- Create records for customers to save time when creating transactions.
- Save details about the people or businesses that you regularly do business with.
- Keep track of who owes you money and to whom you owe money.
Customer records can be created with as little information as a Name.
Choose to keep our defaults or enter your own information. You can do this now or come back and edit the record at any time.
When you start entering transactions such as sales invoices, we use the information set on the customer record to determine the following
Ledger Account The default ledger account is 4900 Other Income.
Due date - this is set to 30 days by default.
VAT rate - this is determined from the customers location and whether they are VAT registered.
Price - set the type of price used for common products and services such as Sales Trade or Wholesale. The default is the Sales price.
Currency - set this if you invoice customers in their own currency. The default in your home or base currency.
In addition you can set other information such as
Delivery address - set this when the delivery address is different to the invoice address.
Bank details - Store your customer's bank account details.
CIS - Set this if you are in the Construction Industry Scheme.
Notes - use this for any other information you’d like to store about this customer.
See the following sections for more information about each section read Edit and manage customers
Import your customer details
Import from CSV file
Consider importing customer records if you already have the details somewhere else. Just export them to a CSV file (type of Excel spreadsheet) and import all the details in one go.
You can import additional new contacts at any time.
Import from mobile phone
If your customer details are in your mobile phone contacts, consider importing them using our mobile app.
Download the mobile app:
Open the mobile app and from the menu choose Contacts. Select the plus button, then choose Import from phone.
From the list of contacts in your phone, choose the ones to import.
Once you've imported your contacts, edit them in the mbile or web app to enter additional details.
Create new customers
For one off customers, or if you don't want to import them, create new customer records from Contacts.
From Contacts, choose Customers, then New Customer.
Enter the business name for the customer. This is the name you'll see on all lists when selecting this customer.
Enter the remaining details.
If you don't know all the details yet, just enter the business name and save. All other details can be entered later.
You always need an address before you can save an invoice for a customer.
Use the following sections to choose which defaults to change and choose additional information to store about the customer or whe
If you want to email your sales documents, make sure you add an email address as well.
Add the main address from the Account details tab.
If your customer is outside the UK or Ireland, make sure your change the region just above the address and then choose the correct Country.
If you don't have an address for a customer , just use No address on the first line.
Enter the VAT registration number From the Account Details tab. We check the VAT number against the Country entered in the address. You cannot save the VAT number unless it has the correct format.
VAT reverse charge
Select VAT Reverse Charge when:
You usually sell certain types of goods to this customer that fall under the domestic reverse charge VAT rules. See Use domestic reverse charge VAT for mobile phones and computer chips
You're in the construction industry (CIS) and your customer is a contractor and you usually sell services to them that fall under the reverse VAT rules. See Reverse charge VAT and CIS
Selecting the right ledger account is key to making sure you know where your money coming from and what you are selling.
On sales invoices, you must select a ledger account on each line to indicate what you have sold. You can use our default Ledger accounts or set up your own.
To make sure the right ledger account is selected automatically, you can set a default on you customer records. This is really useful if usually sell the same type of goods to a single customer. For example, if you usually sell
From the Account Details tab
Choose the ledger account to use by default for this customer from the Account Default drop-down.
If you usually use the same ledger account for all your sales, set this in the Record and Transaction settings. See Record and Transactions settings
The credit terms sets the number of days an invoice is outstanding before it need to be paid. Once set up, the due date on the invoice is worked out based on the credit terms set here.
We've set the credit terms to 30 days as this is usual for most businesses.
If your credit terms are different, set them in the Record and transaction settings so they applied to all new customer records, or if this customer has unusual credit terms, enter them here.
For example, if the customer is a wholesaler, you're likely to always want to charge them the wholesale price. When you add a product or service to the invoice, the wholesale price will be entered automatically.
From the Defaults tab
Select the price type for this customer.
Read more about product and service prices
From the Account Details tab, select the Region and then the Country when entering their address.
From the Account Details tab, enter a VAT number if they are registered for tax . This will make sure that the correct VAT rate is used on invoices.
From the Defaults tab, choose the currency .
You can use analysis groups to group you customers together for reporting purposes. For example, you may want to divide your customers by the region in which they are based so you can compare sales across regions, or you may want to see total based by sales manager to calculate commission.
Once you've set them up, just choose the group that this customer belongs to from the Analysis tab.
From the Account Details tab
- Choose VAT Reverse Charge for VAT registered customers as this allows reverse charge VAT to be applied to appropriate invoices.
Set the Account Default to a CIS Labour ledger account. CI is only deducted from invoice lines when thsi ledger account is selected. Setting this as the default helps prevent errors and ensure CIS deduction are made on invoices,. CIS ledger accounts are only visible to CIS registered contacts.
From the CIS tab, select the CIS Registered checkbox. This indicates that the contact is using the CIS scheme and the appropriate ledger accounts can be selected.
Make sure you have turned on the CIS features in the settings first.
If you indicated that your business is VAT registered on sign up, there will already be two contacts on the list. You'll use the