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Customer management

Customer management software in one dashboard

Customer management software built into the system you invoice from. Invoice Office gives every customer a single source of truth — information, settings, addresses, contact persons, documents, payments, logged contact and attachments — so you always know where the account stands.

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The Invoice Office customer list showing each customer’s number, name, city, phone number and email address, with search, filter, column and export controls

Everything on the customer

A 360-degree view of every customer

Everything you know about an account in one place — what you sent them, what they paid, what is still open and what was last said. If a company sits on both sides of your books, the same record does supplier management too.

  • Centralized customer dashboard

    One dashboard per customer covers invoices, quotes, credit notes, reminders, payments, documents, tasks, notes and projects, with invoice and DSO charts and a location map — over whatever date range you pick, from this month to year to date to your own from and to dates.

  • The whole customer record

    CoC number, VAT number, Peppol identifier, bank account and BIC, industry, legal form, lead source and number of employees. An Is also supplier flag covers the companies you both sell to and buy from, so they stay one account.

  • Bill here, deliver there

    The Billing address is what prints on the invoice; Shipping Address entries are where the goods actually go on a packing note. Add as many shipping and Other addresses as the customer has branches, and control per address whether the country prints at all — and in which language it is translated.

  • The right person per document

    Add every contact you deal with using Create Contact, or bring a whole list in with Import Contact person. Pair them with per-document send-to addresses so invoices reach accounts payable while quotes go to the person who actually asked for one.

  • Chase without leaving the record

    Relation management turns the customer into a CRM: log the call about an overdue invoice, the email chasing an open quote, a WhatsApp, LinkedIn message, SMS or meeting — with notes, tasks and attachments beside them, so whoever picks the account up next can see what was already said.

  • Documents, open items & payments

    Every invoice, quote, packing note, order confirmation, credit note and payment reminder you sent, the payments registered against them, and an Open items list showing amount, paid and amount due per document — with a customer statement you can preview or download.

Customer settings

Configure a customer once

Every customer can be configured with their own settings. Select them on an invoice or a quote and the right currency, VAT code, price list, document design, terms and document language are already applied — nobody has to remember what was agreed with whom.

Explore every feature

  • Currency, VAT code & profit account

    Set the currency code, VAT code and profit account on the customer, so the right values are applied the moment you select them on a document — and the language the document is written in.

  • Default email address per document type

    Invoices to accounts payable, quotes to your contact, reminders somewhere else again — set the default send-to address and name separately for invoices, quotes, credit notes, packing notes, order confirmations and payment reminders.

  • Price list per customer

    Set the price list that should be applied on the invoice or quote page when this customer is selected, so agreed pricing is used without anyone having to remember it. Applying a price list to documents is part of the Pro license.

  • Designs, terms & numbering

    Pick the document design and email template per document type, set document terms and payment terms for invoices, order confirmations and quotes, and document reminders for invoices and quotes — then give this customer their own sequence numbers, right down to proforma invoices.

How it works

From new contact to loyal customer

  1. Step 1Add the customer

    Under Accounts → Customers, use Create customer for a company or Create individual customer for an individual — or import a whole list with the six-step wizard: source, upload, map fields, preview, import, done. Then add their addresses and contact persons.

  2. Step 2Set their defaults

    Configure currency, VAT code, profit account, price list, document design, email template, terms and sequence numbers once. Every document to this customer then picks them up on its own.

  3. Step 3Sell, bill and follow up

    Raise an invoice, quote, packing note, order confirmation or credit note straight from the customer’s Action menu. Documents, payments, logged conversations and open items all collect on the customer.

Customer management questions, answered

What is customer management software?
Customer management software keeps everything you know about a customer in one record: customer information, addresses, contact persons, the documents you have sent them, the payments registered against their invoices, the conversations you have logged, and any attachments. In Invoice Office it sits in the same system you invoice from, so the customer record and your documents never drift apart.
Can one record be both a customer and a supplier?
Yes. A customer record carries an Is also supplier flag, so a company you both sell to and buy from stays a single account rather than being entered twice. That keeps their address, contact persons and logged conversations in one place, whichever side of the relationship you are working on.
Can I invoice one address and deliver to another?
Yes. The Billing address is the one that prints on the invoice, and you can add as many Shipping Address entries as the customer has delivery points, plus Other entries for anything else such as a correspondence address — using Create address on the Shipping or Other tab. Each address separately controls whether the country is printed in the document’s address block, and which language the country name is translated into.
How do I add contact persons to a customer?
On the customer’s Contact persons page, add them one at a time with Create Contact or bring a list in with Import Contact person. Because the customer’s settings hold a separate send-to address and name for invoices, quotes, credit notes, packing notes, order confirmations and payment reminders, each document type can then go to the right person automatically.
Can I set a different price list or currency per customer?
Yes. Each customer has their own settings page: currency code, VAT code, profit account, language and the price list that should be applied on the invoice or quote page when you select them. Document designs, email templates, payment and document terms, reminder schemes and sequence numbers can all be set per document type as well. Applying a price list to documents is part of the Pro license.
Where do I log a call chasing an unpaid invoice?
On the customer’s Relation management page, which keeps tabs for All activity, Notes, Tasks, Calls, Whatsapp, Email, LinkedIn, SMS and Meetings. Log the call there and it stays on the account with the signed quote you uploaded and the task reminding you to follow up — so the next person to look at the overdue invoice can see what has already been tried.
Do customer tasks sync with my calendar?
Tasks created on a customer appear on the task dashboard, and Google calendar and Microsoft Calendar are both available as system integrations, so follow-ups such as chasing an open quote show up alongside the rest of your day.

Step-by-step guides: create a new customer, import customers, suppliers and products and choose a design template for one customer.

More answers in our FAQ and help center.

Related

What your customer records feed into

Start invoicing from a customer record

Add your customers, set their defaults once, and send the first invoice from the account itself. Free to start, and 14 days free on every paid plan.

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