Customers — User Guide

Module: Core CRM
Audience: Sales staff, account managers, customer administrators, system administrators
Version: 1.0.0
Last updated: 2026-07-22

Overview

A customer is an organization or individual your business sells to. The system stores company details, billing and shipping addresses, internal staff assignments (customer admins), and portal contacts who can log in to the customer area. From a customer profile you can review proposals, estimates, invoices, payments, projects, tasks, tickets, and more.

Go to Customers in the main sidebar.

Prerequisites

Related tabs (Invoices, Estimates, etc.) require permissions on those features.

Step-by-step: View the customer list

1. Go to Customers.
2. Use table filters to narrow by group, country, document status, assigned admin, or active/inactive.
3. Click a company name to open the customer profile.

Toolbar actions (when permitted): New customer, Import customers, Customer contacts (all contacts across customers), and links to the client portal login or registration page.

View own users: You only see customers where you are a customer admin, unless you also have global View.

Step-by-step: Create a customer

1. Go to Customers.
2. Click New customer.
3. On the Profile tab, complete company and primary contact information:
   • Company name (leave blank for an individual contact-only record)
   • VAT number (when your organization requires it)
   • Phone, website, address, country
   • Default currency and language (optional)
   • Customer groups (optional)
4. Optionally complete Billing & shipping sections.
5. Click Submit.

Save and add contact: Use Save and add contact on a new record to go straight to adding another portal user.

Expected result: The customer appears in the list. If you only have View own, you are automatically assigned as customer admin for customers you create.

Step-by-step: Edit a customer profile

1. Open the customer from the list.
2. Use the left sidebar to switch tabs.
3. On Profile, update company details, groups, or billing/shipping.
4. Click Submit.

Step-by-step: Assign customer admins

Customer admins are internal staff responsible for an account. Users with View own can open only customers where they are assigned.

1. Open the customer → Profile → Customer admins.
2. Assign one or more staff members and save.

Step-by-step: Manage customer contacts

Contacts are people who can log in to the customer portal.

1. Open the customer → Contacts tab.
2. Click New contact (when registration is confirmed).
3. Enter name, email, and password options.
4. Set portal permissions (invoices, estimates, contracts, support, etc.) as needed.
5. Save.

Use Set as primary for the main contact. Deleting a contact may require delete permission or customer admin role.

Step-by-step: Import customers

1. Go to Customers → Import customers.
2. Download the sample file if needed.
3. Upload your CSV and run import (simulation optional).
4. Review results and fix any failed rows.

Requires Create permission on Customers.

Step-by-step: Customer account statement

1. Open the customer → Statement tab (requires permission to view invoices or payments).
2. Choose a date range.
3. View on screen, download PDF, or email to the customer.

Step-by-step: Confirm self-registration

When customers register through the portal and confirmation is required:

1. Find the highlighted row on the customer list.
2. As administrator, click Confirm registration.
3. The customer and primary contact become active.

Step-by-step: Delete a customer

1. From the list, use row Delete or bulk Mass delete.
2. Confirm the action.

Expected result: Customer removed. If the customer has invoices, estimates, or credit notes, deletion is blocked unless GDPR deletion rules apply — remove or reassign documents first.

Profile tabs (related records)

Tabs you cannot see are hidden by your role or system settings.

Troubleshooting

Best practices

• Assign customer admins for account ownership on large teams.
• Use customer groups for segmentation and list filters.
• Keep primary contact email accurate — it drives invoice and estimate delivery.
• Use import for bulk onboarding; verify groups and custom fields in a simulation run first.