Customers

Manage your customer relationships and credit limits.

Overview

Track sales history, outstanding balances, and contact information for every client.

Actions

1. Adding a New Customer

1. Go to Sales > Customers.
2. Click Add Customer.
3. Basic Info: Enter the Customer's Name, Email, and Phone.
4. Billing Address: Provide the default address for Invoices.
5. Credit Limit: Set the maximum amount of debt this customer can carry.
6. Opening Balance: Record any existing debt from before you started with QOBooks.
7. Click Save.

2. Viewing Sales History & Statements

• Click on any customer to see their Account History.
• Track every Invoice, Payment, and Credit Note linked to them.
• Statement: Generate a "Customer Statement" to send to the client for payment reminders.

3. Updating Customer Profiles

1. Find the customer and click the Edit icon.
2. Update contact people or adjustment credit limits.
3. Click Update.

4. Grouping Customers

• Assign customers to Categories (e.g., "Wholesale", "Retail") for segmented reporting and price lists.

5. Bulk Importing Customers from Spreadsheets

For organizations onboarding with existing customer books or migrating from legacy systems, QOBooks provides high-speed bulk importing from Microsoft Excel (.xlsx, .xls) or CSV files.

1. Navigate to Sales > Customers.
2. Click the Import button in the header toolbar.
3. Click Download CSV Template to obtain the standardized format with sample retail and wholesale accounts.
4. Fill in your client details:
   • Customer Name (Required): The legal or trade name of the client.
   • Customer Code: Optional unique identifier (e.g., CUS-00101). If left blank, the system automatically assigns sequential codes (CUS-00001, CUS-00002).
   • Phone & Email: Primary and secondary contact channels.
   • Customer Type: retail or wholesale.
   • Credit Terms & Limit: Assign pre-agreed credit limits and terms (e.g., Net 15, Net 30, Due on Receipt).
   • Tax ID / TIN: Client tax identification number for VAT invoices.
5. Select your Duplicate Handling Rule:
   • Skip Duplicates: Protects existing accounts and imports only new client records.
   • Update Duplicates: Updates phone numbers, email addresses, credit limits, and payment terms for existing clients.
6. Drag and drop your spreadsheet into the upload area. The system performs real-time client-side validation and duplicate detection before submitting.
7. Review the mapped preview table and click Import Customers.

[!TIP] Quick Sale: You can create a "Walk-in Customer" for one-time retail sales where you don't need to store full contact details.