Create and manage customers

A customer record connects the person's or company's vehicles, workshop visits and billing details. Search before creating a record to avoid splitting one customer's history across duplicates.

Add a customer

1. Open Customers → Customers and search by name, phone, email or TRN.
2. Select Add Customer if no suitable record exists.
3. Enter Customer Name and Phone. Both are required; the phone field accepts up to 20 characters.
4. Add Company Name, Email, TRN (Tax Registration No.) and the address when relevant. Check the email carefully if the customer will receive documents or use the portal.
5. Set How did they find us? to the source you actually know. This supports the Acquisition Source report.
6. Choose Customer Group or Price Group if your workshop uses them.
7. Under Billing, choose the agreed Credit Terms and click Save.

Credit terms include Cash (no credit terms), Due on receipt and the available Net-day terms. Due on receipt means zero days; it is different from leaving credit terms unset. New invoices can derive their due date from the customer's terms when no due date is supplied.

Update an existing customer

Open the customer's record or use its edit action, change the relevant details, and click Save. Keep contact details current before sharing a tracking, estimate or portal link.

Do not enter historical debt in Opening Balance without checking with your administrator. This field is also used by the customer deposit feature; it should not be treated as a general unpaid-invoice balance.

What happens next

The customer becomes available when adding vehicles and work orders. Creating a staff user is a separate process. For customer portal access, use Set Portal Password and follow the portal guide.

Troubleshooting

An invalid email or missing name/phone prevents saving. If the correct record does not appear in a picker, clear the search and check that you are in the right workshop. Avoid deleting a customer as a way to resolve duplicate financial history.

[Screenshot: Customer form showing identity, contact details and Credit Terms, using synthetic data.]

Related articles

• Add and manage vehicles
• Customer portal