to invoice, a dashboard for each sale, and a daily email listing the tasks due. - [Consignor management](https://www.selloff.auction/features/consignor-management.md): Set commission, lot fees, insurance, broker and representative per consignment, group lots under receipts, and keep each consignor informed from one page. ## Frequently asked questions ### Can Selloff keep a full history of every interaction with a client? Yes. Each contact has an activity feed that combines entries made by staff (calls, meetings, notes, documents received or sent, signed contracts, shipping or payment instructions) with events recorded automatically: emails sent, invoices printed, letters generated, website logins, lots viewed online and conversion from prospect to client. The feed can be filtered by type. ### How does Selloff deal with duplicate contacts? Two records can be merged: the duplicate is removed, you choose which of its activities to copy to the record you keep, and a "deleted as duplicate" note can be added. Deleted contacts remain visible, struck through, so past documents stay traceable. ### Can I store ID documents and bank details for consignors? Yes. A record can hold the identity document type, number, issuing authority, issue and expiry dates, as well as the account holder, IBAN, BIC, currency and bank. Your administrator can make the ID fields mandatory for every contact or only before a consignment is linked to the contact.