Customers
The Customers module is your central register of all companies and individuals you invoice. Every invoice, quotation, and job links back to a customer record.
Customer list
Go to Customers (labeled "Clients" by default) to see all your customers in a searchable, sortable list — under Operations in the nav for Logistics tenants, under Sales for Accounting/Clearing-only tenants without Logistics, and under Point of Sale for POS-only tenants. In the business-unit menu layout, it's under Finance → Money in.
- Search by name, TIN, contact person, phone, or email
- Click any row to open the FactBox summary panel
Exporting to Excel
Click ⇩ Export to Excel to download the currently filtered/searched customer list as a formatted workbook — company name, TIN, contact person, phone, email, address, and outstanding balance (AR), with a totals row on the balance column.
FactBox
Clicking a customer row opens the FactBox — a side panel with a quick summary of that customer without leaving the list:
- Total invoiced (all time), plus a breakdown of Paid/Overdue/Draft invoice counts
- Outstanding balance (Sent and Overdue invoices) and overdue balance
- Number of quotations, active jobs, and closed jobs (active/closed job counts only show for tenants with the Logistics module)
- POS sales count and total, for tenants with Point of Sale
- Last invoice date, phone, and contact person
Invoices are matched to a customer by the customer's name on the invoice (or, for job invoices, by the job's customer), so renaming a customer can disconnect older invoices from their card.
Click Open Full Profile → in the FactBox to navigate to the full customer detail page. (The Open → link you see directly on a list row is a separate shortcut to the same page.)
Customer detail page
The full detail page shows everything related to a customer in one place:
Company name, TIN, VRN (if your business is VAT-registered), phone, email, address, and contact person appear at the top of the page — not a separate tab — with summary tiles for jobs, quotations, invoices, outstanding balance, and POS sales. The tabs are:
| Tab | Contents |
|---|---|
| Invoices | All invoices for this customer — number, date, amount, status |
| Quotes | All quotes sent to this customer |
| Jobs | All logistics jobs linked to this customer (Logistics tenants only), with View All Jobs → |
| Ledger | Running account statement of invoices and payments — record a payment against the customer's balance directly from this tab |
| POS Sales | Completed POS sales recorded against this customer (Point of Sale tenants only) |
Invoices, Quotes and Ledger appear for tenants with Logistics, Accounting, or Clearing; a POS-only tenant sees only POS Sales.
Use the Invoices tab to quickly see what is outstanding, overdue, or already paid for any specific client, or the Ledger tab to record a payment and see the running balance.
+ Record Payment (amount, currency, date, method, reference, and optionally which invoice it's for) adds the payment to this customer's statement, and a payment linked to an invoice reduces that invoice's balance on the AR Aging report. It does not change the invoice's status or post anything to the General Ledger — to record the payment in the books, mark the invoice Paid on the invoice itself (see Invoicing → GL posting).
Creating a customer
- Go to Customers → click + New Customer
- Fill in:
- Company Name (required)
- TIN # (required) — Tanzania Revenue Authority tax identification number
- VRN — optional VAT registration number (shown if your business is VAT-registered)
- Phone Number — not required, but strongly recommended
- Email Address — used for sending invoices and quotations
- Physical Address — appears on invoices
- Contact Person — primary point of contact
- Default Currency — optional, see Default currency
- Click Create Corporate Profile
Creating a customer from another form
Wherever you pick a customer — a quotation, sales order, job, clearing declaration, hotel reservation's billing company, or POS Checkout — the customer field is a searchable list: type part of the name, TIN, phone, or email. If the customer doesn't exist yet and you hold Create Customers, click + New Customer at the bottom of the list. A short form (name, phone, email, TIN, contact person, address, default currency — only the name is required) saves the customer and selects it on the form straight away. A name that already exists is refused, so you pick the existing customer instead. You can fill in the rest later from the customer's card.
Editing a customer
Open the customer from the list or FactBox → click Edit, change the details, and click Save. Company name and TIN can't be left empty.
Editing a customer's name or address does not retroactively update already-issued invoices. Invoice snapshots are frozen at the time of issue.
Default currency
Set Default Currency (TZS or USD) on a customer you usually bill in a foreign currency. Leave it on Company default and the customer follows Settings → Invoicing & Tax → Default Invoice Currency.
It's a suggestion, not a rule. When you pick the customer on a new invoice, quotation or sales order whose currency is different, you're asked whether to switch — choose Cancel to keep the document's currency, so the same customer can still get a TZS invoice when they need one. Prices already entered are not converted. Changing a customer's default currency later never changes documents that already exist.
Archiving a customer
There's no permanent-delete option for customers — Archive is the only removal action, and it's always available regardless of whether a customer has invoices or jobs linked to them. It's a soft, reversible action: the record and all its history stay intact, it's just marked archived.
Archived customers are excluded from search results and new-invoice dropdowns, but all their historical records remain intact.
Permissions
| Permission | What it allows |
|---|---|
customer.view | Gates the Customers nav item and tab |
customer.create | Shows the + New Customer option inside customer lookups on other forms. It doesn't restrict the + New Customer button on the Customers page itself — anyone who can open the module can add a customer there |
customer.edit | Not currently checked; editing is available to anyone with module access |
customer.delete | Not currently checked; archiving is available to anyone with module access |
Assign these in Settings → Users & Access → Roles & Permission Matrix.
Related
- Invoicing → — create and manage customer invoices
- Quotations → — send priced quotes before a job is confirmed
- Logistics → — create jobs and trips for customers
- Data Import → — bulk-import customers from a spreadsheet