Customer details are used in work orders, contracts and offers, for example. You can also link a customer to folders, so that their Spots belong to the customer's assets.
Perform the maintenance actions described here in the browser version. You need permission to view customers, plus permission to create customers when creating one, or permission to edit the specific customer when changing their details. If an action is unavailable, ask your administrator to check your permissions. For a customer maintained by an integration, check your organisation's procedures before changing the details so that the change is made in the correct system.
Create a customer and enter the basic details
- Open the Customers page from the Customers menu in the main menu. First check whether the customer is already in the register.
- Select Add new customer at the top of the page.
- Complete the Basic info section on the form's Basic info tab according to the rules described below.
- Complete Contact information and Invoicing information fields on the same tab as needed. Select folders if needed.
- Check the details and select Save at the bottom of the form. If saving produces an error, correct the indicated information and save again.
Name and Customer type are required. The name must be unique in the customer register. The Customer type options are Consumer and Company. This selection describes the type of customer; it does not distinguish between a billing customer and a delivery customer. A folder's delivery customer details are separate.
If needed, enter a Legal name, Company ID and Customer number, and enter a VAT ID in the VAT field. The legal name, customer number and VAT ID must each be unique if the field is filled in. The customer number must also differ from any delivery customer number assigned to a folder. Extra spaces at the beginning and end of the name and legal name are removed when saving.
Customer group is an optional selection from existing groups. A new customer's Status is Active by default. You can also complete the Additional info field and the Customer attributes section according to your organisation's needs. See the instructions for customer groups, additional info and discounts.
Distinguish between contact information and invoicing information
The Contact information area in the Basic info section contains the customer's phone number, mobile number, email address, and regular address, postcode, city and country. The customer's general email address is a different field from the invoicing email address.
The Invoicing information fields section contains a separate invoicing address with its postcode, city and country, as well as the Invoicing email address. Enter the information your organisation uses and, if needed, select a Cost center and Sales account from the existing options.
In the section's E-invoicing data area, fill in the E-invoice address field and select an operator in the E-invoice operator field. If the operator is not listed, leave the list selection empty and enter the details in the adjacent Enter the operator information text field.
A single address field does not control all invoicing. For example, a contract invoice PDF uses the contract's alternate invoicing address when alternate billing info is enabled. Otherwise, the PDF uses the customer's regular address from their contact information, rather than the separate address in the Invoicing information fields section. If an invoice shows the wrong address, check both the customer details and the contract settings. See contract invoicing and price changes.
Link the customer to folders
Link to collection in the Basic info section on the Basic info tab is an optional multiple selection: you can save the customer without a folder or link them to several folders. The link applies to the selected folders and all their subfolders. Before saving, check the entire selected folder structure and its current customers.
If the selected folder structure already has a customer, the application asks you to confirm that you want to continue. Replacing the customer changes the folders' customer link to the new customer; it does not remove the previous customer from the register. Each folder has one customer link.
Confirmation does not override restrictions imposed by contracts. You cannot take a folder or its subfolder from another customer who has contracts. You also cannot unlink the current folders of a customer who has contracts by deselecting them. The check concerns the existence of contracts, so changing a contract's status alone does not remove this restriction.
Folder links involve background processing. After saving, check the subfolders as well. Linking a customer from the folder's own form is described in linking a customer to a folder.
Edit a saved customer
On the same Customers page, open a customer by clicking their card. In the table, open the form by clicking the customer's name or the pencil icon on the row. Check the name and customer number, update the necessary fields and select Save. The same requirements for mandatory fields and unique values also apply to changes.
Customer cards appear in Default view on the page's Customers tab. Switch to the table using the adjacent Datatable option.
The customer's general contact information and the people linked to them are separate details. On the form's Customer contacts tab, you can create or link people. See the instructions for customer contacts. The options on the Discounts tab are described in the discount instructions. A saved customer also has a Price Lists tab; see creating a price list and linking customers.
Change the status and filter the customer list
You can change a customer's status using the Status field on the edit form. In the card view, you can change the status directly using the switch on the customer card. The switch's tooltip is Disable or Set to active, depending on the customer's current status. In the Datatable view, you can change the status by double-clicking the customer's Status cell and selecting a new status. The switch and the table cell change save the status directly and require edit permission.
You can filter the customers shown by status using the Status filter in the card view or the Status column filter in the Datatable view. Filtering changes the list displayed, not the customers' statuses.
Not in use retains the customer and their links. The customer remains in the customer list and can be set to active again, although the current filter may hide them. This status does not mean the customer has been deleted. It also does not generally prevent the customer from being selected in other functions or stop contracts from automatically generating tasks or invoices. These are controlled by the contract's own statuses and automation settings.
Check the result after saving
Reopen the saved customer and check the basic details, status, contact information and invoicing information in the appropriate sections. If the customer is not visible, first check the search and status filter.
If you changed folder links, check the selected folders and their subfolders once background processing has finished. Refresh the view if needed. If you are assessing the change's effect on invoicing, also check the relevant contract settings and invoice details.
In the Android and iOS customer views, you can view customer details and contacts and open the customer's folders from the customer card. Perform the creation, editing and status changes described in these instructions in the browser. Address display differs between platforms: Android's Customer Details shows the customer's separate invoicing address, while iOS's Customer Details shows the regular address. Check how the addresses are saved in both sections of the browser form.