Adding a Customer 👤

Customers are the businesses and individuals who buy your products. This guide will show you how to add customers to your system so you can create quotes, track sales, and manage your customer relationships.

Before You Start

Make sure you have:

• Access to the Sales section (Manager or Admin role)
• Customer information ready (company name, contact details, address)
• Contact person information (name, role, email, phone)
• Payment terms and business details

Step-by-Step Instructions

Step 1: Navigate to Customers

1. Look at the left sidebar on your screen
2. Find the "SALES & CUSTOMERS" section
3. Click on "Customers" - this will take you to the customers list page

Step 2: Open the Add Customer Dialog

1. Look for the "Add Customer" button - it's usually in the top-right corner
2. Click the "Add Customer" button (or the "+" icon)
3. A dialog will open with the customer form

Step 3: Fill in Customer Information

The form is organized into sections. Let's go through each one:

Company Information

• Company Name (required): The official business name

  • Example: ABC Manufacturing Inc.
  • Use the legal business name as it appears on invoices

• Trade Name (optional): Alternative name if different

  • Example: ABC Mfg (if that's how you know them)
  • Leave blank if same as company name

• Website (optional): Company website

  • Example: https://www.abcmanufacturing.com
  • Useful for finding company information and contact details

Contact Information

• Company Email (optional): General company email

  • Example: info@abcmanufacturing.com
  • Used for general inquiries and notifications

• Company Phone (optional): Main business phone

  • Example: (555) 987-6543
  • Include area code and format consistently

• Telephone (optional): Alternative phone number

  • Example: (555) 987-6544 (fax or secondary line)
  • Useful if you have multiple contact numbers

Address Information

• Physical Address (optional): Company location
  • Enter the complete street address
  • Include city, state/province, and postal code
  • Used for shipping and billing purposes

Business Terms

• Payment Terms (optional): How this customer pays you

  • Example: Net 30, Net 60, Due on Receipt
  • Standard terms for this customer relationship

• Credit Terms (optional): Credit limit or terms

  • Example: $25,000 credit limit
  • Important for financial planning and risk management

• VAT Number (optional): Tax identification number

  • Example: VAT987654321
  • Required for some international transactions

• Legal Certificate (optional): Business registration or certification

  • Example: ISO 9001 Certified
  • Important for quality and compliance tracking

Additional Information

• Notes (optional): Any additional information
  • Example: Preferred customer for furniture orders, Requires rush delivery
  • Use this for important details about the relationship

Step 4: Save the Customer

1. Review all the information you've entered
2. Click "Save" button
3. You'll see a success message confirming the customer was created

Step 5: Add Customer Contacts (Optional)

After creating the customer, you can add contact persons:

1. Click on the customer in your customers list
2. Go to the "Contacts" tab
3. Click "Add Contact" button
4. Fill in contact person details:
   • Name: Contact person's full name
   • Role: Their job title or role (e.g., Purchasing Manager, Engineer)
   • Email: Their work email address
   • Phone: Their direct phone number
5. Click "Save" to add the contact

What Happens Next

The Customer is Now Available

• It appears in your customers list
• You can select it when creating quotes
• You can track sales and order history
• You can manage the customer relationship

Customer Management

• Sales tracking: Monitor order history and spending
• Relationship management: Keep contact information current
• Quote management: Create and track quotes for this customer

Customer Information Explained

Company vs Trade Name

• Company Name: The legal business name (used on invoices and contracts)
• Trade Name: The name you commonly use when referring to them
• Example: Company Name: ABC Manufacturing Inc., Trade Name: ABC Mfg

Payment Terms

• Net 30: Payment due within 30 days of invoice
• Net 60: Payment due within 60 days of invoice
• Due on Receipt: Payment due immediately upon receiving goods
• 2/10 Net 30: 2% discount if paid within 10 days, otherwise due in 30 days

VAT Numbers

• What it is: Value Added Tax identification number
• When needed: For international customers or tax reporting
• Format: Varies by country (e.g., VAT987654321, GB987654321)

Tips and Best Practices

Customer Information Management

• Keep information current: Update contact details regularly
• Verify information: Double-check phone numbers and email addresses
• Document relationships: Use notes to track important details

Contact Person Management

• Primary contact: Designate one main contact person
• Backup contacts: Add secondary contacts for emergencies
• Role clarity: Be specific about each person's role and responsibilities

Payment Terms Strategy

• Assess credit risk: Consider customer's payment history
• Set appropriate terms: Balance cash flow with customer relationships
• Monitor payment performance: Track late payments and issues

Address Management

• Shipping vs billing: Some customers have different addresses
• Multiple locations: Add multiple addresses if customer has several locations
• International customers: Include country and proper postal codes

Customer Categories

Types of Customers

• Manufacturing: Other manufacturers who buy your products
• Distributors: Companies that resell your products
• End Users: Direct consumers of your products
• Government: Public sector customers
• International: Customers outside your country

Customer Priority Levels

• A-Level: High-value, strategic customers
• B-Level: Medium-value, regular customers
• C-Level: Low-value, occasional customers

Troubleshooting

Customer Not Appearing in Lists

• Check if the customer is active (not deactivated)
• Verify you're looking in the right section
• Make sure you have permission to view customers

Can't Add Contact Person

• Make sure you've saved the customer first
• Check if you have permission to edit customer contacts
• Verify the contact form is properly filled out

Duplicate Customer Error

• Check if the customer already exists in your system
• Look for slight variations in the company name
• Consider using the existing customer record

Payment Terms Issues

• Make sure payment terms are clearly defined
• Check if terms match your accounting system
• Verify terms are acceptable to your finance team

Next Steps

Now that you've added a customer, you might want to:

• Creating a Quote - Create quotes for this customer
• Managing Work Orders - Convert quotes to work orders
• Quality Control - Set up quality requirements for customer orders
• Cost Tracking - Track profitability for this customer

Need Help?

• 📖 Check other guides in this documentation
• 🎯 Use the search feature to find specific information
• 💬 Contact support if you need additional help

That's it! You've successfully added a customer to your system. 🎉