This saves time when creating transactions and allows you to send invoices to your customers.
Use customer contact records to:
- Save details about the people or businesses that you regularly do business with
- Send physical copies of invoices by email or post
- Keep track of who owes you money
What you need to know
You can create customer records with as little information as a Name.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 you start entering transactions such as sales invoices, we use the information set on the customer record to determine the following
- Ledger Account - The default ledger account is 4900 Other Income
- Due date - credit terms are set to 30 days by default
- VAT rate - the customer's location and if they're VAT registered determine the VAT rate
- Price - set the type of price used for common products and services such as Sales Trade or Wholesale. The default is the Sales price
- Currency - set this if you invoice customers in their own currency. The default in your home or base currency
In addition, you can set other information such as:
- Main Address - If you're sending invoices to your customers, you must enter an address
- Delivery address - set this when the delivery address is different from the invoice address
- Bank details - Store your customer's bank account details
- Analysis group - Group your customers together for reporting purposes
- CIS - Set this if you are in the Construction Industry Scheme
- Notes - use this for any other information you’d like to store about this customer
See the following sections for more information about each section.
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.
You can import additional new contacts at any time.
Import from mobile phone
If your customer details are in your mobile phone contacts, consider importing them using our mobile app.
- Download the mobile app:
- Open the mobile app and from the menu choose Contacts. Select the plus button, then choose Import from phone.
- Choose Customers.
- From the list of contacts in your phone, choose the ones to import.
- Once you've imported your contacts, edit them in the mobile or web app to enter additional details.
Create a customer
For one-off customers, or if you don't want to import them, create new customer records from Contacts.
- From Contacts, choose Customers, then New Customer.
- Enter the business name of the customer. This is the name you'll see on all lists when selecting this customer.
- Enter the remaining details - If you don't know all the details yet, just enter the business name and save. All other details can be entered later but you'll need to enter an address before you can save an invoice for a customer.
Use the following sections to choose which defaults to change and choose additional information to store about the customer.
If you're sending invoices to your customers, you must enter an address. This is the address that appears on sales documents such as 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 and then choose the correct Country.
TIP: If you don't have an address for a customer, just use No address on the first line.
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, just choose which delivery address to use.
If your customer is VAT registered, enter their VAT registration number to make 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
Select VAT Reverse Charge when:
- You usually sell certain types of goods to this customer that fall under the domestic reverse charge VAT rules. Read about VAT domestic reverse charge VAT for mobile phones and computer chips
- You're in the Construction Industry Scheme (CIS), your customer is a contractor, and you usually sell services to them that fall under the reverse charge VAT rules. Learn more about reverse charge VAT and CIS
We use Ledger accounts to categorise or group your transactions. This is to make sure they report correctly on financial reports, such as the Profit and Loss or Balance sheet. 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 and what you are selling.
On sales invoices, you must select a ledger account on each line to indicate 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 automatically select the right ledger account. This is really useful if usually sell the same type of goods to a single customer.
From the Account Details tab
- Choose the ledger account to use by default for this customer from the Account Default drop-down
TIP: If you usually use the same ledger account for all your sales, set this in the Record and Transaction settings.Read more about record and transaction settings.
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 will determine how many days a company has to pay an invoice before it 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.
If your credit terms are different, set them in the record and transaction settings so they are applied to all new customer records, or if this customer has unusual credit terms, enter them here. Read more about record and transaction settings.
If you have bank details for any of your customers you can store them on the Payment Details tab. They are not used anywhere and are just for your information.
If you use products and services and use different prices, such as a retail and a wholesale price, 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 wholesale price will be entered automatically.
From the Defaults tab
- Select the price type for this customer
Set the currency for a customer when the customer is based overseas and you want to send sales invoices in their currency.
- From the Account Details tab, select the Region and then the Country when entering their address.
- From the Account Details tab, enter a VAT number if they are registered for tax. This will make sure that the correct VAT rate is used on invoices.
- From the Defaults tab, choose the currency.
Use analysis groups to group your customers together for reporting purposes. For example, you may want to divide your customers by the region in which they are based so you can compare sales across regions, or you may want to 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
Once you've set them up, just choose the group that this customer belongs to from the Analysis tab.
This is just a space for you to add any other relevant notes about your customer. The notes are not printed on any documents such as sales invoices.
If you indicated that your business is VAT registered on sign-up, there will already be two contacts on the list. You'll use the HMRC Reclaimed customer contact when you reclaim VAT and 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.