Create a customer contact

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 entering transactions such as sales invoices, accounts will use customer record information.

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.

Import from mobile phone

Create a customer

For one-off customers, or customers you don't want to import, create new customer records from Contacts.

Use the following sections to choose which defaults to change. Choose additional information to store about the customer.

Main address details >

If you're sending invoices to your customers, you must enter an address. This is the address that appears on sales documents. For example: sales invoices, quotes and estimates.

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 you change the region just above the address. Choose the correct Country.

TIP: If you don't have an address for a customer, use No address on the first line.

Delivery address >

If the business has a different delivery address, add this to the Delivery Address tab. Clear the Same as invoice address checkbox first.

Add more delivery addresses once you save the customer record. When you create an invoice, choose which delivery address to use.

VAT details >

Your customer may be VAT registered. Enter their VAT registration number. This makes sure we use the correct VAT rate when entering invoices.

Enter the VAT registration number from the Account Details tab. We check the VAT number against the Country entered in the address. You can't save the VAT number unless it has the correct format.

VAT reverse charge

Set a default ledger account >

We use Ledger accounts to categorise or group your transactions.

This makes sure they report correctly on financial reports. For example: Profit and Loss or Balance sheet reports. It also helps you track your business performance and see where you are making money.

Selecting the right ledger account is key to making sure you know:

Where your money comes from
What you are selling.

On sales invoices, you must select a ledger account on each line to show what you have sold. You can use our default Ledger accounts or set up your own.

You can set a default on your customer records to select the right ledger account. This is useful if you usually sell the same type of goods to a single customer.

From the Account Details tab

Choose the ledger account to use for this customer from the Account Default drop-down

TIP: You may use the same ledger account for all your sales. Set this in the Record and Transaction settings.

Enter payment details >

If you've agreed on the credit terms with your customer, you can record them here. You can also set the credit limit.

The credit terms determine how many days a company has to pay an invoice. After this the invoice becomes outstanding. Once we set up the invoice, we work out the due date based on the credit terms set here.

We've set the credit terms to 30 days as this is usual for most businesses.

Your credit terms may be different. Set them in the record and transaction settings so they apply to all new customer records. If this customer has unusual credit terms, enter them here.. Read more about record and transaction settings.

Store bank details >

If you have bank details for any of your customers you can store them on the Payment Details tab. Bank details are only for your information.

Set a default price >

You may have products and services that use different prices. Such as a retail and a wholesale price. You can set the price used by this customer.

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 system uses the wholesale price automatically.

From the Defaults tab

Select the price type for this customer

Set up foreign currency customers >

Set the currency for a customer based overseas. You can send sales invoices in their currency.

From the Account Details tab, select the Region. Select the Country when entering their address.
From the Account Details tab, enter a VAT number if registered for tax. This will make sure that the correct VAT rate on invoices.
From the Defaults tab, choose the currency.

Add analysis groups >

Use analysis groups to group your customers together for reporting purposes.

For example:

Divide your customers by the region. You can compare sales across regions.

You can see the total based on the sales manager to calculate commission.

Once set up, you can

Filter the Aged Debtors report by analysis group
Filter the customer list by analysis group

Notes >

This is a space for you to add any other relevant notes about your customer. The notes are only for your information.

About VAT contacts >

If you indicated that your business is VAT registered on sign-up, there will already be two contacts on the list.

Use the HMRC Reclaimed customer contact when you reclaim VAT . Use the HMRC Payments supplier contact when you make VAT payments. You can change the reference for these contacts but you can't rename or delete them.

What you need to know

Import your customer details

Import from CSV file

Import from mobile phone

Create a customer

VAT reverse charge