Managing Customers

The Customers area is your built-in CRM for tracking everyone you sell to. From here you can browse and filter your whole customer base, drill into a single account, and manage their orders, payments, contacts, notes, discounts, and shipping preferences — all in one place.

Note: This is the admin-side CRM you use to manage customer records. It is different from the storefront customer portal — the self-service account area your end customers see when they log in to shop and track their orders. For that experience, see The Customer Portal.

If you're adding your first customers, start with Creating Customers. This page covers what to do with them afterward.

The Customers list

Open Customers from the left sidebar to land on the customer list. The page is built for managing large books of business at a glance.

KPI cards

Four summary cards across the top give you an instant read on your customer base:

Search and filter

Below the cards is a filter bar:

• Search — type in the search box to match customers by name, email, or city. Results update as you type.
• Type filter — toggle between All, Business, and Individual to narrow the list by customer type.
• A live result count shows how many customers match your current search and filter.

The customer table

Matching customers appear in a clean table showing each customer's name, email, phone, and location. Click any row to open that customer's full profile.

Use the page-size selector (10 / 25 / 50 / 100 per page) and the pager at the bottom to move through long lists.

Adding customers

From the list header you have two ways to add customers:

• New Customer — opens the single-customer create form. See Creating Customers for the full field reference.
• Import CSV — bulk-import a list of customers from a spreadsheet (see below).

Bulk import customers from CSV

If you're migrating an existing customer list, you don't need to add people one at a time. Click Import CSV on the Customers list to open the upload tool.

How it works:

1. Click Import CSV, then choose your .csv file.
2. TimberCloud reads your column headers and shows a simple field-mapping screen. For each TimberCloud field, pick the matching column from your file.
3. You can map Basic fields (Name, Email, Phone, Mobile, Fax, Discount, Website, Sales Rep, Payment Terms, Customer Type) and full Billing and Shipping address fields (Full Name, Address 1/2, City, State, ZIP, Country).
4. Click Upload. Large lists are processed in batches with a live progress bar, and you can cancel mid-way if needed.
5. When it finishes, you'll see a summary of successful and failed rows so you can fix and re-upload any that didn't import.

Important: Name and Email are required, and each email must be valid — TimberCloud uses it to create the customer's Stripe record for payments, so rows without a valid email are skipped. If you don't map a billing country, your company's default country is used.

The customer profile

Click a customer to open their profile. At the top is a header card with the customer's avatar, name, status badge, and type badge (Business / Individual), their key contact details, and quick pills for their sales rep, discount, and default shipping method.

A stats bar shows four at-a-glance numbers:

• Orders — how many orders this customer has placed
• Lifetime Value — total value of their orders
• Balance — outstanding amount they owe (highlighted when above zero)
• Terms — their default payment terms

Below the header, the profile is organized into six tabs.

Overview

A dashboard for the account: a Recent Orders list (with status and totals — click any order to open it, or View all to jump to the Orders tab), a Contacts preview, and a Customer Info card with the key contact details and flags (such as whether partial payments are enabled).

Orders

The customer's complete order history. You can:

• Search orders by order number, PO number, or content
• Filter by status, date range, or other criteria
• Sort by date, order number, total, or status

Each row shows the order number, PO number, status, total, due date, and created date. Click any order to open its full detail, start a new order for this customer (with their info pre-filled), or export the order history.

Payments

Comprehensive financial tracking for the customer:

Balance summary

• Current Balance — the outstanding amount the customer owes
• Total Invoiced — sum of all invoices
• Total Paid — sum of all payments received

Orders with a balance — every order that still has an outstanding amount, showing the order number, total, amount paid, and remaining balance.

Transaction history — a complete record of payments received, refunds, credits, and adjustments.

Saved payment methods — any Stripe cards the customer has on file for faster checkout.

Recording a payment — to log a payment directly from this tab:

1. Click Record Payment
2. Enter the payment amount
3. Select the payment method
4. Optionally link it to specific orders
5. Add notes if needed
6. Save the transaction

For more on how payments, deposits, and refunds work, see Order Payments.

Contacts

Manage multiple people associated with this account — useful for businesses where different people handle orders, billing, and shipping.

Each contact can store a Name, Title/Role, Email, Phone, Mobile, Fax, and Notes. Use Add Contact, Edit Contact, and Delete Contact to manage the list, and designate one contact as the Primary Contact.

Notes

Keep a running, timestamped record of your relationship with the customer:

• Add notes about conversations, special requests, or important details
• Notes are visible to your team and saved with your name and a timestamp
• Attach files (contracts, tax-exemption certificates, spec documents, correspondence) — common document, image, and spreadsheet formats are supported

To add a note, type it into the field and click Add Note.

Settings

The full editable record for the customer — everything you set when you created them, and more:

Customer type

• Individual — a personal customer account
• Business / Company — an organization account

Contact information — customer/company name, email, phone, mobile, fax, and website.

Financial settings

• Discount (%) — a default discount automatically applied to this customer's orders
• Status — the customer's status (Active, Inactive, etc.)
• Payment Terms — default terms (e.g. Net 30, Due on Receipt)
• Sales Rep — the assigned sales representative

Shipping preferences — the customer's default shipping method.

Product display settings

• Standard and Exclusive Products — the customer sees all public products plus any marked exclusive to them
• Exclusive Products Only — the customer sees only products marked exclusive to them

Partial payments — toggle to allow partial payments on this customer's orders (if not already enabled company-wide).

Billing & shipping addresses — full address information for invoicing and delivery.

Changes save when you click Save.

Customer actions

From the profile you can also:

• Edit any field directly on the Settings tab
• Create an order for the customer with their information pre-filled
• Delete the customer (use with caution — this can affect linked orders)

Customer discounts & pricing

When a discount percentage is set on a customer's Settings tab:

1. Every new order for that customer automatically applies the discount
2. The discount appears as a line item on invoices
3. Order totals reflect the discounted price

The default discount is applied automatically, but you can still override it on an individual order — apply a different discount, add an additional one, or remove it entirely for that specific order.

Exclusive products

Exclusive products let you offer customer-specific items and pricing.

Setting up an exclusive product:

1. Open a product in your catalog
2. Enable the Exclusive Product toggle
3. Choose which customers can see and order it

Controlling what a customer sees — on the customer's Settings tab, use the product display setting:

• Standard and Exclusive Products — all public products plus their exclusive ones
• Exclusive Products Only — only the products marked exclusive to them

Common use cases:

• Custom products manufactured specifically for one customer
• Special pricing tiers
• Private-label products
• Contract-specific items

Customer reports

For analytics across your whole customer base, use the Reports section (available on the Build plan and higher — see Subscriptions & Plans):

• Customer Reports — detailed analysis of customer activity
• Sales Reports — revenue by customer
• Transaction Reports — payment history and balances

Best practices

1. Keep information current — regularly update contact details and addresses.
2. Use notes — document important conversations and special requirements so your whole team stays in the loop.
3. Assign sales reps — make sure every customer has an assigned representative.
4. Set appropriate payment terms — match terms to the customer relationship.
5. Review balances — check outstanding balances on the Payments tab and follow up on overdue amounts.

Related pages

• Creating Customers — add customers one at a time or in bulk
• The Customer Portal — the storefront account experience your end customers see
• Order Payments — how payments, deposits, and refunds work
• Subscriptions & Plans — what each plan includes