Manage customers

Add customers with their currency and payment terms, keep contacts and addresses, and archive old records.

A customer record holds who you bill and how: their name and company, contact details, currency, payment terms and addresses. Picking a customer in the editor fills the document from that record, so you type the details once.

The Customers page listing customers with their phone number, outstanding balance, total invoiced, last document and number of documents — Every customer, with what they owe and when you last billed them.

Before you start#

Creating, editing, archiving and importing customers needs the customers permission. Owners, admins and sales have it; accountants, operations and viewers can see customers but not change them. Roles and permissions lists every role.

Add a customer#

Open Customers and choose Add Customer.
Enter the Name. It is the only required field.
Fill in what you know: Company name, Contact email, Phone, Tax number, Currency, Payment terms, Address and Notes.
Choose Create Customer.

The Add Customer dialog with fields for name, company name, contact email, phone, tax number, currency, payment terms, address and notes — Only the name is required; the rest fills new documents for you.

A few fields decide how new documents behave:

Field	What it does
Currency	New documents for this customer start in this currency. The list opens on your organization's base currency.
Payment terms	A number of Calendar days or Working days, counted from the issue date, that sets the due date. Leave it empty for the default of 3 working days.
Tax number	The customer's tax identifier. Its placeholder follows your organization's country.
Notes	Internal notes for your team. They are never shown on documents.

The address you enter here is saved as the customer's first address, labelled Billing.

Edit a customer#

Open the customer's menu on the Customers list, or their page, and choose Edit. Changes apply to new documents only. Documents you already created keep the name, address and lines they were created with, so editing a customer never rewrites an issued invoice.

Contacts#

A customer can have several people you deal with. On the customer's page, the Contacts card holds each contact's Name, Email, Phone and Role, such as "Accounts payable".

The first contact you add becomes Primary. Use Set as primary to change it; only one contact is primary at a time. Contacts are a directory for your team: documents take their email address from the customer record, not from a contact.

Addresses#

The Addresses card holds every address you ship or bill to, each with a Label (for example "Head office" or "Lagos warehouse") and the address itself. A customer can have up to 200 addresses, and a search box appears once there are more than six.

The first address becomes both the default billing and the default shipping address. Change either with Set as default billing or Set as default shipping.

When you pick the customer in the editor, the default billing address fills the document. To use a different one, choose Insert saved address… and pick it. The document copies the text, so later edits to the saved address do not change documents already created.

The document editor with a customer selected and their billing address filled into the Bill To block — Picking a customer fills the name, address and currency from their record.

The customer page#

Each customer's page shows their details, a Create Invoice button and four totals:

Total Invoiced: every issued invoice for this customer.
Outstanding: what is still owed on those invoices.
Paid: what has been received.
Last Invoice: when you last invoiced them.

Void and cancelled invoices are left out of all four. Below the totals, the Documents table lists every document for the customer, of every type, with its status and amount.

A customer's page showing their contact details and payment terms, Total Invoiced, Outstanding, Paid and Last Invoice totals, and a table of their documents — One place for a customer's balance and history.

Where payment reminders are switched on, the page also has a Payment reminders card. Use it to have this customer's invoices always or never reminded about, whatever your organization's setting is, and to send reminders to addresses other than the customer's own, such as an accounts-payable mailbox. Changing it needs a role that can edit customers. See Payment reminders.

Archive and restore#

Customers are archived rather than deleted, so their history stays intact. Choose Archive from the customer's menu. An archived customer disappears from the Customers list, from search and from the editor's customer picker. Documents already issued to them are unaffected.

To bring one back, choose Show archived on the Customers list, open the customer's menu and choose Restore.

Import many customers at once#

Import CSV on the Customers page adds customers from a spreadsheet, and Export CSV downloads your active customers. Import and export with CSV covers the file format.

Last reviewed 13 October 2026