Managing Customers
Once you've created customers, you can manage all aspects of their relationship with your business from their dedicated customer profile page.
Accessing a Customer Profile
There are several ways to access a customer's profile:
- From the Customers Page: Navigate to Customers and click on any customer row
- Using Search: Use the global search bar at the top of the screen and type the customer name
- From an Order: Click on the customer name within any order
Customer Profile Sections
The customer profile is organized into five main sections, accessible via the sidebar navigation:
1. General
The General section displays and allows editing of all customer information:
Customer Type
- Individual: Personal customer account
- Business / Company: Organization account
Contact Information
- Customer/Company Name
- Phone & Mobile
- Fax
- Website
Financial Settings
- Discount (%): Default discount automatically applied to orders
- Status: Customer status (Active, Inactive, etc.)
- Payment Terms: Default payment terms (Net 30, Due on Receipt, etc.)
- Sales Rep: Assigned sales representative
Shipping Preferences
- Default Shipping Method: Preferred delivery option for this customer
Product Display Settings
- Standard and Exclusive Products: Shows all products plus exclusive ones
- Exclusive Products Only: Limits visibility to exclusive products only
Partial Payments
Toggle to allow partial payments on orders (if not enabled company-wide)
Billing & Shipping Addresses
Full address information for billing and shipping purposes
2. Orders
The Orders section provides a complete view of the customer's order history:
Features
- Search: Find specific orders by order number, PO number, or content
- Filter: Filter orders by status, date range, or other criteria
- Sort: Sort by date, order number, total, or status
Order Information Displayed
- Order Number
- PO Number (if provided)
- Status
- Total Amount
- Due Date
- Created Date
Actions
- Click any order to view full details
- Create a new order directly for this customer
- Export order history
3. Payments / Balance
The Payments section provides comprehensive financial tracking for the customer:
Balance Summary
- Current Balance: Outstanding amount owed by the customer
- Total Invoiced: Sum of all invoices
- Total Paid: Sum of all payments received
Orders with Balance
View all orders that have an outstanding balance, showing:
- Order number
- Order total
- Amount paid
- Remaining balance
Transaction History
A complete record of all financial transactions:
- Payments received
- Refunds issued
- Credits applied
- Adjustments made
Recording Payments
You can record payments directly from this section:
- Click Record Payment
- Enter the payment amount
- Select the payment method
- Optionally link to specific orders
- Add notes if needed
- Save the transaction
4. Contacts
Manage multiple contacts associated with this customer account:
Contact Fields
- Name: Full name of the contact
- Title/Role: Job title or role at the company
- Email: Contact's email address
- Phone: Primary phone number
- Mobile: Cell/mobile number
- Fax: Fax number
- Notes: Additional notes about this contact
Managing Contacts
- Add Contact: Create a new contact for this customer
- Edit Contact: Update existing contact information
- Delete Contact: Remove a contact from the customer profile
- Primary Contact: Designate one contact as the primary point of contact
Tip: Having multiple contacts is useful for businesses where different people handle orders, billing, or shipping.
5. Notes & Attachments
Use this section to maintain a complete record of interactions and important documents:
Notes
- Add timestamped notes about the customer
- Notes are visible to your team
- Great for tracking communications, special requests, or important details
How to Add a Note
- Type your note in the text field
- Click Add Note
- The note is saved with your name and timestamp
Attachments
Upload and manage files related to the customer:
- Contracts and agreements
- Tax exemption certificates
- Specification documents
- Correspondence
Supported File Types
- Documents (PDF, DOC, DOCX)
- Images (PNG, JPG, GIF)
- Spreadsheets (XLS, XLSX, CSV)
- Other common file formats
Customer Actions
From any section of the customer profile, you can:
Edit Customer
Click the edit button to modify customer information. Changes are saved automatically or when you click Save.
Create Order
Start a new order for this customer with their information pre-filled.
Delete Customer
Remove a customer from your system (use with caution - this may affect linked orders).
Customer Discounts & Pricing
Automatic Discount Application
When a discount percentage is set on a customer profile:
- All new orders for this customer automatically apply the discount
- The discount appears as a line item on invoices
- Order totals reflect the discounted price
Override on Order
While the customer discount is applied by default, you can:
- Override the discount on individual orders
- Apply additional discounts
- Remove the discount entirely for specific orders
Exclusive Products
Exclusive products are a powerful feature for managing customer-specific offerings:
Setting Up Exclusive Products
- Navigate to a product in your catalog
- Enable the Exclusive Product toggle
- Select which customers can see and order this product
Customer Display Settings
On the customer profile, you can set:
- Standard and Exclusive Products: Customer sees all public products plus their exclusive ones
- Exclusive Products Only: Customer only sees products marked exclusive to them
Use Cases
- Custom products manufactured specifically for one customer
- Special pricing tiers
- Private-label products
- Contract-specific items
Customer Reports
For analytical insights about your customers, use the Reports section:
- Customer Reports - Detailed analysis of customer activity
- Sales Reports - Revenue by customer
- Transaction Reports - Payment history and balances
Best Practices
- Keep Information Current: Regularly update contact information and addresses
- Use Notes: Document important conversations and special requirements
- Assign Sales Reps: Ensure every customer has an assigned representative
- Set Appropriate Payment Terms: Match terms to the customer relationship
- Review Balances: Regularly check outstanding balances and follow up on overdue payments