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Customers

Customers are the master records for everyone you sell to. Quotes, sales orders, invoices, sales receipts, credit notes, refund receipts, and customer payments all reference a customer. The customer record carries default contact details, default billing/shipping address, default tax behaviour, and (optionally) a price list.

You'll find Customers under AR (Sales) → Customers → "All Customers", with "Add Customer" right beside it. If you can't see this section at all, ask your workspace administrator for access.

Step by step

Browse the list

  1. Open All Customers. Each row shows display name, contact name, email, phone, currency, AR balance, and status.
  2. Type in the search box — the list narrows live as you type. It matches name, email, or tax number.
  3. Filter by status (Active / Archived) or currency.

Create a customer

  1. Click Add Customer.
  2. Enter the Display name (required) and pick Type: Individual or Company.
  3. Add Email, Phone, Tax number if relevant.
  4. Set the Currency for invoicing this customer. If your plan doesn't include multi-currency, only the base currency is offered.
  5. Pick a Default tax behaviour (Standard / Zero-rated / Exempt / Reverse-charge).
  6. Optionally set a Price list (plan-dependent — see Pricing & price lists).
  7. Optionally assign the customer to a Customer group (plan-dependent — see below).
  8. Add billing and shipping addresses.
  9. Save.

You can also create a customer without leaving another form: on the New Invoice (and other document) screens, the customer selector offers an inline "add new customer" shortcut that captures just the essentials. Fill in the full record later from the customer's page.

Edit a customer

Update any field. Currency cannot be changed once the customer has posted transactions in it.

View a customer

The customer's page shows contact details and tabs of activity:

  • Overview — current AR balance, lifetime sales, oldest unpaid invoice age.
  • Documents — quotes, sales orders, invoices, credit notes, refund receipts.
  • Payments — receipts and unallocated balances.
  • Statement — printable customer statement; can be sent by email.

The Customer Ledger

Each customer also has a ledger view: a running list of everything that has moved their receivable balance. Two things to know:

  • It is AR-only — it shows the customer's receivable activity (invoices, credit notes, refunds, payments and allocations). It is not a full general-ledger extract.
  • Every ledger row shows the source-document number (the invoice, credit note, or receipt that created it), so you can trace any line straight back to its document.

Archive a customer

There is no separate "delete" — use Archive Customer (and Restore Customer to bring one back). Archived customers keep all their history, but new transactions cannot be created against them: they simply disappear from the customer selectors on new-document forms. Restore the customer to transact with them again.

Customer groups (plan-dependent)

Plan availability: customer groups and group pricing depend on your subscription. If you don't see them, your plan may not include them — see Subscriptions & billing, or ask your workspace owner.

On plans that include them, customer groups act as a pricing tier: a group can carry its own default price list, so every customer in the group gets those prices automatically unless the customer has their own price list. Groups are managed in Settings under Pricing & Segmentation ("Customer Groups"). See Pricing & price lists for how group prices, customer price lists, and base prices are resolved.

Common mistakes

  • "I can't create an invoice for this customer." Most likely they are Archived — archived customers are hidden from the selectors on every new-document form. Open the customer and use Restore Customer.
  • "I can't change the customer's currency." Currency is locked the moment any document is posted in it. If you really need a different currency, create a second customer record (you can park the old one as Archived).
  • Wrong tax on a new invoice. Tax defaults pull from the customer record. If every new invoice is missing tax, the customer's Default tax behaviour is set to "None" or "Exempt" — fix it once on the customer.
  • Duplicate customers. Use the search box on the list page before creating — SolaBooks does not auto-dedupe by name. Tax-number search is the most reliable.
  • Statement totals look wrong. Statements only count Posted documents. Drafts and Void rows are excluded — see Invoices lifecycle.

Tips

  • The Statement tab can be emailed directly to the customer.
  • Use Global search (Ctrl/⌘ + K) to jump to a customer by name, email, or tax number from anywhere in SolaBooks.
  • For entering many customers at once, use the bulk import available from the customer list.

Behaviour and rules

  • A customer cannot be hard-deleted if any document references them. Archive instead.
  • Archived customers are excluded from new transactions. They vanish from customer selectors; their history remains intact and reportable.
  • Currency is sticky. Once a customer has any transaction in their assigned currency, you cannot change the currency.
  • Price lists apply automatically when you create an invoice or quote for a customer that has a default price list set. You can override per line (if you're allowed to override prices).
  • Customer groups — on plans with group pricing, a group's default price list applies when the customer has no price list of their own.
  • Tax default — the customer's default tax behaviour pre-fills new invoice/quote lines but every line is still editable.
  • One organization at a time. Customer records belong to one organization; switching organizations switches the entire customer list.

Related

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