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Customers

Your customer directory holds each customer's contact details, billing address, default payment terms, credit limit, and category — plus multiple named contacts per customer. It's the master record that invoices, credit memos, and AR reports all reference, so keeping it accurate keeps your receivables clean. Deleting a customer only hides them, so historical invoices never lose their customer.

Key capabilities

  • Core profile: name, email, address, phone, tax ID, website, notes, and category
  • Default payment terms that auto-fill on new invoices for that customer
  • Optional credit limit per customer
  • Status of active, inactive, or blocked
  • Multiple contacts per customer, with a designated primary contact
  • Duplicate detection before creating, by fuzzy name, email, and tax ID
  • Bulk Import CSV with a downloadable template; duplicate emails are skipped
  • Suggest with AI for one customer's category and bulk Auto-categorize of uncategorized customers
  • Payment Analysis panel: AI payment-behavior analysis flagging late and delinquent customers
  • Tags on each customer, status filter, and search by name or email
  • Export of the customer list to Excel
  • Deletion that hides the customer but keeps references on existing invoices and credit memos
  • Linked to a global counterparty registry for cross-business analytics

How it works

A customer record is the hub: invoices, credit memos, contacts, and payment terms all hang off it. Create or import customers, enrich them with AI, then reference them everywhere downstream.

flowchart TD
  create["Create / import customer"] --> dup{"Possible duplicate?"}
  dup -->|"Yes"| review["Review match"]
  dup -->|"No"| record["Customer record"]
  review --> record["Customer record"]
  record --> invoices["Invoices & credit memos"]
  record --> contacts["Contacts & payment terms"]
  invoices --> ar["AR balance & aging"]

How to use it

  1. Open Customers and click New Customer.
  2. Enter name and email (required), plus phone, category, address, tax ID, website, and notes as needed. Possible duplicates are flagged as you leave the name field.
  3. Set a default payment term, a status, and an optional credit limit — the payment term defaults onto every new invoice.
  4. Expand a customer row to see and add named contacts (marking one primary) for invoice delivery and communications.
  5. Use Import CSV to load customers in bulk from the provided template (Download template CSV), or Export to download your list.
  6. Click Auto-categorize to let AI categorize every uncategorized customer in the background, then refresh the list. Click Payment Analysis for AI risk signals.

Pro tips

  • A customer needs both an active status and an email to be invoiceable, so fill in email up front.
  • Set default payment terms per customer to save time on every invoice — you can still override per invoice.
  • Run the duplicate check before bulk imports; bulk upload skips rows whose email already exists rather than creating doubles.
  • Auto-categorize is safe to re-run: already-categorized customers are skipped, and it processes in the background (up to 500 per call), so refresh to watch progress.
  • Deleting a customer hides them from pickers and lists, but they stay linked on past invoices and credit memos.
  • Use the status field deliberately — blocked signals do-not-invoice, while inactive simply hides routine customers without losing history.

In-depth guide

Status & capabilities

  • Active — not deleted and status is Active (ready to invoice when email is on file).
  • Can Be Invoiced — additionally requires a valid email address on file.
  • Delete — hides the customer and keeps the record for historical invoices; it is never a hard removal.
  • Blocked and inactive customers stay in the directory but flag that you shouldn't bill them.

Contacts

  • Each customer can have multiple contacts (name, email, phone, role, primary flag, notes).
  • The primary contact is intended for invoice delivery and communications.
  • Contacts are managed independently from the core record, so you can add or update a billing contact without touching the customer's profile.

Duplicate detection

  • Before creating or updating, the duplicate check compares name (fuzzy), email, and tax ID against existing customers and surfaces likely duplicates.
  • This is a detection-and-review aid — it surfaces likely duplicates so you can avoid creating them rather than merging after the fact.

AI & automation

Three AI features assist here, all running in the background and saving results to the customer record:

  • Categorization — suggests a category/subcategory with confidence from name, email, website, and address.
  • Auto-categorize — schedules background categorization for uncategorized customers.
  • Payment-behavior analysis — assesses each customer's paying patterns with risk scores.

Related features & accounting

  • Customers anchor accounts receivable: their invoices post AR and roll up into the AR Aging report, and credit memos reduce their balances.
  • Default payment terms flow onto invoices to set due dates.
  • The counterparty registry link enables cross-business analytics for advisory firms managing many clients.

Limits & edge cases

  • Bulk CSV upload reports created and skipped counts plus per-row errors; existing emails are skipped, not overwritten.
  • Email is stored case-insensitively, so casing differences won't create separate records.
  • A credit limit cannot be negative.

Developers and Regent

Developers can manage customers, contacts and imports over the API; see the Customers API guide. Regent can create and update customers and look up a customer's balance, cash receipts and statement for you in chat.